Resolve differences between counted and recorded stock
The warehouse count and the system disagree without a clear explanation.
For warehouses whose physical counts and recorded quantities need reconciliation.
What good looks like.
An approved adjustment has count evidence, a reason and verified downstream availability.
- Starts when
- A cycle count or unexplained variance is opened.
- Accountable owner
- Inventory controller
Where AI could help.
AI could summarize movement history and possible causes. Warehouse staff establish physical quantity; an authorized controller approves changes.
How the work could move.
A suggested process to adapt to your team. Each handoff needs a clear owner and a visible check.
Freeze the reference
Inventory controller
Record SKU, bin, unit of measure, system quantity and cutoff time on the count record.
Ready when: Movements during the count have a documented handling rule.
Count and recount
Warehouse counter
Capture a blind count; have a second person recount material differences.
Ready when: Count evidence identifies units, location, time and counter.
Explain the difference
Inventory controller
Inspect receipts, picks, returns and case conversions; propose an adjustment with a reason code.
Ready when: Supporting movements explain the proposal or an unresolved cause is explicitly recorded.
Approve and reconcile
Authorized stock approver
Approve the adjustment, record its system reference and check availability in affected channels.
Ready when: Recorded quantity matches approved evidence and the source of any remaining mismatch is owned.
Explore the setup, checks, and exceptions
Start with your tools.
Use a count sheet linked to an inventory export and adjustment reference. A WMS can provide scans if its count states are mapped.
When things go wrong.
- Moving stock during the count requires a cutoff reconciliation or fresh count.
- Case quantities must be converted before comparison with individual units.
- A recount disagreement stays open; do not average conflicting counts.
A useful first step.
Count one bin with a known movement during the count and check whether the cutoff evidence explains it.
What to measure
Measure unresolved variance age, repeat discrepancies by bin and count accuracy before adjustments.
Want this working with your team and tools?
Build it yourself, adapt what you already have, or work with us. We can help you choose where to start and handle the technical build.