Knowing what inventory is in stock at any given time is essential for running a successful operation.
Inventory control, especially at scale, can quickly become challenging to manage. This can result in inaccurate records and products unaccounted for, ultimately costing the company significant lost revenue thanks to phantom inventory.
Knowing how to address and prevent phantom inventory is critical in avoiding this potentially expensive situation, all while keeping your customers satisfied with your brand.
What is phantom inventory?
Phantom, or ghost, inventory is when products are shown in your point-of-sale (POS) system as available for purchase but aren’t anywhere in your store or warehouse. Your inventory tracking system may list these products as available, but they aren’t physically on hand anywhere in the business.
When a customer orders a product that appears to be in stock, or you’re working on reordering inventory in large quantities across several SKUs, the products that are listed as being available could actually be out of stock already. Even worse, this inventory may not have been sold at all and is lost or unaccounted for in some other way.
How phantom inventory affects your business
Although many cases of phantom inventory can be accounted for due to human error in the data entry of products into inventory records, this doesn’t make them any less problematic.
Without addressing phantom inventory issues as soon as they’re identified, businesses can face lost sales, unhappy customers, and challenges in inventory turnover that impact the bottom line.
Lost revenue and poor customer service
The most obvious impact of phantom inventory is that products that can’t be accounted for cannot be sold. No revenue is generated if there’s nothing there for the customer to buy.
But this doesn’t only mean losing out on that single sale—it opens the door for competitors to steal your prospective and current customers, potentially impacting future sales once items are back in store.
Phantom stock also means that any automated replenishment once inventory levels hit a reorder point can quickly become misaligned.
Also, if an inventory management system believes that there’s a plentiful amount of a particular product in a warehouse or retail location, the system won’t trigger inventory reorders. This can lead to a stockout situation when you run out of that item because your system thinks you have phantom inventory.
While stockouts can happen at any point in the supply chain, those at the store level due to phantom inventory can go unnoticed for weeks, even months. During that time, customers may become frustrated and look elsewhere to make a purchase.
Inaccurate inventory and sales forecasting
Getting demand forecasting wrong can be one of the most expensive mistakes a business can make. Overstocking, or surplus stock, where you hold more inventory than you’re selling, can be a cashflow drain both upfront and when slow-moving inventory sits in storage.
Not only can phantom inventory mean ordering, or not ordering, the stock that you need, but it can also skew important sales and inventory accuracy data. If these issues aren’t dealt with, forecasting for the next quarter can be inaccurate, which then feeds into other aspects of your business operations.
For instance, if you’re noticing what you think is slow-moving inventory, but it’s actually not the case, this could impact your business decision-making on what products to reorder and what to move on from. The last thing you want to do is make vital business operations decisions based on incorrect information.
Common reasons for phantom inventory issues
The impact of phantom inventory can be felt suddenly or go unnoticed for long periods of time, trickling into every part of your sales. Understanding the root cause of phantom inventory is crucial for taking appropriate measures to address existing stock problems, while also preventing them from recurring in the future.
Inaccurate records
Simply put, human error is often one of the biggest causes of phantom inventory. Manual inventory counts are helpful in ensuring that automated systems are correct, but any mistakes at this point can also continue, or make worse, a phantom inventory problem.
Even with a perpetual inventory system, where products are accounted for in real time through a POS, errors can still be made. If inaccurate data is input into the system at any point, like stockroom workers counting duplicates of certain SKUs, the rest of the information will likely be wrong.
That’s why it’s critical to not rely solely on these automated systems and conduct regular inventory audits—they’re only as good as the data they’re given.
Inventory receiving errors
Another common human error that workers make is in receiving incoming inventory. More units may be recorded than what was actually delivered on a purchase order, or there could be finished products that aren’t accounted for. These mistakes can all make on-shelf availability figures inaccurate and undetectable.
Lost or misplaced inventory
Sometimes products may actually be in stock; you just can’t find them. Having a disorganized warehouse or storage space can leave room for possible phantom inventory, where products may be physically there but are difficult to locate when you need to deliver them to customers.
Misplaced inventory can also occur when you don’t have a structured customer returns process. Inventory may be returned to your store or warehouse and reshelved, but not reentered into the inventory management system.
Theft or inventory shrinkage
While you hope it never happens to you, cases of theft can also be one of the biggest causes of phantom inventory.
