Getting the data ready
Reconciliation starts with a clean snapshot. We ask for a system extract taken at the agreed cut-off time, including item codes, units of measure, locations, batches where relevant and any documents posted after the cut-off. Count results are mapped to the same codes and units so that like is compared with like.
Many apparent differences disappear at this stage: a product counted in boxes but held in pieces, a receipt posted after the count, or stock sitting in a transit location in the system.
Investigating differences
Remaining differences are ranked by value and quantity. For each significant line we check recent documents, look for matching surpluses and shortages in related items, review location history and, if needed, recount on site. Each difference is then assigned a likely cause.
Pairs of differences are especially telling. A shortage of one item and a similar surplus of a related item, such as a different size or pack, usually point to a picking or receiving swap rather than a real loss. Treating them as a pair avoids two unnecessary adjustments and shows where the process needs attention.
- Cut-off timing of receipts and shipments
- Unit of measure and conversion errors
- Similar items swapped at picking or receiving
- Unposted returns, write-offs or transfers
- Stock in the wrong location
- Unexplained shortages for management review
The adjustment list
The output is a structured list: item, location, system quantity, counted quantity, difference, value and cause. Differences explained by documents are separated from those that require a stock adjustment. This makes it easy for your finance team to review, approve and post corrections in ERP, 1C or WMS.
We do not post adjustments in your system ourselves unless you ask us to assist your staff. How adjustments are reflected in your accounts and tax records should be confirmed with your local accountant or auditor.
Preventing the same differences next time
Alongside the list, we summarise the patterns we saw, such as recurring unit errors, items often swapped or processes where documents lag behind physical movements. These notes help the warehouse and system teams fix causes rather than repeat the same adjustment after every count.
For companies reporting to a foreign parent, we can also present the results in a format that matches group reporting, with item descriptions in English alongside local names. This avoids a second round of translation and questions between the local finance team and head office, and gives both sides the same view of what was adjusted and why.
What you receive
- Mapped comparison of counted and system quantities
- Investigation notes for every significant difference
- Adjustment list with item, location, quantity, value and cause
- Summary of recurring causes and suggested process fixes
- Report in English, in Excel and PDF
Common questions
Which systems can you work with?
We work with extracts from ERP systems, 1C configurations and WMS platforms. A standard Excel or CSV export of balances and documents is usually enough.
Can you reconcile a count we did ourselves?
Yes, provided the count sheets or scanner files are available. We may suggest recounts of selected lines to confirm the largest differences.
Do you post adjustments in our system?
Normally your team posts them after approval. We can assist your staff on request, but approval remains with your company.