Stock mismatch
Where to see stock figures
- Inventory → Warehouse Stock: each warehouse's balance.
- Inventory → Van Stock: each van's balance. Also in Vans → (van) → Current Stock.
- Inventory → Movements: every movement that changed a balance.
Step 1: trace the movements
Before correcting anything, find the cause:
- Open Van transactions and filter by van. Review loadings, unloadings and stocktakes.
- Watch for Rejected ones: a rejected loading moved no stock, even if the rep thinks they loaded.
- Review the Invoices issued from the van: each sale deducts van stock, and each cancelled invoice returns it.
- Review returns: each line's reason decides whether the stock came back sellable or damaged.
Step 2: common causes
- Documents not yet uploaded from the rep's phone. Ask the rep to sync first, then compare again.
- Goods received at the warehouse but not recorded: record them from Goods receipts → Record a receipt.
- A move between warehouses not recorded: record it from Stock transfers → Record a transfer, if your plan includes it.
- Mixed units: balances are kept in the product's stock unit, and sales in other units are converted by the packaging factors, so check how many units each pack holds on the product page.
Step 3: correct
- On the van: the rep records a Stocktaking in the app (Inventory → + New movement): the expected quantity is shown, the rep enters the actual one, and every shortage or surplus needs a reason. The app also reminds the rep at journey close if no stocktake was done.
- At the end of the day: the rep records an unloading and separates damaged from sellable quantity.
- Damaged goods: to report damaged stock or write it off, in a warehouse or on a van, use Stock adjustments → Record adjustment.
Tip
Make a weekly stocktake a habit for every van, and check Movements at the first difference instead of waiting for it to grow.