Maintain and order stock

This unit describes the performance outcomes, skills and knowledge required to maintain and order stock in a retail environment. It involves monitoring receipt and dispatch of goods, maintaining stock records, coordinating stocktake, identifying stock losses, processing orders and following up on orders.


This unit requires staff to exercise managerial responsibility to monitor and coordinate stock levels, storage, distribution and reorder cycles; roster staff, organise and coordinate stocktakes, maintain accurate records and routinely report on inventory status to relevant personnel according to store policy and procedures.



Elements and Performance Criteria




Monitor receipt and dispatch of goods


Delegate responsibility for receipt and dispatch of goods to appropriate staff.


Implement store procedures in regard to receipt, dispatch and secure storage of goods.


Observe staff functions to ensure store procedures are followed and documentation is completed correctly.


Implement store procedures to ensure goods inspected for quantity and quality on receipt.


Act upon variations to quantity and quality of delivered goods according to store policy and procedures.


Supervise safe handling and storage of goods according to store policy.


Maintain stock records.


Monitor and maintain stock levels at required levels.


Maintain, monitor and adjust stock reorder cycles as required.


Inform team members of their individual responsibilities in regard to recording of stock.


Maintain stock storage and movement records according to store policy.


Record stock discrepancies and follow procedures according to store policy.


Monitor stock performance and identify and report fast and slow selling items according to store policy.


Coordinate stocktake or cyclical count.


Interpret policy and procedures in regard to stocktaking and cyclical counts and explain to team members.


Roster staff according to allocated budget and time constraints.


Allocate stocktaking tasks to individual team members.


Provide team members with clear directions for the performance of each task.


Allocate team members to ensure effective use of staff resources to complete task.


Produce accurate reports on stocktake data, including discrepancies, for management.


Identify stock losses.


Identify, record and assess losses against potential loss forecast on a regular basis.


Identify avoidable losses and establish reasons.


Recommend and implement possible solutions.


Process orders.


Process and raise orders for stock as requested according to store policy and procedures.


Maintain ordering and recording system.


Ensure availability of sample range according to buying plan.


Order pricing materials as required.


Record negotiated purchase and supply agreements and file for retrieval.


Follow up orders.


Monitor delivery process to meet agreed deadlines.


Handle routine supply problems or refer to management as required by store policy.


Maintain ongoing liaison with buyers, store or departments, warehouse and suppliers to ensure continuity of supply.


Distribute stock according to store or department allocation.

Required Skills

This section describes the essential skills and knowledge and their level, required for this unit.

The following skills must be assessed as part of this unit:

store stocktaking systems

use of electronic recording equipment

interpersonal communication skills to:

inform team members of their responsibilities and give instructions

explain policies and procedures to staff

allocate tasks and provide directions for performance of tasks

liaise with buyers, store and departments, warehouse and suppliers through clear and direct communication

ask questions to identify and confirm requirements

use language and concepts appropriate to cultural differences

use and interpret non-verbal communication

time management

negotiation skills

report preparation and presentation

literacy and numeracy skills in regard to:

stock control reports and documentation

processing orders

maintaining delivery and supply records

stock distribution records

maintaining stock ordering and recording systems.

The following knowledge must be assessed as part of this unit:

store policy and procedures in regard to:

stock control

store merchandising system

current and future stock levels

bar codes, labels and price tags

store stock recording system

stock replenishment and reorder procedures

inter- and intra-store and department transfers

reporting of stock discrepancies and damage

identifying and recording stock losses

identifying and recording discrepancies

existing suppliers

quality control procedures and requirements

receipt and dispatch of goods, including inspection for quality and quantity

relevant licensing requirements for moving stock mechanically

relevant legislation and statutory requirements

relevant industry codes of practice

relevant OHS legislation and codes of practice

principles and techniques for interpersonal communication skills.

Evidence Required

The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, the range statement and the Assessment Guidelines for this Training Package.

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

consistently implements and monitors store policy and procedures regarding receipt, dispatch and secure storage of goods

regularly monitors staff implementation of store procedures and documentation in regard to receipt, dispatch and secure storage of goods

monitors stock levels, storage, movement and reorder cycles on a regular basis.

organises and coordinates stocktake according to store policy and procedures

consistently raises and processes stock orders and maintains record system according to store policy and procedures

monitors delivery processes and distributes stock to ensure continuity of supply.

Context of and specific resources for assessment

Assessment must ensure access to:

a retail work environment

relevant documentation, such as:

store policy and procedures for receipt and dispatch of goods

store procedures for stocktake

OHS legislation and codes of practice

industry codes of practice

legislation and statutory requirements

store merchandising and marketing policy and procedures

inter- and intra-store and department transfer procedures

store quality control procedures and requirements.

Methods of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

observation of performance in the workplace

third-party reports from a supervisor

written or verbal questioning to assess knowledge and understanding

review of portfolios of evidence and third-party workplace reports of on-the-job performance.

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended.

Assessing employability skills

Employability skills are integral to effective performance in the workplace and are broadly consistent across industry sectors. How these skills are applied varies between occupations and qualifications due to the different work functions and contexts.

Employability skills embedded in this unit should be assessed holistically in the context of the job role and with other relevant units that make up the skill set or qualification.

Range Statement

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording in the performance criteria is detailed below.

Appropriate staff may include:

frontline staff

relevant managers


team leader

specialist staff.

Staff may include:

full-time, part-time, casual or contract staff

people from a range of social, cultural and ethnic backgrounds

people with varying degrees of language and literacy levels.

Store policy and procedures in regard to:

stock control

stock control system

recording procedures

procedures for investigating discrepancies

store merchandise and marketing

pricing, labelling and packaging requirements

quality control policy and procedures.

Handling and storage of goods may vary according to:

stock characteristics

industry codes of practice.

Records may be:



Reports for management may include:

financial reports

business documents

informal reports

stocktake reports.

Stocktaking may be:


compliance driven.

Roster may include:

varying levels of staff training

staffing levels

routine or busy trading conditions

full-time, part-time or casual staff

range of staff responsibilities.

Ordering and recording system may be:



Suppliers may include:

existing contacts

new contacts

local suppliers

overseas supplies.




Competency Field


Employability Skills

The required outcomes described in this unit contain applicable facets of employability skills. The Employability Skills Summary of the qualification in which this unit is packaged will assist in identifying employability skills requirements.

Licensing Information

Not applicable.