This guide provides checklists and templates to help manage your kirana store efficiently. These tools cover daily operations, inventory management, sales tracking, waste management, and customer engagement to ensure smooth workflows and increased profitability.
Opening Tasks:
Clean and organize shelves, counters, and displays.
Inspect and restock fast-moving items (e.g., bread, milk, eggs).
Update price tags and promotional signage.
Power on billing systems and check internet/digital payment systems.
During Operations:
Monitor stock levels and reorder fast-moving items when necessary.
Check for expiring products and rotate inventory (FIFO method).
Keep the store clean and ensure aisles are clear for customers.
Offer personalized service to customers and promote new products or discounts.
Customer Service:
Greet customers warmly and assist with product inquiries.
Upsell or cross-sell complementary products (e.g., flour with sugar).
Ensure digital and cash payment systems are working smoothly.
End-of-Day Tasks:
Record daily sales, expenses, and leftover inventory.
Clean counters, shelves, and refrigeration units.
Safely store perishable goods and discard unsellable items.
Check low-stock items and prepare a reorder list.
Inventory Management:
Conduct a physical count of fast-moving and essential goods.
Identify slow-moving products and offer discounts to clear stock.
Reorder items nearing the reorder level.
Promotional Activities:
Plan and advertise discounts or combo offers for the week.
Highlight seasonal or festive products on social media or via WhatsApp groups.
Store Maintenance:
Deep clean shelves, counters, and refrigerators.
Inspect equipment (e.g., weighing scales, billing systems) for proper functioning.
Customer Engagement:
Send promotional messages to regular customers via SMS or WhatsApp.
Address customer feedback or complaints received during the week.
Financial Review:
Analyze monthly revenue, expenses, and profit margins.
Compare sales data to seasonal trends and adjust stock accordingly.
Supplier Review:
Evaluate supplier performance (timeliness, quality, pricing).
Negotiate better deals or discounts for bulk purchases.
Promotions and Marketing:
Introduce seasonal items or festive offers (e.g., Diwali hampers, Ramadan deals).
Advertise on local platforms or social media.
Store Improvements:
Rearrange shelves to optimize product visibility and accessibility.
Invest in better lighting, signage, or cooling systems if needed.
| Date | Product | Quantity Sold | Unit Price (?) | Total Sales (?) | Notes |
|----------------|---------------------|-------------------|--------------------|---------------------|---------------------------|
| 01/20/2025 | Rice (5 kg bag) | 20 | 300 | 6,000 | Fast-moving item |
| 01/20/2025 | Milk (1 liter) | 50 | 50 | 2,500 | Restock for tomorrow |
| Item Name | Current Stock (kg) | Reorder Level (kg) | Reorder Quantity (kg) | Supplier | Last Ordered | Next Order Due |
|--------------------|------------------------|------------------------|--------------------------|---------------------|------------------|--------------------|
| Wheat Flour | 200 | 100 | 200 | Shakti Foods | 01/10/2025 | 01/25/2025 |
| Cooking Oil | 30 liters | 10 liters | 50 liters | Golden Oils Pvt. Ltd| 01/15/2025 | 01/30/2025 |
| Packaged Biscuits | 100 packets | 50 packets | 200 packets | BiscuitCo | 01/18/2025 | 01/25/2025 |
| Date | Product | Quantity Wasted | Reason | Action Taken |
|----------------|---------------------|---------------------|-----------------------------|-----------------------------|
| 01/20/2025 | Packaged Milk | 5 liters | Expired stock | Reduced reorder quantity |
| 01/20/2025 | Bread | 10 units | Molded due to poor storage | Improved refrigeration |
| Supplier Name | Category | Last Order Date | Delivery Timeliness | Product Quality | Comments |
|----------------------|------------------|---------------------|-------------------------|---------------------|------------------------|
| Shakti Foods | Staples | 01/10/2025 | On Time | Excellent | Reliable for bulk orders|
| Golden Oils Pvt. Ltd | Cooking Oil | 01/15/2025 | Delayed by 2 days | Good | Needs better packaging |
| Date | Customer Name | Feedback | Rating (1-5) | Action Taken |
|----------------|-------------------|---------------------------------|------------------|------------------------------|
| 01/20/2025 | John Doe | Wanted more organic options | 4 | Added organic staples section |
| 01/21/2025 | Sarah Smith | Poor packaging for flour bags | 3 | Switched to better suppliers |
| Date | Expense Type | Amount (?) | Description |
|----------------|-----------------------|----------------|-------------------------------|
| 01/20/2025 | Rent | 10,000 | Monthly store rent |
| 01/20/2025 | Supplier Payment | 15,000 | Payment for wheat flour stock |
| 01/20/2025 | Utility Bills | 3,000 | Electricity and water bills |
| Promotion | Start Date | End Date | Discount (%) | Target Items | Notes |
|----------------------------|---------------|---------------|------------------|---------------------------|--------------------------|
| Diwali Combo Offer | 01/25/2025 | 02/05/2025 | 20% | Sweets, dry fruits | Advertise on social media |
| Midweek Milk Discount | 01/22/2025 | 01/24/2025 | 10% | Packaged Milk | Attract daily customers |
Vyapar, Marg ERP, Zoho Inventory.
Customer Engagement:
WhatsApp Business, Hootsuite, Mailchimp.
POS (Point of Sale) Systems:
Square POS, Khatabook, Paytm for Business.
Accounting and Financials:
Tally, QuickBooks, myBillBook.
Supplier Management: