Counts and discrepancies

Settling the difference between what the system says and what is on the shelf.

Stock & Inventory → B2B Reconciliation compares expected stock against what you actually counted, and holds the difference open until somebody explains it.

Three tiles: Open Discrepancies, Total Unresolved Value and Resolved This Month. Filter by All / Open / Investigated / Resolved.

Run a count

1. Choose New Count

   Opens New Physical Count.

2. Type what you actually counted

   Enter the real quantity for each product in the list.

3. Add notes and create the records

   Create Reconciliation Records opens one record per line that did not match.

Where discrepancies come from

Counts are one source. The other is receiving: any delivery line where the counted quantity does not match the invoice opens a discrepancy automatically, so a short shipment cannot quietly become your problem later.

Resolve one

Open the record and record three things:

1. How you investigated

   Recounted the stock, reviewed invoices, reviewed POS sales, checked camera footage, contacted the supplier, checked the backroom, or other.

2. What it turned out to be

   Supplier short-shipped, damaged in transit, miscount, data entry error, theft suspected, misplaced stock, supplier credit issued, write-off, or other.

3. Your conclusion, in writing

   A real sentence. A minimum length is enforced — “ok” is rejected — because the value of this record is entirely in what it tells the next person.

A resolved record is permanent. If the conclusion turns out to be wrong, a new record is created that points back at it rather than the old one being edited.

Getting value out of it

Look at the resolution categories over a few months rather than one record at a time. A supplier who is repeatedly short by a case or two, or one shift that produces most of your “theft suspected” entries, is only visible in the pattern.