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EOFY Stocktake for Manufacturing Business

A Moment of Truth For many manufacturing businesses, year-end stocktake is a crucial moment when they start to uncover mysteries that neither human nor technology can explain over the past 12 months. Stocktake is far more than merely counting inventory on last day of financial year. Accountants must deal with aftermath that arise from unfavoured outcomes, such as writing off stock that does not exist or over 12 months old (SECT 70.50 ITAA97). However, stocktake also provides an opportunity to reflect and examine issues within the supply chain operation. Overstocking is detrimental, but why? Identifying the root cause—whether it is a flawed process procedure or a system error caused by human mistakes—is essential. Conversely, understocking does not necessarily warrant early celebration. Is the business delaying order fulfillment? Are accounts put on hold causing delays in receiving goods? Has the business adopted a systematic and proactive approach to managing cash flow? Inventory constitutes a significant portion of a manufacturing business's working capital. It is crucial not only to count what is on hand but more importantly to adopt a holistic approach to identify and action on discrepancies by implementing changes across supply chains. Be honest and work smart Stocktake requires coordinated effort between production and accounts/system teams. Those responsible for counting stock should familiarize themselves with the location and bin before walking through warehouse door. It is vital to follow the count sheet rather than relying on prior knowledge of where stock might be located. If it is not found in its expected place, any oversight in stock transfer needs rectification later. When dealing with consumables such as nuts, bolts, and rivets, using weight measurement is a more sensible and practical way of counting. Including every single unit in the Billing of Materials (BOM) does not necessitate individual counting due to potential inaccuracies and unjustifiable time expenditure compared to minor dollar discrepancies. Recounting should only be considered for significant discrepancies, as most discrepancies are due to system recording errors. Leave it to data experts for a diagnose to find root causes before taking corrective action. Keep It Simple A full count can be cumbersome due to the required time and resources. Businesses should consider minimize Work in Process (WIP) prior to count and avoid dispatching and receiving goods on the stock count day. WIP items are inherently difficult to locate and measure, making them time-consuming to sight let alone count. Avoiding goods dispatch and receipt prevents warehouse distractions during stocktake. Finally, ensuring accurate Unit of Measures (UOMs) are listed on the count sheet along with applicable bin/lot numbers prevent human mistakes and make count more productive. I appreciate a moment of truth is worth the efforts for many manufacturing businesses. So, plan the big day ahead. Clarify and give clear instructions to team before count starts on the day. Coordinate with accounts/system for major discrepancies to determine if recount is required. Maybe cracking a few beers when things are done and dusted afterwards.