Shrinkage losses, where inventory is unaccounted for due to shoplifting, employee theft, or fraud means that items are physically removed from the business, but are still in the POS system as available and ready for purchase.
3 Ways to identify and address phantom inventory
Implementing effective systems that work for you and your business is the best way to ensure that stock is accounted for at any moment. While you’ll likely still run into phantom inventory problems at some point, knowing how to identify and resolve these will mitigate the impact on your business’s bottom line.
Conduct regular inventory audits
Counting inventory can be a tiresome process, but it’s the best way to know exactly what you have on-hand and what is unaccounted for.
Cycle counts, where small samples of physical products are counted to match against digital records, should be conducted regularly. This should be run alongside a perpetual inventory system and be worked through systematically, usually by product category or type.
Audits should be done at least annually, but more frequently if you’re running a large operation with a high number of individual products or those with significant monetary value.
Not only should the actual number of products be recorded, their condition should also be assessed during the audit. This will help identify any products that are no longer in a saleable condition and must be removed from inventory counts moving forward.
Categorize and tag inventory
With a large number of products to keep track of at any one time, finding a way to tag or categorize your inventory can prevent some instances of phantom inventory and address problems with inventory optimization. This is an especially useful method to prevent shrinkage issues as products are easily identifiable.
Tagging can also keep your storage more organized, particularly when similar products are grouped together in one location in your warehouse. It can speed up order fulfillment, while also making inventory counting and tracking less time-consuming.
Use automated software
There are a number of digital tools that can save you time and money over lost inventory problems. Starting with the basics, your POS system should have capabilities to record important data that can give you insight into what’s happening with your stock. Everything from customer sales and returns, to incoming units received should be trackable in your system.
You may already have a separate inventory management system in place, but ensuring that this can connect seamlessly to your POS system is vital for keeping data accurate and gathering as much usable data as possible.
The key to making these systems work is to automate as much as possible. This leaves more room for your workers to take on other business-critical tasks, while reducing the possibility of human errors and mistakes entering the inventory management chain.
Using these tools alongside other practices you have in place like reviewing security footage to account for shrinkage or regularly conducting audits will mean that any phantom inventory issues are caught quickly and addressed.
This article originally appeared on the QuickBooks Resource Center and was syndicated by MediaFeed.org.
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18 loans for Hispanic-owned businesses
There are nearly 5 million Hispanic-owned businesses in the U.S., making this the fastest-growing segment of U.S. small businesses, according to the U.S. Small Business Administration (SBA). Yet, despite these big numbers, Hispanic and Latinx business owners frequently face challenges accessing capital and, as a result, often can’t successfully scale their businesses.
Fortunately, a number of organizations and government agencies in the U.S. are stepping up to address this unmet need, offering loans, grants, and other financing options to Hispanic and other minority entrepreneurs. These minority business loans may have lower interest rates and be easier to qualify for than some traditional loans. Here are 18 financing options that are worth checking out.
(Learn more: Personal Loan Calculator)
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To qualify as a Hispanic-owned business, more than 50% of the company must be owned by people of Mexican, Puerto Rican, Cuban, or other Hispanic origin. Currently, nearly one in four businesses are Hispanic-owned.
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A minority business loan is a small business loan designed to provide financing options for underserved communities. While minorities are free to apply for any business loan, minority business loans may offer more competitive rates and have less stringent qualification requirements.
Groups that are considered minorities in the U.S. include African Americans, Asian Americans, Hispanic Americans, and Native Americans. Women are also considered minorities for many types of loans, as well.
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The following lenders offer different types of small business loans to Hispanic and minority entrepreneurs and were chosen based on our analysis of search volume.
1. Accion
Accion is a nonprofit financial institution that invests in underserved communities and offers low-cost lending opportunities to Hispanic- and minority-owned businesses. The Accion Opportunity Fund provides loan amounts from $5,000 to $100,000, and is quick and easy to apply for online.
Accion offers two types of small business loans — the Southern Opportunity and Resilience (SOAR) Fund and the Small Business Progress Loan. SOAR is geared toward those in the south and southeast who experienced economic hardship from the COVID-19 pandemic and have been in business since September 2019 or earlier. The Small Business Progress Loan, on the other hand, is open to all minority-owned businesses and women entrepreneurs, and is partnered with American Express.
Accion also offers online resources, events, and networking opportunities (in Spanish and English) to help minority business owners learn and grow their companies.
