Freeze the sale stock list without stopping normal orders
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A stock list can be frozen without stopping the warehouse. Reserve the sale quantities, identify them physically and control every later movement. The important point is that the version buyers see continues to match the stock offered.
A spreadsheet date alone does not achieve that. If staff can pick from the same pallet for ordinary orders, the quantity may change before the first viewing.
Choose the cut-off and define its effect
State when the initial count was made, which locations it covers and who approved the available quantity. Use the stock catalogue fields to keep references consistent, and the counting guide to distinguish actual counts from estimates.
The cut-off should establish:
- Which stock is reserved for sale.
- Which stock remains available for normal customer orders.
- Who can approve a change to the reserved quantity.
- How the auctioneer receives corrections.
- Which version supersedes earlier descriptions or viewing information.
Do not treat customer-owned or otherwise restricted stock as available merely because it appears in the warehouse system. Keep the consignment stock exception register connected to the release decision.
Record every movement after the count
A useful movement sheet contains the lot reference, starting quantity, date, movement, reason, authorisation, revised quantity and catalogue version.
Here is a fictional example using counted units:
| Event | Quantity change | Available sale quantity | Approval and version |
|---|---|---|---|
| Initial reserved count | 240 units | 240 | Version 1 approved |
| Customer order supplied from reserved stock | Minus 20 | 220 | Sale owner approves; version 2 issued |
| Damaged units identified during packing | Minus 3 | 217 | Condition exception recorded; version 3 issued |
| Proposed addition from another shelf | No change pending checks | 217 | Addition held until identity and condition are verified |
The last row matters. A shortfall cannot always be repaired by adding similar-looking stock. Different batch dates, packaging, revisions or condition may change the offer.
Keep the previous versions and a brief change reason. That helps resolve what a buyer inspected and what information was later corrected. Do not quietly overwrite a material description change.
Make the physical reservation workable
Use a clear sale reference on the designated stock and tell the people who pick or replenish it. Where complete separation is impractical, agree an equally clear control within the working system.
Avoid creating blocked aisles or unstable stacks to make a sale area. HSE's warehousing and storage guidance is relevant when planning safe storage and movements around an operating warehouse. The stock-control method needs to fit the site.
Check the arrangements with every affected shift. A reserved pallet should not look like the easiest source for an urgent order when the day supervisor is absent.
Correct the offer before the difference becomes a dispute
As soon as a material change is known, tell the person handling the sale. Ask how the correction must be communicated under the relevant sale arrangements. Do not assume that changing the internal spreadsheet also changes the buyer-facing description.
If the contents cannot be reconciled, hold the affected lot while the facts are checked. Preserve the references and evidence rather than trying to explain the difference from memory after collection.
Give UK Auction Group a dated approved list and a single named contact for changes. That creates a practical route for keeping catalogue quantities, site stock and collection paperwork aligned.
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.