Guides
Florist stock control: receiving, counts and shrinkage
Florist stock control as routines: what to check when a delivery arrives, how to count in order units, and how to log cooler readings and shrinkage.
What to take away
- Receiving is the control point. Match each delivery to the order, count in the order unit, and note the condition on arrival before the stems go into the cooler.
- Count stems in bunches and boxes, not in dollars, so the count lines up with the way you order.
- Record cooler temperature twice a day. A case that drifts above 4C shortens vase life and shows up as shrinkage.
- Log shrinkage by reasonwilt, breakage, unsold arrangements and stem trim.
- Keep a purchase record for every delivery that shows what you bought, from whom, and what you paid.
General florist business operations only, not licensing, safety, tax or employment advice. Requirements vary by province, state and municipality, so confirm current duties with the authority that sets them.
Receiving a delivery: five checks at the door
Receiving is where stock control starts, because a problem found at the door can be traced to a supplier and a date. Run the same five checks on every delivery before the driver leaves, and write them down.
- Match the boxes and bunches to the order, in the order unit the supplier uses.
- Count stems wherever the unit allows it, and note any shortfall against the order.
- Check the stems themselveshead size and stem length on roses, then wilt and breakage on everything.
- Note the condition on arrival, then move the stems straight into the cooler.
- Write the purchase recordsupplier, date, item, quantity, unit cost and condition on arrival.
Ask each supplier for fill rate, lead time, minimum order and transit packing. The receiving record is how you find out whether the answers were true, because it shows what arrived against what was promised.
Counting in order units
Count stems in bunches and boxes, because that is the unit you ordered and the unit your cooler sheet should show. Dollars hide a missing bunch. A count in order units shows it at once.
| Line | Order unit | Counting note |
|---|---|---|
| Roses | Box of 25 stems | Count boxes, then spot-check head size and stem length |
| Spray roses | Bunch of 10 stems | Stand-in for mixed roses, so count them before you substitute |
| Carnations | Bunch, often 20 stems | Confirm the stem count when the bunch size varies |
| Chrysanthemums | Bunch of 10 stems | Count bunches against the order |
| Tulips | Bunch of 10 stems | Dutch auction supply, so note the lead time |
| Lilies | Bunch or box of 5 to 10 stems | Confirm which unit the supplier shipped |
| Gerbera | Box of 25 | Count boxes against the order |
| Hydrangea | Sleeve of 5 | Count sleeves against the order |
A par level is the number of bunches you want on hand at the start of a selling day. Reorder when the cooler count falls to the par level minus expected sales for the lead time, and raise the par earlier before Valentine's Day and Mother's Day. The par and reorder formulas are worked through separately.
Each line also needs a substitute rule written next to its count. A rose order for Saturday cannot be filled by a carnation, so the substitute rule matters more than the par level.
Cooler readings and the shrinkage log
Check the cooler twice a day and log the reading. Cut flowers lose vase life above 4C and below 1C, and a case that drifts warm overnight will not show up until the stems wilt on day three.
Track shrinkage by reason: wilt, breakage, unsold arrangements, and stem trim. A shop that cannot separate wilt from breakage cannot tell whether the problem is the supplier or the cooler.
Read the log against the receiving record. Wilt that traces to one supplier's boxes points at the supplier. Wilt that appears across suppliers points at the cooler. Without both records, every loss looks like bad luck.
- Morning and evening cooler readings logged, with the date.
- Every delivery received against its order and filed with a purchase record.
- Shrinkage entered by reason, not as one total.
- A substitute rule beside each line on the par sheet.
- Effective dates on the par-level sheet and the receiving checklist.
Records that explain the numbers
Keep a purchase record for every delivery. Note the supplier, date, item and quantity. Add unit cost and condition on arrival. The IRS notes that your purchases and sales generate supporting documents such as invoices, receipts and paid bills, and your receiving record sits beside them.
Those records feed pricing as well. Price a bunch at stem cost times three, then check that labor and waste still leave a margin. A shrinkage log that shows real losses tells you whether that check holds.
Version-control your own documents. Put an effective date on the par-level sheet and the receiving checklist, mark the approved version, and pull superseded copies out of the cooler binder. A crew counting against last season's par sheet is counting against the wrong number.
Finished arrangements belong in the same routine. Count unsold arrangements as a shrinkage reason too, so they reach the log as an entry rather than as a surprise. The daily SOP checklist sets out the daily checks and handoff around them.
Cross-border stems at receiving
For cross-border stems, name the authority rather than guess. In Canada, CFIA sets plant health import requirements and CBSA handles clearance, as the guide to Canadian import rules explains. Confirm the current directive or use a licensed customs broker. Do not rely on a supplier's assurance.
At the door, the check is physical. The CFIA directive for cut flowers says material must be free from soil, soil-related matter, growing media and quarantine pests, and that cut flowers, foliage and branches must be free from roots.
Make that check one more line on the receiving record for imported boxes. For choosing where the stems come from in the first place, see the florist inventory and sourcing guide.
Common questions
What should I check when a delivery arrives?
Match boxes and bunches to the order, count in the order unit, check head size and stem length on roses, note the condition, and write the purchase record before the stems go into the cooler.
How often should I log the cooler?
Twice a day. A case that drifts warm overnight will not show up until the stems wilt on day three, so the evening and morning readings are what catch it.
What is the biggest cause of shrinkage?
Warm storage and over-ordering for a holiday. Both show up as wilted stock that cannot be sold at full price, which is why the shrinkage log records the reason for every loss.
Why count in bunches instead of dollars?
A bunch is the unit you order and the unit the cooler sheet shows, so a missing bunch is visible at once. A dollar total can look right while a line is short.
