Start with what remains, when it arrived and whether customers still buy it. Stock age and days without a sale answer different questions. Check both before calling an item dead stock.
You bought the stock. It still occupies the shelf. Should you order more?
Start with what remains, when it arrived and whether customers still buy it. Stock age and days without a sale answer different questions. Check both before calling an item dead stock.
Keep receipt batches separate
Use one cut-off date. Keep sizes, colours and units separate. A selling blue shirt does not prove its red variant sells.
Use one row per remaining batch where records support it. For aggregated items, show quantities in each age band. Do not assign one receipt date to all stock.
Collect these fields from your stock and sales records:
| Field | Why you need it |
|---|---|
| Item, variant and location | Avoid hiding an unsold variant inside a selling group |
| Quantity on hand | Identify what remains at the cut-off |
| Receipt batch and date | Establish how long that stock has been held |
| Customer sales during your review period | Distinguish sales from transfers and other movements |
| Returns during the same period | Check how much of that demand stayed sold |
| Reserved, damaged or inspection-held quantity | Separate physical stock from stock available to sell |
| Recorded cost and basis | Estimate the amount tied to the remaining stock |
A stock transfer is not a customer sale. A fresh receipt also does not reset the age of older batches.
Keep three measures separate
- Stock age: Days since the remaining batch arrived, using your stated ageing method.
- Sales inactivity: Days since the last qualifying customer sale for that item.
- Period sales: Units sold during a stated period, with returns shown separately.
Your software may infer remaining batches when you do not track them physically. Record that assumption. Do not describe inferred batch age as a verified physical count.
TallyPrime documents stock ageing by item and configurable ageing periods. Check your own report's basis before comparing its numbers with another sheet. This reference does not imply a Dhandha GPT connection to Tally.
Work through a small example
The figures below are fictional. Assume consistent pieces, one location and verified batch records.
| Item | On hand | Age of remaining stock | Customer sales in 30 days | Next check |
|---|---|---|---|---|
| Blue shirt, M | 40 | 100 days | 20 | Confirm the remaining batch and open orders |
| Red shirt, M | 30 | 100 days | 0 | Check customer enquiries and variant demand |
| Black shirt, L | 50 | 10 days | 0 | Check whether this new line has reached customers |
All three need different decisions. The black shirt has no sales history yet. The red shirt deserves investigation, but zero sales does not establish zero demand.
Suppose the 30 red shirts carry a checked recorded cost of ₹400 each. Their recorded cost totals 30 × ₹400 = ₹12,000.
That is neither a confirmed loss nor guaranteed cash from a clearance sale. Check selling costs, condition and an achievable price before choosing an action.
Ask why the item has not sold
- Wrong location: Another shop or dealer may need it. Check demand before arranging a transfer.
- Incomplete assortment: A missing size may stop customers buying a set. Compare variants before discounting everything.
- Stock not available: Reservations or quality holds can explain the absence of sales.
- Seasonal demand: Compare the relevant selling season, not an arbitrary universal deadline.
- Record gap: Missing sales or incorrect item codes can make a selling item look idle.
Do not apply “90 days means dead stock” to every business. Choose review periods that fit the product and buying cycle.
Choose an action and record the result
| Finding | Possible action | Evidence before acting |
|---|---|---|
| Enough usable stock for expected demand | Review the next purchase | Open orders and expected supply |
| Another location has demand | Propose a transfer | Receiving location's need and transfer cost |
| Old stock still has buyers | Test a targeted offer | Price, selling cost and customer interest |
| Damaged or uncertain quantity | Inspect and reconcile | Count and condition evidence |
Use the inter-store transfer guide for a transfer decision. Use the markdown guide before setting a clearance price.
Assign an owner and a review date. Next time, compare remaining quantity and actual sales. A decision sheet without follow-up cannot show whether your action helped.
Ask about your stock records
Which items are sitting unsold in your business?
Tell us your software and stock question. Empire is our current connector. Ask whether your specific records and question are supported. Do not attach customer or supplier records to the enquiry.
Questions you might ask
Does old stock always mean slow-moving stock?
No. An older batch may belong to an item that still sells regularly. Check batch age and recent customer sales separately.
Should I subtract reserved stock from physical stock?
Keep the physical count intact. Show reservations separately when calculating what you can offer another customer.
Can I calculate stock age without batch records?
You may estimate it using a stated allocation method. Label the result as an estimate. It cannot identify the age of every physical piece.