Inventory Reconciliation

The Inventory Reconciliation page and the Stock Check process are essential tools for ensuring inventory accuracy by verifying actual stock levels against recorded values. This guide will walk you through how to perform stock checks and manage inventory reconciliation effectively.

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The Inventory Reconciliation page displays:

• Stock Check records with a Due Date in the past 31 days.
• All future Stock Check records scheduled based on your settings.

Stock Checks are automatically created based on the assigned frequency in the Manage Stock Checks settings.

Permissions

To view and manage inventory reconciliation and stock checks, your user account requires specific permissions:

• View Inventory Reconciliation: Allows access to the Inventory Reconciliation page.
• Edit Inventory Reconciliation: Enables you to perform and complete stock checks.

Permissions are assigned to user accounts in Salesforce under the Employee Permissions field. Refer to Employee Permissions for more information.

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Understanding Stock Check Statuses

The system automatically updates the status of Stock Check records based on the current date and actions taken. Familiarize yourself with the different statuses:

• Upcoming: Default status when a stock check is created and scheduled for a future date.
• Due: The current date matches the Due Date of the stock check.
• Overdue: The current date exceeds the Due Date, and the status is not marked as Complete.
• In Progress: The stock check is currently being performed.
• Complete: The stock check has been finished, and all data has been recorded.

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Understanding Stock Check Visibility

Visibility settings affect how the Expected Batches and Expected Units are displayed during a stock check:

• Blind:
  • The expected quantities are hidden from the user performing the stock check.
  • Users must rely solely on physical counts without referencing expected values.
• Visible:
  • The expected quantities are displayed.
  • Current quantity fields may be pre-populated with expected values for faster processing.

Visibility is set during the Stock Check Reminder creation.

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Performing a Stock Check

Follow these steps to perform a stock check:

1. Access the Inventory Reconciliation Page

• Navigate to the Inventory Reconciliation page within your Inventory Management system.
• Review the list of scheduled stock checks.

2. Start the Stock Check

• Locate the stock check you wish to perform.
• Click the Check button in the Check/View column. This button is available for all statuses except Complete.
• The stock check status will update to In Progress, and you will be directed to the Stock Check page displaying all relevant stock check items.

3. Conduct the Stock Check

• For each item listed in the Stock Check Table, perform a physical count.
• Enter Current Quantities:
  • Current Batches: Input the actual number of batches counted.
  • Current Units: Input the actual number of units counted.

Stock Check Table Columns

Item Name	Item Category	Unit Size	Units per Batch	Expected Batches	Expected Units	Current Batches	Current Units
String	String	Number	Number	Number	Number	Input	Input

• Item Name: The name of the inventory item.
• Item Category: The category of the item (e.g., "Beverages", "Produce").
• Unit Size: The size of each unit of the item.
• Units per Batch: Number of units in one batch.
• Expected Batches: Number of batches expected based on records.
• Expected Units: Total units expected (Units per Batch × Expected Batches).
• Current Batches: Input field for the counted number of batches.
• Current Units: Input field for the counted number of units.

Tip

If no items are listed for a stock check, it may indicate:

• No existing inventory for the selected categories.
• No items were configured during the Stock Check Reminder setup.

Check the Inventory Overview page for inventory details at the selected Site and Location.

4. Manage the Stock Check Session

• Pause Check:
  • Click the Pause Check button to save your current progress and exit the stock check temporarily.
• Cancel Check:
  • Click the Cancel Check button to exit without saving any changes.

5. Complete the Stock Check

• After entering all current quantities, click the Complete Check button.
• The system will evaluate any discrepancies between expected and actual quantities.

Handling Variations

If there are discrepancies:

1. Review the Variation Report:

   • A Variation Report window will open, listing all items with differences between expected and actual counts.
   • Discrepancies are highlighted for easy identification.

2. Confirm Variances:

   • Verify the variance amounts for each item.
   • Optionally, add notes explaining discrepancies (e.g., "Damaged stock discarded", "Counting error corrected").

3. Submit Variations:

   • Click the Confirm button to submit the variation report.
   • The system will automatically adjust the inventory by creating necessary Stock Inputs and Stock Outputs to reconcile the discrepancies.

If there are no discrepancies:

• The stock check will be marked as Complete without prompting a variation report.

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Viewing Completed Stock Checks

• Completed stock checks can be reviewed for auditing purposes.
• In the Inventory Reconciliation Table, click the View button next to a stock check with the status Complete.
• The stock check will open in a view-only mode, displaying all recorded data.

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Inventory Reconciliation Table

The Inventory Reconciliation table provides an overview of all scheduled and recently completed stock checks.

Table Columns

Stock Check Name	Stock Check Site	Stock Check Location	Due Date	Check Status	Check/View
String	String	String	Date	String	Action Button

• Stock Check Name: The unique identifier for each stock check.
• Stock Check Site: The site where the stock check is scheduled.
• Stock Check Location: The specific location within the site.
• Due Date: The scheduled date for the stock check.
• Check Status: Current status (Upcoming, Due, Overdue, In Progress, Complete).
• Check/View: Action buttons to Check or View the stock check.

Using the Table

• Sorting:
  • By default, the table is sorted by Due Date in descending order, displaying the most urgent or upcoming stock checks first.
• Searching:
  • Use the search bar to find stock checks by name, site, location, or date.
  • If no matches are found within the displayed list, a database search is performed to retrieve additional records, including historical data beyond 31 days.
  • Use the format YYYY-MM-DD for date searches, e.g. to search for Christmas Day, enter 2024-12-25.

Note

Stock checks are automatically updated based on the current date. Ensure you regularly review the Check Status to stay on top of pending or overdue stock checks.

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Best Practices

• Regular Stock Checks:
  • Schedule stock checks at appropriate intervals to maintain inventory accuracy.
• Timely Completion:
  • Aim to complete stock checks by their Due Date to avoid discrepancies and potential stock issues.
• Investigate Variations:
  • Use the variation reports to understand discrepancies and take corrective actions.
• Maintain Accurate Records:
  • Ensure all stock adjustments are properly documented for auditing and compliance purposes.

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Related Pages

Manage Stock Checks Configure stock check schedules and settings.

Inventory Overview View current inventory levels and details.

Employee Permissions Manage user permissions for inventory tasks.

Inventory Management Monitor and adjust your inventory.

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