Stock reconciliation
Stock reconciliation compares two numbers that are meant to describe the same thing: the warehouse stock from inventory management (the sum across all locations) and the sellable stock on the product, which decides availability in the shop. The two are kept separately, and that is exactly why they can drift apart - for instance when a stock booking is lost in transit, or when an outgoing movement would have pulled the figure below zero and was stopped at zero instead.
The warehouse stock leads: it is the truth, and the sellable stock is derived from it. A pass reports every deviation. Corrections happen only when you explicitly ask for them, and even then only for the unambiguous case.
- Report only
- Manual
- Started
- 17 Aug 2026, 06:00
- Status
- Completed
| Product | Warehouse stock | Sellable stock | Difference | Type |
|---|---|---|---|---|
| Example screw M6 | 420 | 408 | +12 | !Deviation |
| Example nut M6 | 260 | 295 | -35 | iCommand in transit |
| Example gasket | 0 | 0 | 0 | •Not tracked in warehouse |
/erp/stock-reconciliationWhat can I do here?
- Start a pass that only reports and changes nothing
- Start a pass with correction that pulls unambiguous deviations back into line
- See the figures of the latest pass: products scanned, deviations, units of difference
- Open a pass and inspect the affected products one by one, both stock figures side by side
- Filter the list by type of deviation
- Cancel a running pass
- Tell whether the alarm for a pass was actually delivered
Step by step
- Start a pass - Click "Start pass". The pass walks the products in blocks, records what it finds and reports the result at the end. It changes no stock.
- Read the result - The four tiles at the top describe the latest pass: how many products were checked, for how many the two figures disagreed, how large the difference is in units, and how many cases were deliberately only reported.
- Inspect the deviations - Click a pass in the list. The affected products appear underneath with warehouse stock, sellable stock, difference and the classification that explains why the case was handled the way it was.
- Correct - Only once the cause is clear: start "Pass with correction". The pass pulls the sellable stock up to the warehouse stock - exclusively for products classified as "Deviation". The other three classifications are left untouched.
- Cancel - Click "Cancel" on a running pass. It stops at the end of the current block; everything measured so far is kept.
Fields explained
| Field | Meaning | Notes/effect |
|---|---|---|
| Scanned | Number of products this pass looked at | Includes products without a deviation |
| Deviations | Products with an unambiguous difference | Only these are corrected in a correcting pass |
| Units of difference | Sum of all differences in units, unsigned | 200 products off by 1 and 1 product off by 200 give the same number but are very different problems |
| Reported only | Cases deliberately left untouched | See "Type of deviation" |
| Corrected | Products for which a stock booking was requested | Greater than 0 only in "With correction" mode |
| Warehouse stock | Sum of available quantities across all locations | The leading figure |
| Sellable stock | The stock on the product that counts in the shop | Derived from the warehouse stock |
| Difference | Sellable stock minus warehouse stock | Positive = the shop shows more than the warehouse holds (risk of overselling) |
| Alarm not delivered | The pass found a deviation but could not notify anyone | The result is stored in full regardless |
Values & status
Status of a pass
| Value | Meaning | What happens then |
|---|---|---|
| Running | The pass is working right now | Can be cancelled; an interrupted pass is later continued at the same point |
| Completed | The pass ran through to the end | Result and deviations are final |
| Failed | The pass hit an error | What it measured until then is kept, and the reason is recorded on the pass |
| Cancelled | The pass was stopped by hand | Everything measured before the stop is kept |
Mode
| Value | Meaning |
|---|---|
| Report only | Compares and records, changes no stock. The default, and the only mode the automatic pass ever uses |
| With correction | Additionally pulls the sellable stock into line for unambiguous deviations |
Type of deviation
| Value | Meaning | Corrected? |
|---|---|---|
| Deviation | The two figures clearly disagree | Yes, in "With correction" mode |
| Command in transit | A stock booking for this product is still on its way | No - the difference may resolve itself, and a correction would count it twice |
| Not tracked in warehouse | The product has no location record at all | No - "not tracked" and "zero on hand" are indistinguishable from here, and a correction would zero out real stock |
| Unknown product | The warehouse holds stock for a product the shop does not (or no longer) know | No - a product is never created from the warehouse side |
Frequently asked questions
Does the pass run on its own?
Yes. It runs regularly in the background - but exclusively in "Report only" mode. An automation that silently corrects stock would hide the cause of the deviation. Correcting stays a deliberate decision.
Why is not everything simply corrected?
Because three of the four cases are ambiguous. For "Command in transit" a correction would be a double booking, for "Not tracked in warehouse" it would zero out real sellable stock, and for "Unknown product" there is nothing to correct. All three are reported nonetheless.
What happens if the pass is interrupted halfway through?
Nothing is lost. The pass remembers how far it got and continues at exactly that point on the next run instead of starting over.
Can I start two passes at once?
No. While one pass is open, no second one starts - two passes would measure the same gap and, in correction mode, both issue a booking for it.
Why does a pass say "Alarm not delivered"?
The pass found a deviation but the notification could not be delivered. The measurement is unaffected and shown in full in the list. Check your notification settings in that case.