A collection tally prevents missing and extra items
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A collection tally records what physically leaves the site. Keep it separate from the invoice total and connect it to the authorised lot list. A receipt for one machine does not establish whether its loose control unit, manual and two accessory boxes left with it.
Prepare the tally before the appointment. Staff can then check identified items rather than reconstructing the offer while a vehicle waits.
Count the package the buyer was offered
Use the catalogue and approved updates to create the expected list. Include serial numbers where they identify the asset, and package references for loose components.
| Lot and item reference | Expected | Released today | Remaining or exception |
|---|---|---|---|
| Fictional lot 21, machine M21 | One identified machine | One, serial matched | None |
| Lot 21, accessory package A21 | Two labelled boxes | One | Second box held pending reconciliation |
| Lot 22, furniture group F22 | Eight identified chairs | Six | Two remain for agreed later collection |
The example shows why a single tick beside "lots 21 and 22" would lose important information. Do not describe a partial collection as complete simply because the main items have left.
Distinguish actual counts from sealed-package declarations. If staff confirm six sealed cartons but have not checked their contents, record that scope. The tally should not create a stronger quantity claim than the evidence supports.
Check authority before checking quantities out
Use the collector authorisation process before release. Confirm the current approved lot list and any holds. A collector may be authorised for some purchases but not every lot under the buyer's name.
Give the checking role to someone who can identify the items and stop an incorrect release. Keep the tally current when different staff handle separate areas of the site.
Do not let a similar-looking item substitute for a missing one without approval. Record any agreed change through the sale organiser and preserve the original reference.
Record the handover without disrupting safe work
Agree where the physical check and paperwork take place. Staff should not enter a loading exclusion area just to read a serial number after movement has begun.
HSE loading guidance addresses suitable loading arrangements and keeping unnecessary people away from the operation. Obtain identification evidence at an appropriate stage in the agreed process.
Record the date, time, collector, vehicle or booking reference and responsible site person. Use the agreed acknowledgement process. A signature should confirm the facts stated on the tally, not hide an unresolved difference beneath general wording.
Leave a useful exception trail
For each difference, note what was expected, what was found, supporting photographs or records and who was contacted. Record the decision and next action.
Use the missing-parts guide if an included item cannot be found or its inclusion is disputed. Do not settle a legal or financial question by casually amending the tally to match whatever happened to be loaded.
At the end of each appointment, update the remaining stock list. For partial collections, identify where the outstanding items are held and who controls the next release. Avoid returning them to unallocated stock.
File the tally in the collection closeout records with the relevant authority and exception notes. Give UK Auction Group the reconciled outcome so the sale and site records show the same collected, remaining and held items.
Sources
- HSE loading guidance Checked
This guide gives general information. Equipment-specific, legal, tax and safety decisions may need a qualified adviser or competent specialist. The guides do not promise sale prices, fees or results.