How do you prepare your inventory?

Taking an inventory is a crucial task to keep control over your stock of jewellery and precious metals, as well as helping with financial organisation and loss prevention. A well-prepared inventory makes it easier to keep track of available items, sales, purchases and even restocking plans.

Here is a step-by-step guide to preparing an efficient inventory:

1. Organise and Categorise Your Products

Before you start counting items, define categories for your jewellery shop’s products. This will make it easier to organise the inventory and find specific items. Under Management → Stock → Perpetual Inventory, ourives already groups items by family, making the stock count easier.

2. Export the Inventory

Use the perpetual inventory report provided by ourives to count stock more quickly. The report includes fields such as warehouse, reference, description, unit cost, quantities and weight.

3. Count Physical Stock

• Do a physical count of all the pieces in the shop and in any other places where stock is kept (such as safes or display cases). Under Movements → Items → Stock, select the Stock count document.
• Record the items, marking which pieces are on display and which are in storage.

4. Count analysis

The count analysis feature compares the items physically counted with the items in stock, so you can see only the items with stock differences.

The software lets you adjust stock based on the physical count in a matter of seconds.

5. Reports and analysis

Run regular stock reports: best-selling items, slowest-moving pieces and profit per product. This helps with strategic decisions, such as when to restock or which items to promote.