Learn to manage product entries, stock counts, reorder points, expiry and dead inventory directly from a mobile phone.
20 June 20264 min read
A customer asks for a product, but nobody knows whether it is on a shelf, in storage or already finished. At the same time, buying too much stock because of a supplier offer traps cash.
A mobile phone can simplify inventory control, but only when the shop follows a consistent process.
Essential parts
Unique product name
Category and unit
Purchase and selling price
Current quantity
Shop or location
Purchases and sales
Returns, damage and expiry
Minimum quantity and reorder point
Step-by-step process
1. Begin with top products
Add the first 50 fast-moving or high-value items instead of attempting the complete shop in one day.
2. Use clear names
Write βTata Tea Premium 250g,β not simply βTea.β Keep size, colour and model variants separate.
3. Count opening stock physically
Count shelves, counters and storage. Separate saleable, damaged and expired goods.
4. Enter purchases on receipt
Compare invoice and received quantity. Record cost, supplier and payment status.
Put the guide into practice
Keep your records organised with Kisan Kalyan
Manage transactions, contacts, shops, products and stock from one mobile-first account.
Update with the sale where possible, or make a dependable daily closing adjustment.
6. Record non-sale movement
Household use, samples, damage, expiry, returns and branch transfers also change inventory.
7. Calculate reorder points
Reorder point = average daily sales Γ supplier lead time + safety stock
At four units per day, five delivery days and eight safety units:
4 Γ 5 + 8 = 28 units
8. Count regularly
Count fast and costly items weekly, regular items monthly and slow items quarterly.
9. Investigate differences
Product
Mobile
Physical
Difference
Oil 1L
24
22
-2
Seed packet
35
35
0
Tool
6
7
+1
Check missing sales, purchase errors, returns and counting mistakes.
10. Act on reports
Reorder low stock, pause slow purchases and use return, bundle or discount options for dead inventory.
Benefits of mobile stock control
Quick counter access
Visibility across several shops
Evidence-based purchasing
Fewer stock-outs
Earlier dead-stock detection
Clearer inventory value
Using KisanKalyan
KisanKalyan can store a shop, product name, images, category, price, unit and stock quantity. An owner can manage multiple shops and shop-scoped products and publish suitable products to the marketplace.
The application cannot physically count a shelf. Accurate movement entries and periodic counts remain essential.
Common mistakes
Duplicate products
Incorrect units
Old purchase costs
Treating transfers as sales
Ignoring returns and expiry
Negative quantities
No process for staff
Looking at quantity without value
Review schedule
Period
Tasks
Daily
Purchases, sales, losses and closing
Weekly
Fast-item count and low-stock order
Monthly
Inventory value, slow stock and margin
Quarterly
Category and supplier review
Expert tips
Use FIFO or FEFO
Sell older or earlier-expiring goods first.
Match shelf and mobile names
Consistent labels reduce counting mistakes.
Measure supplier lead time
A cheaper supplier may be expensive when late delivery loses sales.
Adjust for seasons
Agriculture, festivals, school schedules and weather affect local demand.
Review cash with stock
Inventory on a shelf is cash that is not currently available in the bank.
Practical example
Reena found βΉ18,000 of cosmetics with no sale for 120 days while daily-use products repeatedly ran out. She stopped purchasing the slow line, created bundles and moved released cash into faster products.
Suggested internal links
Stock Management Guide for Small Businesses
Why Shopkeepers Need a Digital Ledger
An Easy Way to Track Customers and Suppliers
15 Ways to Grow a Small Village Business
FAQs
1. Is a barcode required?
No. A small shop can begin with manual product selection and quantity.
2. How often should stock be updated?
Enter purchases and important movements immediately and update other sales by daily closing.
3. What if mobile and physical quantities differ?
Investigate, document the reason and make an approved adjustment.
4. How many products should be added first?
The top 50 fast-moving or high-value products are a practical start.
5. Does KisanKalyan separate products by shop?
Yes. Products are shop-scoped and remain associated with the relevant shop.
Conclusion
Mobile inventory works only when the daily process remains consistent. Start with clear products, a physical count, timely movement and practical reorder rules.
CTA
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