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RESELLER GUIDES / INVENTORY

Reseller inventory management: start with ten items.

A useful inventory system answers three questions: which item is this, where is it, and what should happen next? Test those answers on a small batch before changing your entire catalog.

Make one record the place to check

Choose a single item record as your reference. A spreadsheet can help you design the workflow; inventory software can support the ongoing work. Avoid keeping different availability answers in a notebook, a show list, and an export without a way to reconcile them.

For each physical item, record a unique ID, a plain-language title, photos, current storage location, and status. Add condition notes and the selling channel or show only when relevant. A title is useful for reading; the ID distinguishes two items with similar titles.

Use a simple lifecycle

  1. Intake: assign an ID before the item joins a mixed pile. Check that the ID is not already in use.
  2. Prepare: add photos and notes. Review generated listing details against the item; do not let suggestions stand in for a condition check.
  3. Store: put the item in a labeled location and record that location. Update it whenever the item moves.
  4. Allocate: note whether it is available, reserved for a show, or awaiting a decision. Agree who can change that status.
  5. Reconcile: match the sale to the physical item before it leaves inventory. Mark unresolved cases separately.

Run a ten-item shelf check

Pick ten items across different shelves. For five, start with the record and find the physical item. For the other five, start with the item and find its record. Compare the label, photos, distinguishing details, location, and availability. Log each mismatch without guessing which source is correct.

If the record says Bin A but the item is on a packing table, correct the record and ask when it moved. A repeated mismatch often points to a missing step: no one owns the handoff, labels are hard to read, or a temporary location never gets recorded.

Give exceptions a place to wait

Use a clearly marked review area for detached labels, duplicates, and items whose sale status is uncertain. A candidate image match can help narrow a search, but it is not proof. Compare physical details and the original record before relabeling or selling an item.

Do not reuse an old ID just because the earlier item sold. That makes past photos, sales records, and returns harder to distinguish. Keep storage location separate from identity; a shelf move should not rename the item.

Put the workflow into ItemIQ

ItemIQ supports item photos and SKU records, catalog workflows, and supported exports. Lost SKU provides candidate matching against an organization catalog. Account access and setup affect availability. Review the actual Lost SKU screen before choosing your first workflow.

Next: follow the worked SKU setup guide and use the pre-show checklist when allocating items to a live sale.