Why one stock figure is not enough
Building material is heavy and bulky. Cement, steel, sand, pipes and sheets rarely fit in one place, so most traders keep a shop plus one or more godowns. The question is never just how much cement you have, but where it is and which godown is closest to the site that needs it.
When stock is tracked only as a total, staff promise deliveries from a godown that turns out to be empty, and the truck makes an extra trip.
This guide covers how to set up locations, receive and move stock, choose the right godown for each delivery and keep counts honest across all of them.
Name and organise each location
Give each godown a clear name that everyone uses, such as Shop, Godown 1 Sitapura or Godown 2 Highway. Decide which items are mainly kept where. Fast-moving goods near the shop, bulky goods in larger godowns.
Receive stock into the right place
When material arrives, record it into the godown where it is actually unloaded. If a supplier drops part of a load at one godown and part at another, record both. A purchase entered only as a total breaks location stock from day one.
Record every transfer
Moving stock between godowns is normal. What matters is recording it. Every transfer should note the item, quantity, from and to, and the date. If a tempo moves 50 bags from Godown 1 to the shop, the shop's stock should go up and Godown 1's should go down.
- Note the vehicle used for the transfer
- Have the receiving person confirm the count
- Record damaged items found during transfer
- Avoid informal moves without an entry
Deliver from the right godown
When an order comes in, check which location has enough stock and is closest to the site. Note the godown on the delivery, so stock reduces from the correct place. Split orders across godowns only when needed, and record each part separately.
Count each location regularly
Count fast-moving items at each godown weekly and the rest monthly. Compare with records and investigate gaps quickly. Ask the person in charge of each godown to sign off on counts. Clear responsibility at each location is the best protection against slow losses.
Plan for season peaks
Construction activity changes with the season, and demand for cement, steel and sand rises before and after the monsoon. Before a busy period, check stock at each godown and move material closer to the areas where most of your site deliveries go. A little planning saves many extra truck trips.
Common mistakes
- Tracking only total stock, not per godown
- Moving material between godowns without recording it
- Entering purchases without noting where goods were unloaded
- No single person responsible for each godown
- Promising delivery without checking location stock
Use the right vehicle for each trip
Bulky material needs the right vehicle. Plan which tempo or truck goes from which godown, and load in an order that matches the drop points. A delivery note that lists the godown, vehicle and site helps the driver and gives you a record if the contractor questions the quantity received.
Keep godown staff in the loop
The person at each godown should see what is planned to go out that day. When godown staff learn about a delivery only when the truck arrives, loading takes longer and mistakes rise. A short morning list for each godown solves most of this. At the end of the day, they should confirm what actually left, so the records match the ground.
Review transfers each month
Once a month, look at how much stock moved between godowns. Frequent transfers of the same item suggest it is stored in the wrong place to begin with. Moving the regular stock of that item to the godown where it is mostly needed cuts transport costs and saves time for everyone.
How Lohshala helps
Lohshala shows stock across godowns, per location and in total, and records transfers between them. When you make an invoice, delivery tracking shows whether the material is pending, dispatched or delivered.
Unit conversions keep stock correct even when you buy in bundles and sell in kg. The D&D Technology team in Jaipur sets up your godowns and trains your staff. Message +91 95116 38160.
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