(Learn more at: Home Affordability Calculator)
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The Community Development Financial Institutions Fund (CDFI Fund), which is part of the U.S. Treasury, gives funds to companies and organizations that help underserved people and communities. Minority business owners can reach out to local banks and nonprofit groups that have received CDFI funds to discuss and apply for low-cost business loans.
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The owners of Camino Financial were inspired to start their lending business in order to help people like their mother, who lost her Mexican restaurant business when they were children. To that end, they offer simple and affordable loans to small businesses who find it difficult to borrow through banks. They offer bad credit loans, secured and unsecured loans, microloans, and working capital loans up to $35,000. To qualify, your business must have been in operation for at least nine months and generate annual sales of $30,000 or $2,500 a month.
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The U.S. Small Business Administration (SBA) offers several financing programs that can help minority-owned businesses get access to the funding they need. Here are two programs you may want to check out to find a Hispanic small business loan:
Microloans
The SBA microloan program is administered by an intermediary network of nonprofit community-based lenders, rather than traditional banks. Through these lenders, the SBA aims to reach lower-income communities and minority-owned businesses that are often overlooked by traditional lenders. These loans come with low interest rates, six-year terms. and loan amounts up to $50,000.
Community Advantage Loans
The SBA’s Community Advantage loan program provides up to $350,000 in capital and is specifically designed to meet the needs of business owners in underserved communities. To qualify for an SBA community advantage loan, business owners need to have good credit and a strong business plan. However, the business’s balance sheet and amount of collateral will not affect eligibility.
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By offering crowdfunded loans with 0% interest, nonprofit Kiva is working to lift barriers to capital often faced by entrepreneurs from underserved communities. To apply, you need to market your Hispanic business to the community of 1.9 million individual lenders. These lenders can then choose to lend your company as much as $15,000 and you’ll have up to three years to repay them.
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CDC Small Business Finance is a nonprofit whose mission is to provide access to affordable and responsible capital to underserved entrepreneurs, including minority, veteran, and hispanic business owners. CDC offers loan amounts of $20,000 to $350,000 with five- to 10-year terms. They also offer SBA 504 commercial real estate loans of $250,000 to $40 million.If you are looking for advice to rebuild your credit, develop your business strategy, or manage financial reports, you’ll appreciate having access to small business advisors through CDC.
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Grameen America strives to achieve racial and gender equity by providing microloans of up to $2,000 to female and minority business owners. As part of their program, borrowers can open free savings accounts with commercial banks and build personal credit as they pay off their microloans. Grameen also offers training and support to women who want to start businesses and rise out of poverty.
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The Latino Economic Development Center (LEDC) offers Hispanic small business loans of $500 to $250,000 that can be used to purchase equipment, expand a business, hire staff, or purchase inventory. The three types of loans offered by the LEDC are as follows:
- LEDC Growth Loan: Loan amounts up to $250,000 for established small businesses that have been in operation for a minimum of two years.
- LEDC Startup Loan: Loan amounts up to $20,000 for new businesses with less than two years of business history.
- LEDC Seed Loan: Loan amounts up to $5,000 for businesses with less than one year of experience and with plans to launch a company within three months of funding.
LEDC also offers free business advice and credit-building services, as well as a directory of latino-owned small businesses.
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The National Association of Latino and Community Asset Builders (NALCAB) provides funding to a network of over 200 nonprofit organizations that serve diverse Latino communities throughout the U.S. With NALCAB support, these partner organizations offer Hispanic loans, grants, professional training, and support.
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Hispanic small business loans aren’t the only way for your business to get funding. There are also minority business grants that can provide capital that you don’t have to repay. These grants are offered by federal and local government agencies, corporations, and nonprofits.
10. Grants.gov
Grants.gov is the largest database of federal grant opportunities. While most grants are not specifically targeted to Hispanic small business owners, awards are available for all types of entrepreneurs, especially those focused on healthcare, U.S. defense, and environmental protection.
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digitalundivided’s BREAKTHROUGH Program (powered by JPMorgan Chase’s Advancing Black Pathways) offers $5,000 grants to Black and Hispanic women in the Dallas, Texas area. digitalundivided also provides training and resources to help businesses understand their customers, find financing, and choose the right business model.
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The National Association of the Self-Employed (NASE) works to provide resources for all self-employed individuals, including Hispanic business owners. They offer Growth Grants of $4,000, which can be used for a variety of business expenses, including marketing, advertising, hiring employees, and expanding facilities.
