Which practices help keep stock records accurate for audits?

• A. Documented adjustments; secure backups.
• B. Timely GRNs; accurate batch/expiry data; regular reconciliation; documented adjustments; secure backups; and controlled access.
• C. Random inventory counts without records.
• D. Keep records only on paper.

Answer: (B)

Maintaining accurate stock records for audits hinges on combining timely receipts, precise batch and expiry details, ongoing reconciliation, a clear trail of adjustments, secure data backups, and strict access controls. Capturing a Goods Receipt Note promptly ensures the system reflects what was received; recording exact batch and expiry data enables full traceability through the supply chain and helps prevent expired stock from being dispensed. Regular reconciliation compares physical counts with system records to detect and investigate discrepancies early. Documented adjustments create an auditable history of every change rather than hiding it in memory or scattered notes. Secure backups protect records from loss and support recovery after incidents, while controlled access ensures only authorized staff can alter data, preserving integrity and accountability. Together these practices give a complete, verifiable trail that audits require; relying on random counts without records provides little to no traceability, and keeping records only on paper risks damage or loss and makes backups harder, reducing audit readiness.