Case study: Stocktake for a health & wellness company

Good stock management is essential for accurate financial reporting, smooth operations, and audit readiness, helping retail owners feel confident about their business stability, especially for consumer-goods companies with many products spread across multiple branches.

In this case study, a significant health and wellness retailer partnered with Ascentium Indonesia to conduct a full stocktake across all branches, ensuring tailored, accurate inventory data for year-end reporting and tighter control over nationwide stock levels.

The challenge

The retailer operated eight branches and sold a wide variety of products, including skincare, consumables, personal care items, essential oils, home wellness devices, promo merchandise, and more. That diversity brought several significant problems:

• The high volume and variety of SKUs made it challenging to track stock consistently.
• Records in the system frequently did not align with the actual stock levels, which raised concerns about their accuracy.
• Certain items were marked as rejects or designated for disposal, but the recording of these actions was inconsistent.
• Inventory documentation and procedures differed significantly between branches, resulting in a lack of a unified standard.

With an essential external audit approaching, the company urgently needed accurate, verified stock data. It became clear that a consistent, efficient stocktake method across all branches was crucial to prevent financial mistakes and ensure smooth operations.

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Our method

Ascentium Indonesia provided a complete stocktake solution designed specifically for businesses with multiple locations. Our support included:

• Performing a physical stocktake at all branch locations and the central warehouse.
• Matching physical stock counts with inventory records in the system.
• Finding and documenting any mismatches, rejected goods, or items for disposal.
• Preparing clear, audit-ready reports to summarize the results.

How we performed

To ensure the stocktake went smoothly across the entire operation, our team followed a transparent, organized process focused on accuracy and coordination, such as:

• Used both complete counts and sampling methods, depending on item types
• Checked pricing and item values based on stocktake findings
• Reviewed documents like stock cards, issuing records, and receiving logs
• Worked closely with each branch to verify accurate data
• Compiled a detailed report with all results, issues found, and improvement suggestions

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This thorough process ensured every branch followed the same standards and produced reliable, actionable data.

Expertise utilized

With our extensive experience, we implemented best practices throughout the stocktake, inspiring confidence in decision-makers that the process would meet industry standards and deliver valuable, reliable data.

• All eight locations had their inventory thoroughly checked and confirmed
• Errors, rejected stock, and disposable items were identified and recorded
• Inventory reports were standardized and accepted during the audit
• Overall accuracy of the inventory improved noticeably

This structured approach not only helped the business pass its audit but also gave them stronger control and confidence in their inventory system.

Why accurate stocktake matters for modern retail operations

For businesses with multiple stores and a wide range of products, having unreliable inventory data can lead to missed sales, excess stock, or audit issues. A reliable stocktake helps companies:

• Reduce waste, shrinkage, and write-offs
• Keep shelves stocked with what customers want
• Make better buying and forecasting decisions
• Meet financial and tax rules with confidence
• Be ready for audits anytime with clean records
• Sync better with inventory systems and ERP platforms

This case proves that a solid stocktake process brings structure, insight, and flexibility, making it easier for modern retailers to grow and succeed.

Stocktake best practices for multi-location businesses

If your business operates across several locations, a bright stocktake plan is crucial. Here are some tried-and-tested practices:

• Standardize your process: Use the same stocktake method and paperwork across all branches
• Pick the right time: Do your stocktake during quiet hours to avoid distractions
• Train your team: Make sure staff know how to count and record properly
• Mix methods: Use complete counts for key items, and sampling for low-risk stock
• Use technology: Barcode scanners or mobile tools speed things up and cut errors
• Reconcile fast: Match physical counts with system records right after counting
• Stay audit-ready: Keep everything documented and easy to access

Read more: 4 common retail stocktaking errors businesses should avoid

These steps help businesses maintain control, reduce mistakes, and stay ready for inspections or audits, regardless of how many branches they operate.

Manage your inventory with Ascentium Indonesia

Managing inventory across multiple branches doesn't have to be complicated. Ascentium Indonesia offers nationwide stocktake, inventory audit, and reconciliation services designed for retailers, wellness brands, and fast-moving consumer product companies.

Let us help you take the guesswork out of your stock management.

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