Physical stock differs from ERP records: what should you check before adjusting it?
A discrepancy is a question to investigate
When a warehouse count is lower than the ERP quantity, first establish which goods were counted, where and when, rather than who can edit the figure. This article offers a preparation workflow for investigating discrepancies without concluding from one count that stock was stolen, an employee was at fault or an accounting loss has occurred.
Recording a count is separate from applying it
Odoo 18 documentation distinguishes recorded quantities, counted quantities and differences; recording a count does not immediately apply the adjustment. This is an example from one software version, not confirmation that every ERP has the same screens or permissions. Ask the implementation team which step records a count and which changes the operational quantity.
Define the scope and comparison time
Include product code, location, unit, relevant lot or serial number, and count time on the count sheet. If receipts or dispatches continue during counting, agree with the responsible team how movements will be recorded. Do not compare a morning report with an afternoon count while ignoring movements between them. Distinguish goods awaiting inspection, returns and third-party goods according to the facts.
Trace a small discrepancy first
Suppose a nine o'clock report shows 50 units but a ten o'clock count finds 47. A dispatch document for 3 units has not yet been entered. This may explain the difference once the document and actual timing are confirmed. Do not record both that dispatch and a downward adjustment of 3 units for the same event without checking, as the reduction could be duplicated. Keep unexplained differences pending investigation.
Require a reviewer and a reason
The reviewer should examine the count, movement documents and proposed adjustment reason, with the effective date determined through the business's accounting process. Avoid using only a generic discrepancy note for every case. If a recount is needed, retain the first result and explain the difference. Approval responsibilities should match actual duties and system permissions.
Test traceability before rollout
Before extending the process across the warehouse, test representative items with matching counts, discrepancies and pending investigations. Check how the recorder, reason and supporting records can later be retrieved. Discuss this workflow with Chawinnix within its accounting and ERP services, with warehouse and accounting teams agreeing on acceptance criteria. Making two figures equal does not establish that the root cause has been resolved.
