full content of stocktake procedures, documents and reports

Elements and Performance Criteria

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

1. Maintain stock levels and records.

1.1 Use stock control systems  and equipment to administer all stock control and ordering processes.

1.2 Monitor and maintain stock  levels to meet organisational requirements.

1.3 Monitor stock security and adjust procedures as required.

1.4 Inform colleagues of their individual stock ordering responsibilities.

1.5 Maintain records of stock levels and create reports according to organisational procedures.

1.6 Monitor stock performance, and identify and report fast or slow selling items.

1.7 Monitor and adjust stock reorder cycles.

2. Process stock orders.

2.1 Process orders  for stock according to organisational procedures.

2.2 Maintain stock levels and record current accurate details.

2.3 Check and record incoming stock against purchase and supply agreements.

3. Minimise stock losses.

3.1 Regularly check the storage of stock and ensure its protection .

3.2 Identify, record and report stock losses .

3.3 Identify avoidable losses and establish reasons for them.

3.4 Recommend solutions and implement procedures to prevent future losses.

4. Follow up orders.

4.1 Monitor the delivery of stock to ensure agreed deadlines are met.

4.2 Liaise with suppliers to ensure continuity of supply.

4.3 Resolve routine supply problems or refer to appropriate person for action.

4.4 Distribute stock within the organisation according to required allocations.

5. Organise and administer stocktakes.

5.1 Organise stocktakes at appropriate intervals.

5.2 Allocate stocktaking responsibilities to staff and supervise the operation of the stocktake.

5.3 Produce accurate stocktake reports within designated timelines.

Required Skills and Knowledge

This section describes the skills and knowledge required for this unit.

Required skills 

  • communication skills to:
  • liaise with suppliers about deliveries and discrepancies
  • discuss reasons for stock losses with staff
  • provide clear directions to staff about their stocktaking responsibilities
  • critical thinking skills to analyse stock performance, and identify fast or slow-selling items
  • literacy skills to:
  • read and interpret supplier purchasing agreements, purchase orders, records of incoming stock and organisational procedures
  • write detailed reports on stock levels, performance, losses and stocktakes
  • numeracy skills to calculate supplier costs and complex order costs, reconcile incoming stock and invoices against purchase orders, calculate complex details of stock on hand and stock losses and produce complex numerically based reports
  • planning and organising skills to efficiently order and maintain stock so that stock levels meet organisational requirements
  • problem-solving skills to identify reasons for stock losses, recommend solutions and implement procedures to prevent future losses
  • teamwork skills to direct staff on ordering responsibilities and supervise staff participation in stocktakes
  • technology skills to use:
  • a computer and keyboard
  • the system capabilities and functions of a stock control system
  • electronic equipment used for stock control.

Required  knowledge 

  • principles of stock control, including:
  • rotation and replenishment
  • product life cycle and maximising the use of all stock
  • checking for slow moving items
  • segregation of non-food items from food items that have potential to cross-contaminate
  • for the specific industry sector:
  • different types of computer stock control systems used, their functions and features
  • electronic equipment used for stock control; their functions and features
  • stock security systems
  • types of storage and their suitability for different kinds of stock
  • methods to monitor and maintain stock  levels
  • for the specific organisation:
  • relevant stock, including product life and storage requirements for specific goods
  • departmental or individual stock ordering responsibilities
  • full content of stock control and security procedures
  • sources of information on negotiated cost of supply, contractual arrangements and preferred supplier arrangements
  • full content of stock ordering procedures and documents
  • stock reorder cycles
  • stock level reports
  • stock performance reports
  • stock loss reports
  • full content of stocktake procedures, documents and reports
  • reasons for stock loss and damage and methods to control these.

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