Besides access to grants, becoming a NASE member allows you to connect with experts who can advise you on subjects like finance, healthcare, strategy, law, and marketing. NASE membership also gives you access to discounts on healthcare, software, tax filing, and business travel.
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Hispanic businesses located in rural areas that have fewer than 50 employees and less than $1 million in gross revenue may want to consider applying for a Rural Development Grant from the USDA. Grants vary in size and can be used for a variety of projects that aid business development in rural areas, including training, technical assistance, acquisition or development of land, building construction or renovations, equipment purchases, and pollution control.
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The Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs are government grants from five different federal government agencies. These competitive grants are focused around tech and science and offer up to $1 million in capital (divided into two phases) to qualified small businesses.
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You may be able to find funding for your Hispanic small business through Candid.org’s Foundation Directory Online, which contains information on over 240,000 grantmakers in the U.S. Access to the directory requires buying a monthly subscription, but you can cancel at any time.
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Comcast RISE, which stands for Representation, Investment, Strength, and Empowerment, is a grant designed for businesses that were hit hardest by COVID-19. The grant is worth $5,000 and is given to small business owners hoping to expand and recover from the effects of the pandemic. Awards go to those looking to uplift their communities with a focus on diversity, inclusion, and community investment.
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The Entrepreneurial Spirit Fund by SIA Scotch Whiskey awards $10,000 in grants to small businesses owned by people of color in the food and beverage industry. Created by Hispanic entrepreneur Carin Luna-Ostaseskis, one of SIA’s goals is to provide funding, mentorship, and community to small businesses.
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If you’re a woman entrepreneur, consider applying for the Amber Grant, named after Amber Wigdahl, who passed at the age of 19 and never got to fulfill her business dreams. Each month, at least $30,000 is given in Amber Grant money. Applying takes just a few minutes and winners are announced by the 23rd of the following month.
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In addition to the grants and loans, there are organizations that can provide technical assistance, training, workshops, and networking opportunities to Hispanic businesses. Below are some you may want to check out.
digitalundivided
With a focus on assisting Black female and Latinx business owners, digitalundivided offers virtual training and a fellowship program for entrepreneurs. It also offers a pre-accelerator program for tech-enabled startup founders who have already begun to build their startup, are pre-revenue, and need assistance in developing their business model, marketing, and strategy.
Minority Business Development Agency
The Minority Business Development Agency is an advocate for Hispanic and other minority-owned businesses, and offers research, conferences, and resources to help entrepreneurs. Its Enterprising Women of Color Initiative is aimed to help minority women succeed in business through various offerings.
USHCC
The United States Hispanic Chamber of Commerce actively promotes the economic growth, development, and interests of Hispanic-owned businesses. Members have access to events and business resources to support them in their growth. In addition, members get listed in the Chamber’s online Hispanic business directory.
SCORE
SCORE is a national organization that connects business owners to free mentors to help them learn and grow their companies. SCORE also offers free workshops and a robust online database of useful business content.
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Looking for — and applying for — a Hispanic business loan can feel like an overwhelming task. Here are some ways to simplify the process.
Consider Your Options
Before applying for a small business loan, it’s a good idea to take a look at your credit profile and business financials, as this will give you an idea of what type of loan you might qualify for. If you have excellent credit, solid revenue, and have been in business at least two years, you may be able to qualify for a long-term, low interest loan from a bank or SBA lender. If not, you may want to look into financing offered by lenders and grantmakers listed above, as well as online lenders (who often have less strict qualification requirements for loans).
Determine How Much Money You Need
To figure out how much of a loan you need to start or grow your Hispanic business, consider how you would like to use the funds from a loan, then create a detailed budget for your project, adding in some padding to account for unexpected expenses.
Consider the Best Location for Your Business
If you haven’t yet launched your business, consider what might be the best environment for doing so. You may want to explore the best metros for minority businesses, since they may have established communities of hispanic business owners and resources to help you.
Gather All Your Paperwork
Whatever type of funding you decide to pursue, you will likely need to supply an extensive amount of information about your business in order to apply. This often includes:
- Business EIN
- Industry
- Entity type
- Business license and permits
- Annual business revenue and profit
- Bank account statements (personal and business)
- Personal and business tax returns
- Balance sheet
- Proof of collateral
- Accounts receivable and payable reports
- Existing debt
- Commercial lease
- Purpose of the loan/grant
- Business plan
This article originally appeared on SoFi.com and was syndicated by MediaFeed.org.
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