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Inventory Control

Back to Basics: Inventory Control


Inventory management is one of the most critical assets of an effective fast lube operation.  The purpose of inventory management is to know what products you have on hand, where they are in use, and how much is being sold.  This type of real-time data is essential to running a successful shop.  It is the accuracy of this data that drives whether your inventory process is successful.  Even with the most comprehensive inventory management system, if the data isn’t accurate your inventory control is compromised.  Let’s take a look at an example of how evaluating and ultimately changing your inventory control system and process could potentially save you time and money.


A number of years ago I was doing consulting work for a multi-store operator when I had an enlightening experience in regard to inventory control.  The operator was having some inventory issues so we decided to conduct some spot checking of inventory at one the their locations.  We gathered a team of five people to conduct the spot-checking which included the CEO, CFO, Vice President of Operations, District Manager and myself.  To test the current inventory control process, we selected one item to count.  We each independently counted the sum quantity.  When we were done counting, I was stunned to find that we had five different counts.  Five reasonably intelligent people could not agree on the simple count of an inventory item.  If the five people who are undoubtedly the most invested in success can’t agree on a simple count, how can we expect our bay techs to perform accurate counts? It is no wonder that we do not get accurate inventory counts at our stores when we have bay techs counting our inventory. Without a vested interest in accuracy, the focus typically shifts to speed.

That experience completely changed my perspective and attitude on taking inventory at the shop.  I quickly learned that counting inventory isn’t black and white.  Not everyone will make the same count and without a tightly controlled inventory process, you will likely experience errors.  Through this experience I learned that inventory is one of the most important facets of an effective fast lube operation and with a few small improvements, it can save time and money.


With a new perspective on inventory control, I have identified two primary aspects of the process that can help increase accuracy and save time.


To increase accuracy, I now firmly believe that we need to have 2 independent separate counts of inventory.  I have a trusted employee make the first count and then a second count is taken.  The two counts are compared and then any discrepancies are verified with a 3rd count of the item.  Once there is total agreement as to the actual count, only then are the counts entered into the POS system.  By creating a tightly controlled independent count system, we are able to accurately identify and track inventory.  While this system may seem more cumbersome, the end results cut down on re-counting and save time in the long run.

A second reason that we do not get accurate inventory counts is that traditionally we count our entire inventory at the end of the month.  I now am a firm believer in doing cyclical counts.  By integrating daily counts into our inventory process, we increase accuracy and provide a higher level of inventory awareness.  Counting inventory on a cyclical basis means we need to create a calendar in which inventory for a small group of items is counted each day.  Typically employees dread the month-end inventory count because it can be such a long and difficult process.  By scheduling a regular daily inventory count, we cut down on mistakes and increase employee involvement.


So what are the next steps to move from a month-end to a cyclical inventory system? Below are a few suggestions that will help you make the transition.

1. Create an Inventory Calendar
Prepare a list of all inventory categories and then equally breakdown those items into a 30 day calendar.  This way, everyone knows what inventory items need to be counted each day.  For an example of a cyclical inventory count calendar, please visit: “http://ints.com/docs/inventory-calendar.pdf”.

2. Create an Inventory Process
Create a simple, straightforward inventory process that anyone can follow.  This includes writing out the schedule, independent count procedure and any deliverables or expectations required.

3. Review
Create a review process at whatever incremental scale works best for you (weekly, monthly) to make sure your new system is operating effectively.  This process should evaluate the new inventory calendar, inventory process and any other changes you’ve made to your system.


At the end of the day, it all comes down to saving time and money.  This means prioritizing the items that can have the greatest impact on your bottom line.  After a comprehensive evaluation of everyday inventory management, we can see that it is equally as important as labor management.  By making a few small changes in how you manage inventory control, you can increase accuracy, save valuable time and ultimately make your fast lube operate more effective.

Increase your discount tracking accuracy!

Accuracy is a key component to running a successful fast lube operation. Human error is inevitable, which is why it is important to look for ways to decrease opportunities for its occurrence. Tracking coupons/discounts is one easy way for you to reduce the chance for error in everyday store operations.

Simply add barcodes to your coupons for easy redemption with the ISI cashier scanner. By eliminating the need to manually enter coupon codes, not only is your accuracy increased, but your ability to track effectiveness of the campaign improves.

Look for more tips and tricks of the trade in next month’s ISI Insider!

For questions, please contact us at: isi@ints.com

How are you marketing your store?

How are you marketing your store? Are you sending your customers up-to-date reminders about their service through varied communication channels?

LubeSoft “Message of the Day”

Taking advantage of LubeSoft’s “message of the day” feature can enhance your customer reach and benefit your business marketing efforts with a few simple steps!

Maximize your software’s capability by using the opportunity to communicate with your customers by using customizable “messages” placed on the bottom of each invoice. Use this chance to present options such as bounce-back coupons or discount reminders to your customers.

Because the message can be changed frequently, daily if desired, the ability to strategically tailor the message according to current store promotions can be highly beneficial to customer communication strategies.

Email, Text & Voicemail

In addition to the message of the day, using multiple communication avenues increases your ability to effectively interact with your customers.
E-mail, text, and voicemail reminders are all options with LubeSoft in conjunction with third party offerings.
Look for more tips and tricks of the trade in next month’s ISI Insider!

For questions, please contact us at: isi@ints.com

SEMA Show – Las Vegas

The SEMA exhibit is off to a great start here in Las Vegas, NV at the Las Vegas Convention Center!  Come visit our booth and take advantage of the opportunity to take part in all that SEMA has to offer.

How does the cloud affect your business?

We’ve been hearing a lot about the “cloud” lately. But what does it really mean?
Let’s take a look at how the cloud affects you and the value it can bring to your

First off, what is the cloud?

Very simply put, the “cloud” is a virtual server available over the Internet. The cloud can be used for file storage, data recovery, and as a central repository for convenient access to files from any location. By using cloud-based storage, files can be accessible anytime, anywhere. All that is needed to access the cloud is a web browser and a working Internet connection. Learn more

Want to take a look at your store’s closing reports for the day, but you are already at home? No problem. On the road and want to analyze real-time transactions? Easy. Cloud based computing allows you to be anywhere you want without compromising your ability to run your business effectively.

How does the cloud benefit you?

Using a cloud-based system allows you to pull together data from multiple stores for
real-time reporting. The ability to access your store’s information from any location
is a powerful management tool. With each store’s data automatically syncing to
the cloud, you have the ability to track your store’s progress with the most current
information. This allows you, as the business owner, the flexibility to manage
operations remotely. Permission-based access is built into the system, allowing
secure connections to your data.

What is ISI doing about it?

WebCentral is a secure hosted warehouse of Lubesoft data available through the
cloud. With its cloud capability, you can access reports, scheduling, graphs, and the
most current data from any device. WebCentral saves you time by providing the
freedom to check on any of your stores from any location. Real-time updates allow
you to make evaluations with the latest information. This is a resource you don’t
want to miss out on!