Counting stock before an auction catalogue is final
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State how the stock quantity was established. Twelve cartons counted on a shelf are not the same evidence as every unit inside those cartons being counted. A good record makes the difference obvious.
Choose the unit the buyer will purchase, then preserve the packaging hierarchy behind it. Cartons, inner packs, pairs, sets and individual pieces must not collapse into one ambiguous quantity.
Start with a count sheet that records the basis
Use a row for each identified product and materially different condition group.
| Field | Entry |
|---|---|
| Product and batch | Exact reference and supporting label |
| Outer packages | Physical count |
| Units per unopened package | Label or document basis |
| Open-pack units | Actual counted quantity |
| Excluded stock | Quantity and reason |
| Counted by and date | Responsible person and timestamp |
| Independent check | Recount scope and result |
| Movement after count | Addition, removal or transfer reference |
Mark inaccessible stock separately. Do not count an unseen pallet from an old warehouse location record as though it has just been checked.
Work through a fictional example
Suppose there are 12 sealed cartons labelled as containing 24 units each, plus 17 loose units counted individually. The label-based carton quantity is 288, giving a combined stated quantity of 305 on those two evidence bases.
The description should say that 12 cartons were counted, their unit quantity follows the labels, and 17 loose units were counted. It should not say all 305 units were individually verified.
If two of the loose units are damaged and excluded, the offered quantity becomes 303 on the same mixed basis. Keep the two excluded items physically separate and record where they went. Otherwise they may accidentally return to the sale pallet.
Recount the points most likely to change the result
Check conversions between boxes and units, mixed pack sizes and open cartons. Where the first and second count disagree, resolve the difference rather than average the two numbers.
Use the same product identity on both counts. A total can be arithmetically correct while combining two similar references that buyers regard as different products.
The mixed-pallet manifest guide helps record several product groups in one load. The stock catalogue guide turns the final figures into a readable buyer description.
Control the stock after counting
Mark the approved location and use the sale-stock movement sheet if ordinary business orders continue. Record a withdrawal before it makes the catalogue inaccurate, not after a buyer notices missing cartons.
A version number and cut-off date help distinguish the current count from an earlier export. Keep the calculation visible so someone can reconstruct a change.
HSE's warehouse guidance provides the safe-access and storage context. Arrange appropriate handling for stock that cannot be inspected safely in place. A precise count is not worth an improvised climb or an unstable stack.
Agree the description before publication
Give UK Auction Group the count sheet, check results and any unresolved quantity. Discuss whether further counting is practical and how the evidence will be stated.
Do not hide a material estimate behind a precise-looking total. If the quantity remains estimated, identify what was measured or sampled and what remains unknown. That helps the buyer assess the lot and gives the collection team a record they can reconcile.
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.