CCTV inventory management: how to control stock, vans and returns

Stock is one of the quietest ways for an installation company to lose money. A box of connectors here, a camera left in a van there, a failed unit waiting for a warranty claim that nobody submitted. None of it shows up on your quotes, and most of it never shows up anywhere until you count the shelves and find the gap.

You don't need a warehouse system to fix this. You need a few clear rules, a person responsible and a habit of connecting stock to jobs.

Decide what to stock and what to order per job

Holding stock has real costs. It ties up cash, takes up space, can be lost or stolen and may become outdated, particularly as product rules and models change. Holding too little can mean delays and last-minute purchases at worse prices. Sort your items into groups.

Base your stock levels on actual usage. Look at what you used over the past three months, and how long your supplier takes to deliver.

Reorder level = average daily usage × supplier delivery days + a safety amount

If you use 2 boxes of connectors a week and delivery takes a week, a reorder point of 3 boxes gives you some margin. Keep this simple. A few key numbers are better than a complex system nobody uses.

Choose one person to own it

Stock that belongs to everyone belongs to no one. Name a person, even part time, who:

• receives and checks deliveries
• issues stock to jobs and vans
• reorders items
• runs stock counts
• handles returns and warranty items

Everyone else follows the process. In a small company, the owner or an office person may do this for an hour a day.

Set up a simple store

• Keep it locked, with limited access.
• Give each item a labelled place on a shelf.
• Use a standard item name and code, and the same name on quotes and purchases.
• Keep faulty items in a separate, clearly marked area.
• Store new stock behind older stock, so that older stock moves first.
• Protect electronics from heat and moisture.
• Store cable boxes in an area that's safe from damage.

Receive stock properly

Deliveries are an easy place for errors to slip in.

1. Compare the delivery with the purchase order and the invoice.
2. Count the items, and check for damage.
3. Record serial numbers on anything valuable.
4. Check model numbers exactly, since a similar-looking variant may not meet the customer's specifications.
5. Keep supplier documents, particularly compliance papers where needed.
6. Report shortages to the supplier straight away.

Track serial numbers on key items

Cameras, recorders, switches and drives should be tracked by serial number. This lets you:

• prove where a device came from for warranty claims
• know what's installed where, for service and recalls
• identify stolen or swapped items
• check when a warranty starts and ends
• answer compliance or audit questions

Record the serial number against the job, as well as the date of installation. A photo of the box label or device label can save time. Add it to your job record as part of handover. This small habit often pays for itself when a customer calls three years later.

Connect stock to jobs

The most important rule is that anything leaving the store should go to a job or a named van.

Each issue should record:

• what left
• how much
• for which job
• who took it
• the date

Then, when the job finishes, compare what was quoted with what was used, and record any returns. This shows you the real material cost for your job costing, and it can reveal cable waste, poor surveys and items that have gone missing.

Keep the process quick. If it takes ten minutes to issue a box of clips, people will avoid it. For low-value consumables, you may simply charge a fixed percentage per job and focus your tracking on valuable items.

Managing van stock

Vans are often your biggest uncontrolled store.

• Set a standard list. Every van carries the same items at set quantities. See our tools list for suggested spares.
• Restock by exception. Top up against the list each week.
• Make one person responsible per van. Have them sign for high-value items.
• Count regularly. A monthly check is enough for most companies.
• Don't keep everything in the van. High-value items should only be on board when needed, as vans are targets for theft.
• Check your insurance. Tools and stock in vehicles may not be covered without specific cover.

Handling site purchases

Sometimes a technician really does need something from a local shop. Set clear rules:

• Set a spending limit, above which a call to the office is required.
• Require a photo of the bill against the job, using your expense process.
• Don't buy substitute cameras or recorders without approval. On sensitive projects, substitutions can create compliance problems.

If site purchases keep happening, it may mean your van stock or job preparation needs improving. Local shops are expensive, and the trip takes time too.

Returns and leftover stock

Leftover items often get forgotten in a van or on site.

• At the end of each job, return unused items to the store.
• Record them against the job so that costs are right.
• Inspect them. A used camera shouldn't go back on the shelf as new.
• Don't leave a customer's surplus unaccounted for. Did they pay for it? If so, it's theirs.

Cable offcuts need a rule too. Short lengths might be useful for small jobs, but very short pieces may cost more in labour than they save.

Faulty goods and warranty returns

Failed items can sit on a shelf for months, and money with them.

Keep a simple register:

Assign someone to chase returns each week. Separate items that are fully tested and working from those that are faulty, and label them clearly. A faulty camera that gets reused causes another trip and an embarrassed technician.

Also, read supplier warranty terms carefully. There may be time limits, and some warranties only apply to the original purchaser or to authorised dealers.

Counting stock

Counts show you the gap between what your records say and what's really there.

• Full count: At least once or twice a year, and at the financial year end.
• Cycle counts: Count a few high-value items each week. This is less disruptive, and it catches problems early.
• Investigate differences. Look for missed issues, unrecorded returns and data entry errors before you assume theft.

If losses persist, tighten the process, and limit who can access valuable items. Treat staff fairly. Most differences come from sloppy paperwork, not dishonesty.

Dealing with old stock

Technology and rules change quickly. A shelf of old models is a slowly shrinking asset.

• Review slow-moving items every quarter.
• Use them first where they're suitable and permitted.
• Return them to the supplier if you can.
• Sell them at a discount before they lose all their value, while being honest about what they are.
• Check that they're still legally saleable. Regional rules may have changed since you bought them.
• Update firmware before installing anything that's been on the shelf for a while.

Buying better

Good stock management also improves your purchasing.

• Consolidate your purchases with fewer suppliers to improve your terms.
• Standardise on fewer models, which reduces the number of spares you need.
• Ask about consignment or just-in-time delivery on large projects.
• Time deliveries close to the job, so that you aren't paying for stock weeks before the customer pays.
• Track supplier reliability, not just price. A late delivery can cost more than a small discount.

Keep your purchase prices updated too, as your quote templates rely on them.

A one-week starter plan

1. Day 1: Name a stock owner and lock the store.
2. Day 2: Count everything valuable, and list it.
3. Day 3: Define the standard van list, and count each van.
4. Day 4: Start recording issues against jobs.
5. Day 5: Set reorder levels for your top 20 items, and create a faulty items shelf.

That's enough to make a noticeable difference. You can add more detail later if your volume requires it. The goal isn't a perfect stock system. It's knowing what you own, where it is and what job it went to.