Build a surplus-stock catalogue that buyers can use
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A surplus-stock catalogue should let a buyer answer four questions: what is it, how much is there, what evidence supports its condition, and what exactly can be released? A spreadsheet of internal stock codes rarely answers all four.
Start with the physical stock and reconcile it with the business's records. Keep the original stock code, but add enough description for someone outside the company to understand the offer.
Use fields that survive the handover
Include a unique lot reference, product name, manufacturer or brand where established, model or specification, quantity, unit of measure, count basis, condition, batch or serial references, included packaging and location. Add ownership status and any safety or release hold.
Separate internal administration from the public description. Buyers need product facts and relevant limits; they do not need private customer prices or supplier account details.
The stock-count guide explains why cartons, packs and individual units need separate fields. The traceability guide connects batches and supporting documents to the lot.
A fictional row, with its limits visible
This example illustrates a record structure. It is not real stock or price evidence.
| Field | Fictional entry |
|---|---|
| Lot | S-014 |
| Product | Plain corrugated cartons, identified supplier reference BX-24 |
| Quantity | 18 unopened labelled bundles of 20, plus 13 counted loose cartons |
| Quantity basis | 360 units from bundle labels; 13 physically counted loose units |
| Dimensions | Supplier specification attached; loose sample measured separately |
| Condition | Bundles externally inspected; 13 included loose cartons individually checked; two additional damaged loose cartons excluded |
| Traceability | Supplier delivery reference and bundle labels recorded |
| Location and release | Bay C; reserved under stock-list version 3 |
The row distinguishes a label-based quantity from an individual count. It also explains what was inspected. Do not turn those entries into "373 individually checked cartons".
Put uncertainties beside the relevant fact
If only part of a lot has been inspected, say which part. If the packaging is damaged but contents have not been assessed, keep those statements separate. A missing batch label belongs beside the affected stock, not in a general disclaimer at the end.
Avoid unsupported grades such as "Grade A" unless you define the grade and have evidence that every included item meets it. Words like new, unused, unopened and working answer different questions.
Government product-safety guidance explains responsibilities for consumer products and the importance of identifying suppliers. Rules can differ between Great Britain and Northern Ireland and by product type. A catalogue is not evidence that a product has passed the applicable checks.
Confirm what the business is willing to release
The slow-moving stock decision sheet helps distinguish surplus from stock still needed for orders, servicing or a planned product change. Do not catalogue a quantity as available because it has not moved recently.
Once approved, use the stock movement control guide to reserve or monitor the sale quantity. A good catalogue can become inaccurate if normal picking continues without updates.
Ask another person to read the row as a buyer. They should be able to identify the goods, understand the count basis and locate the evidence without asking what an unexplained internal abbreviation means.
Send UK Auction Group the proposed catalogue and its exception list. Highlight which quantities are verified, which rely on labels and which items remain on hold. That makes a discussion about grouping or sale routes concrete.
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.