Hardware Shop Rate List and Godown Stock Checklist

A hardware shop stays healthy on three habits: keep the rate list current, count the godown on a schedule and follow up dues every week. This checklist turns them into a routine that a small team can run, on paper or in software. It also lists the mistakes that appear most often.

Daily: five minutes at opening and closing

1. Check that the rates board or system list matches the latest supplier prices for cement, rod, pipe and other volatile items.
2. Note any item that ran out yesterday.
3. Match the day's cash with the day's bills at closing.
4. Check that every delivery that left has a delivery note.
5. Back up the data or confirm automatic backup ran.

Weekly: rates, dues, reorder

Rates

Compare your selling rates with the latest purchase bills for your top twenty items. If any margin has shrunk, adjust the rate or find out why costs rose. Record who changed which rate and when.

Dues

Print the list of customers with overdue balances. Assign a person to contact each. Send a short WhatsApp message with the amount and the bills; follow with a call if there is no reply in a few days.

Reorder

List items below minimum stock. Check with the godown keeper whether anything is hidden at the back. Place orders, remembering that suppliers may need lead time during peak construction months and festival weeks.

Monthly: the godown count

You do not need to count every nail. Prioritise:

Group	Why count it
Cement, rod, pipe	High value and high turnover
Sanitary and electrical fittings	Easy to take without notice
Paint and chemicals	Batch and colour matter, and spoilage occurs
Tools and power equipment	High value per item
Items with large differences last time	The problem may recur

Count in the shelf unit: bags, bundles, lengths, tins. Let the system convert. Compare with the record, investigate big differences and fix the cause, not just the number.

Monthly: slow and dead stock

• Print items with no sale in six months.
• Decide for each: discount, bundle with a faster item, return to the supplier if allowed, or write off.
• Stop reordering items on this list unless there is a clear reason.
• Keep slow stock in a labelled corner, not mixed with fast sellers.

Deliveries and site orders

• Record the address, contact number and vehicle on every delivery.
• Check quantities with the driver before loading.
• Get a signature or message confirmation from the site.
• Record any returned or damaged items on the same day.
• Keep a note of loading and unloading charges so they can be reflected in margins.

Breakage and returns

Record breakage on the day it happens, with the item, quantity and reason. For returned goods from customers, check condition before restocking and issue a credit note, not a deleted bill. If a supplier delivers damaged goods, photograph them and report the same day.

VAT and bill hygiene

• Confirm that bill numbers run in sequence without gaps.
• Check that purchase bills are filed with supplier PAN visible.
• Review credit notes and cancelled bills with reasons.
• Print the monthly sales and purchase summary for your accountant.

Rules on invoices and VAT are set by the Inland Revenue Department. Confirm what applies to your shop with them or an accountant. The Nepali fiscal year begins in Shrawan, so annual stock valuation follows that calendar.

Common mistakes

• Forgetting to update the rate list after a supplier price rise.
• Giving different prices to similar customers because staff guess.
• Mixing brands in a single product line, so stock and cost blur.
• Not recording items taken for the owner's own use or for repairs.
• Counting only when something goes missing.

Assigning the routine to people

A checklist fails when nobody owns it. Assign each part by name and write it down. The godown keeper owns the monthly count and breakage record. A senior counter employee owns the weekly dues list and calls. The owner or manager owns rate changes and the review of slow stock. Rotate the counting duty now and then so a second pair of eyes sees every shelf.

Keep a one-page log that records the date each task was done and who did it. After a few months, you can see which parts slip during busy weeks and add support there. Share the results with the whole team: which dues were collected, how much stock was recovered or discounted and which items were fixed. People follow a routine more willingly when they see that it changes the numbers.

Using software for the routine

Most of the weekly and monthly items become reports: low stock, dues, slow movers and margin by item. WebsNP Hardware Shop Software produces them from normal billing and purchase entry, with rate changes logged. If your business is mainly large-quantity materials for construction projects, also read about building materials software.

Next step

Print this list and tick it for two weeks. Note which items you miss and why. If you want a system that does most of this automatically, message WebsNP on WhatsApp at +977 9846280400 for a demo.

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