A photo as evidence: damaged goods

A familiar situation arises in stock counts: the item is on the shelf, but it cannot be sold. The box is crushed, the contents have spoiled from damp, the bottle is broken, the expiry date has passed. The counter marks it "unusable", and two weeks later an accountant or manager asks: why are 40 units being written off? Without an answer, that number invites suspicion. A photo attached to the position answers the question at a glance.

Why a photo is needed

A photo is especially useful in three situations:

• Write-off. When unusable goods are written off, a committee report is drawn up. The photos support it and make any dispute easier.
• A dispute with the supplier or carrier. If goods were damaged in transit, a photo taken in good time backs up the claim.
• Internal control. It gives confidence that "damage" recorded during a count will not later be used to cover a shortage.

A photo is more convincing than words, because it shows the date, the place and the condition of the goods all at once.

For example, of 100 boxes that reach a wholesale depot, 8 were crushed on the way. If no photo was taken on receipt, the supplier may dismiss it as "a fault in your warehouse". With a photo, there is evidence of both the time and the condition of the goods.

What a good photo looks like

A phone camera is enough for this; the rest depends on a few rules. Three shots are recommended for each damaged position:

1. A general view: the shelf, pallet or row where the goods sit, so the location is clear.
2. A close-up of the damage: a crack, a trace of moisture, a darkened patch or a break.
3. The label or code: the name, batch and expiry date should be legible.

Watch the light, because a flash glares off glossy packaging. The shot should not be blurred and the item should sit in the centre of the frame. Do not edit the picture or apply filters: the original is more credible.

On distance: shoot the general view from 2 to 3 metres and the close-up from 20 to 30 centimetres, so the bars and the writing on the label do not blur.

What to write with the photo

A photo alone is not enough, so add a short comment:

• what happened (damp, breakage, rodent traces, expired);
• how many units or boxes were affected;
• the probable cause, if known (transport, a leaking roof, a forklift);
• who found it and when.

For example: "Pallet 3, 12 boxes, bottom layer is damp, the side wall is wet, probably from rain". A comment like that speeds up the decision that follows.

What happens after the photo

The photo is not the end of the count but the start of a decision. Depending on the condition of the goods, there are three directions:

1. If the goods are entirely unusable, a write-off report is drawn up and the photos are attached to it.
2. If they are partly usable, they are set apart and sold at a discount or repacked.
3. If the supplier or carrier is at fault, a claim is sent with the photo and comment.

Many companies keep damaged goods separate, splitting the balance into "usable" and "unusable". The overall balance then shows correctly while the loss is visible separately.

Keep photos and comments in order: each photo should be tied to a position, a session and a date. Pictures scattered across a phone gallery are hard to find later. When there is no connection the photos stay on the phone, so after the count check that all of them have reached the shared list.

Common mistakes

• The photo is taken from far away and neither the item nor its label can be seen.
• One photo is used for several positions.
• There is no comment, and two months later nobody remembers who marked the item and why.
• The goods are thrown away without being photographed.
• People or documents accidentally appear in the frame.
• Only one crushed box is photographed and the state of the other ten stays unknown. If the damage has spread, show the whole pallet.

Conclusion

A photograph turns unusable goods from something merely said into a fact that can be checked. Three shots, a short comment and a quick decision: the general view, the close-up and the label. This routine separates a shortage from a genuine loss. If you have no time to organise the count, order one from StockCheck: the team marks damaged positions and adds the photo and comment to the report.