How to run an efficient stocktake for multiple retail stores and warehouses

A stocktake is the backbone of any retail operation. Whether you run a single store or an international chain, knowing exactly what stock you have on hand is essential for accurate financial reporting, smooth replenishment, and loss prevention. Regular stocktakes (inventory counts) help identify discrepancies, prevent stockouts, detect theft, and maintain compliance with legal and accounting standards. However, for businesses with multiple branches and complex supply chains, stocktaking can be a daunting and resource-intensive process.

Use Case: Fashion retailer with multiple locations

Let’s imagine a mid-sized fashion retail brand — “StyleSphere” — which operates:

• One central warehouse
• Several regional warehouses
• Dozens of domestic retail stores
• A handful of international outlets

Their stock consists of seasonal apparel, accessories, and footwear — with thousands of SKUs that vary by size, color, and style. Each location carries unique inventory based on local demand, and seasonal turnover is high.

Current challenges in their retail stocktake process

The existing inventory counting method at StyleSphere is entirely manual, involving paper lists and basic spreadsheets. While functional for small stores, this approach breaks down when scaled across dozens of sites. The main problems include:

1. Long counting times – Manual counts in large warehouses or busy retail floors can take several days, disrupting sales and delaying operations.
2. High operational costs – Additional temporary staff must be hired to assist during peak stocktake periods, increasing expenses.
3. Store downtime – Some branches close to customers during the stocktake to prevent stock movement, leading to lost revenue.
4. Inaccurate or faulty counts – Manual counting increases the risk of human error, leading to mismatched records.
5. Mixed or distorted results across sites – Inventory data from different locations is compiled inconsistently, making it hard to compare and consolidate.
6. Poor or non-existent post-processing – The final data is often uploaded late or not reviewed in detail, meaning errors go undetected.

The result? Management lacks confidence in the numbers, decision-making suffers, and financial reports are delayed.

Stocktaking software by COSYS: A smarter approach

COSYS offers a dedicated stocktaking software solution designed to streamline the stocktake process across multiple branches, warehouses, and even international locations.

Key Features & Benefits:

• Mobile data capture – Staff use mobile devices or MDE scanners to record item data via barcode scanning, eliminating paper lists.
• Offline Functionality – Counts can continue even without network coverage, with data synced once online.
• Centralized Data Management – All results are transmitted in real-time or after completion to the COSYS WebDesk, ensuring data from every branch is consolidated in one platform.
• Variant Management – The COSYS stocktaking app supports handling product variants by automatically suggesting options when a barcode (EAN) or article number is linked to multiple products. This ensures accurate recording and clear differentiation of product variants during stocktaking.
• Error Reduction – Automated data capture minimizes human error and improves accuracy.
• Faster Counting – Optimized workflows reduce the time needed to complete counts, cutting downtime and labor costs.
• Seamless Multi-Location Handling – The system easily separates results per branch while allowing centralized oversight.
• Multi-Language Capability – The stocktaking app can be operated in multiple languages, making it easy for international teams to use the same system without language barriers.

Business Intelligence in the COSYS WebDesk

Beyond accurate counting, COSYS delivers powerful Business Intelligence (BI) tools within its WebDesk platform, turning raw count data into actionable insights.

Available Analytics Include:

• Inventory Duration per Location – Track how long each branch or warehouse takes to complete their stocktake, helping to spot bottlenecks and improve efficiency.
• Positions Counted per User – Identify which team members are the most efficient and where additional training or resources might be needed.
• Inventory Progress Tracking – Monitor real-time completion percentages for each location to ensure deadlines are met.
• Open Count Positions – View any items still awaiting counting to avoid overlooked stock.

Overall Benefits of These BI Features:

• Performance Benchmarking – Compare locations and teams to set realistic standards and targets.
• Operational Transparency – Gain a live overview of the entire stocktake process across the company.
• Resource Optimization – Allocate manpower more effectively based on real performance data.
• Continuous Improvement – Use past stocktake analytics to plan and refine future processes.

Conclusion

Managing a stocktake across multiple branches doesn’t have to mean long nights, closed stores, and unreliable results. With the stocktaking software by COSYS, businesses like StyleSphere can turn a once stressful, error-prone process into a fast, accurate, and data-driven operation. And with the Business Intelligence tools in the COSYS WebDesk, management gains the visibility and insight needed to continuously improve future stocktakes.

By embracing technology, multi-branch retailers can cut costs, save time, and make better decisions — all while ensuring their inventory is accurate and their business runs smoothly.