The basic store record is the stock account which occupiers of registered stores are required to keep under section 7.1 of Notice 476. The stock account must record all tobacco products received into the store, operated upon within the store and removed from the store.
Each stock account must contain the following details for tobacco products that have been received, operated upon, or removed:
- the date received, operated upon, or removed;
- the type of tobacco product;
- the brand;
- the size of retail pack;
- whether or not the packs bear a fiscal mark;
- the quantity of tobacco products in each outer package or carton and the number and distinguishing marks of such packages or cartons; and
- the date of the entry in the production account or the number and date of the delivery document.
The occupier of the store must keep the stock account at the registered store unless you permit him, in writing, to do otherwise.
Each stock account must be balanced and reconciled with stock held in the store. This balancing and reconciliation must be done at a regular interval, which you should agree with the trader.
The trader is required to keep a stock account under powers granted to the Commissioners by regulation 6 of the “Revenue Traders (Accounts and Records) Regulations 1992”.
Under regulation 8 of those regulations, the trader must keep the records of the stock account for a period of at six years, unless you permit a lesser period. Before allowing a manufacturer to destroy records younger than six years old, you should consult with LBS and the Tobacco Team, Ralli Quays to ensure equity of treatment across the trade.
Records may be kept in any form prescribed in Schedule 4 of the “Revenue Traders (Accounts and Records) Regulations 1992”. Separate records for duty purposes should not be necessary or encouraged. The trader’s stock system should, preferably, be one component of an overall system that integrates both the sales, production and/or purchasing systems.