Storekeeper: daily workflow

What this covers

This guide walks you through the daily routine of a storekeeper—from receiving deliveries to picking items for orders to verifying stock counts.

Before you start

• You have a username and password to log into Usystems
• You know your warehouse layout and product locations
• You have access to a barcode scanner (if your company uses one)
• You understand how to handle and store the items in your care

Steps

Morning: Start of Shift

1. Log in to Usystems

Go to the system and enter your username and password. You should see the dashboard.

2. Check for pending deliveries

Before goods arrive:

• Go to Goods Received Open in Usystems (or ask where to find the receiving section)
• Look for any open purchase orders or expected deliveries
• Ask your supervisor: "Are we expecting any deliveries today?"

3. Prepare receiving area

• Clear space for incoming goods
• Get your barcode scanner ready (if applicable)
• Set up a check-in table or area

Daytime: Receiving Goods

4. Receive a delivery

When goods arrive:

• Ask the delivery person for a packing slip or invoice (listing what was delivered)
• Go to Goods Received in Usystems
• Find the purchase order or create a new receipt
• Scan each item (or manually enter the item code and quantity)
• Verify the quantities on the packing slip match what you scanned
• If something is missing or damaged, note it and tell your supervisor

5. Check product information

For each item received:

• Look at the product code, size, and expiry date (if applicable)
• Go to Products Open in Usystems to confirm details
• If there is any discrepancy (wrong size, past expiry), flag it

6. Place goods in the warehouse

• Move items to their assigned location (shelf, bin, or section)
• If you don't know where an item goes, ask your supervisor
• Update the system with the location if required

7. Complete the receipt

• Once all items are received and placed, mark the receipt as Received or Complete in the system
• Save the record

Daytime: Fulfilling Orders

8. Receive picking requests

Throughout the day, sales or operations staff may ask for items:

• You may see requests in the system (go to Goods Issued or Picking) or receive them verbally
• Note the item code and quantity needed

9. Pick items from the shelf

• Go to the shelf and locate the item
• Count out the requested quantity
• Check that items are in good condition (not damaged or expired)
• If you can't find the item or there isn't enough, tell your supervisor

10. Record the pick

• Go to Goods Issued in the system Open in Usystems
• Enter the item code, quantity, and the reason (e.g., "for sale," "for return," "sample")
• Confirm the system shows the updated stock level
• Note: this updates the system immediately and reduces the available quantity

Daytime: Stock Transfers

11. Transfer stock between locations (if applicable)

If your company has multiple warehouses or sections:

• Go to Stock Transfer in the system
• Enter the item, quantity, source location, and destination location
• Physically move the items
• Mark the transfer as complete in the system

End of Day: Verification and Cleanup

12. Spot-check expired or damaged items

• Walk through the warehouse
• Look for items with expiry dates approaching or items that are damaged
• Go to Inventory Adjustment to remove or flag them Open in Usystems
• Tell your supervisor if you find significant issues

13. Count a sample of items (if daily count is required)

Some warehouses count a few items every day:

• Choose 2–3 items on the high-use list
• Count the physical quantity on the shelf
• Go to Inventory Open in Usystems and check the system quantity
• If they don't match, investigate:
  • Did someone pick an item without updating the system?
  • Is the system showing the wrong location?
  • Do you need to do an Inventory Adjustment?

14. Record any adjustments

If your count found discrepancies:

• Go to Inventory Adjustment Open in Usystems
• Create a new adjustment
• List the item and the quantity difference (if you counted 5 but the system shows 7, the adjustment is -2)
• Enter the reason (e.g., "physical count," "damaged item found," "expired item")
• Save the adjustment

15. Close out your shift

• Log out of the system
• Clean up your work area
• Tell your supervisor about any issues (missing stock, damaged goods, delayed deliveries)
• Make notes if the next shift needs to know anything

Accounting impact

Every item you receive and issue updates the company's inventory accounts:

• Receiving increases inventory (and creates a payable to the supplier if not yet paid)
• Issuing decreases inventory and matches it to a sale or use
• Adjustments correct discrepancies so the system reflects reality
• Stock transfers move value between locations but don't change the total

Accurate tracking helps the company know its true costs and profitability.

Tips & common mistakes

• Scan carefully. A misread barcode can put items in the wrong place. When in doubt, enter the code by hand.
• Check expiry dates. Always look at the expiry date label. Old items should be noted and removed before they spoil.
• Update the system immediately. Don't wait until later to record a pick or receipt. The sooner you record it, the fewer mistakes will happen.
• Ask before moving items. If you are unsure where an item should go, ask your supervisor rather than guessing.
• Communicate discrepancies. If your count doesn't match the system, tell someone immediately. Don't hide shortages or overstocks.

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