Customer-owned and consignment stock: keep it out of the sale
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Keep customer-owned and consignment stock outside the approved sale list unless the business has clear authority for the proposed action. Physical possession, warehouse location and inclusion in an internal stock system do not settle ownership.
This is an operational control task. Where the agreement or ownership is disputed, obtain the appropriate advice rather than let a clearance deadline decide the outcome.
Create an exception register
Identify affected goods before ordinary stock is moved or counted into sale lots.
| Field | Record |
|---|---|
| Goods reference | Product, batch or serial and quantity basis |
| Claimed owner | Customer, supplier or other party |
| Evidence | Agreement, delivery record or correspondence |
| Current location | Exact holding area |
| Restriction | No sale, no movement or another agreed limit |
| Question to resolve | Return, permission, quantity or ownership discrepancy |
| Responsible person | Named business contact |
| Written instruction | Action authorised, scope and date |
| Completion | Collection or release evidence |
Keep a hold active until the relevant instruction and authority are established. A promise that somebody will obtain permission later is not a release record.
Make the hold visible on site
Use a clearly identified area or another suitable physical control. Mark the stock and tell the people who pick, pack, photograph and load goods what the hold means.
Do not rely solely on colour-coded spreadsheet rows. A temporary worker or collection contractor may never see that file.
If stock must move for access, record the move and maintain its identity. Separate the movement decision from the sale decision. Moving a customer's pallet to another bay does not make it available for the auction.
Reconcile quantity with the other party
Check the physical count against delivery notes and the owner's records. Keep disputes and damaged or missing items separate from the ordinary sale list.
The collection discrepancy guide provides a record structure for missing parts or quantities discovered at handover. Use evidence, photographs and agreed actions rather than silently substitute similar stock.
The uncertain-origin guide covers provenance. Ownership permission does not, by itself, establish authenticity or product safety, so retain any separate hold that still applies.
Protect the approved sale list
Use the stock movement control sheet to distinguish business-owned sale stock from restricted goods. Record who can approve changes and what evidence is required.
For a fictional warehouse clearance, two visually similar pallets may have different owners. Label and photograph them separately before one is offered for sale. A buyer should never receive the restricted pallet because the loading team recognised only the product name.
Government product-safety guidance highlights supplier traceability for consumer products. Preserve relevant product and supply records even where goods are returned to their owner rather than sold.
Close the exception with evidence
For a return, record the authorised recipient, identified goods and completed handover. For a permitted sale, record the precise authority and any conditions. Keep confidential contracts controlled and share only the evidence needed for the disposal process.
If an item remains disputed or uncollected, seek the appropriate contractual or legal advice. Do not invent a universal waiting period after which it can be sold.
Send UK Auction Group the approved sale list and a clear summary of restricted areas or items. The collection plan can then protect third-party goods while the authorised disposal continues.
Sources
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.