How to investigate and correct stock count discrepancies
Compare physical and recorded stock, check units and warehouses, and trace missing movements before correcting a discrepancy.
A discrepancy is the difference between physical and recorded quantities for the same product and warehouse. Compare the same unit and time, investigate missing movements, then save the verified result. A difference does not automatically mean theft or loss.
Step-by-Step Implementation
1. Define the count scope
Choose the product, warehouse, unit and count time. If sales continue during the count, note those receipts and issues separately so quantities from different times are not compared.
2. Trace the difference
Check product movements for box/unit confusion, missing purchases, sales assigned to the wrong warehouse and unrecorded warehouse transfers. Count the uncertain item a second time.
3. Save the verified quantity
Correct a missing or incorrect transaction first. Record an unexplained difference through a stock count; do not apply both a movement correction and a count adjustment for the same difference.
Practical scenario
Example: 24 recorded, 21 on the shelf
Physical stock is 21 units and the record shows 24: a difference of −3. If three units sold during the count have not been entered, complete that sale. Otherwise, after checking movements, record 21 for that warehouse. Doing both would incorrectly leave 18.
Common Pitfalls & How to Avoid Them
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Track products and warehouse stock with ease
Record stock movements, warehouse transfers and counts. See low stock and record sales with negative stock when needed.