Reconcile stock before correcting it
Compare the count with the balance at the same point in time. Explain intervening receipts and issues, then keep any unresolved difference open for review.
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Compare quantities at the same moment
This calculation separates an explained transaction difference from an unexplained stock variance.
The first gallery view shows this calculation in the Jodoo reconciliation register, with a separate unresolved glove count and a confirmed zero-stock location. The physical count is also 22, so the unexplained variance is zero. If the two-box issue was already reflected in the starting 24, subtracting it again would be wrong. The transaction’s posting and effective time matter.
Work through the reconciliation in Excel
Stock reconciliation workbook
Enter snapshot quantities, later receipts and issues, and physical counts. Inspect the remaining variance before recording a decision. Fictional examples are included.
The workbook includes blank and worked-example sheets. It deliberately leaves results unavailable when a required stock input or physical count is missing. A decision reference records a review; it does not certify an accounting entry.
Do not force every difference into an adjustment
Swipe horizontally to see all columns →
| Situation | Why it matters | Next step |
|---|---|---|
| A receipt is recorded twice | The expected quantity is overstated before the count is compared. | Reconcile the source document and posting; do not correct physical stock to hide a duplicate. |
| Stock moved between bins | The total may match while each location is wrong. | Reconcile both locations and record the transfer evidence. |
| An item has no starting balance | A difference cannot be calculated reliably from an assumed zero. | Establish the snapshot source or keep the row visibly unresolved. |
| A later transaction changes the balance | An older proposed adjustment may now overwrite valid activity. | Reconcile the newer quantity before approving the pending correction. |
| The unit differs | A numeric difference may represent packaging, not missing stock. | Confirm the unit and conversion rather than adding unlike quantities. |
Keep the supporting records close to the decision
The evidence
Select the original count in the reconciliation worksheet to bring in its SKU, location, snapshot and observed quantity. Add receipts and issues not already included; Jodoo calculates the expected stock and unexplained difference. Keep the count run, original line, recount and movement references linked. An explanation should identify the actual receipt, issue or location check rather than a generic note saying the variance was reviewed.
The authorized change
A reconciliation result does not authorize a change. If a difference remains, use the discrepancy review and adjustment approval. Jodoo can route the reviewed correction through an approval task and preserve the resulting before-and-after record. The sample updates its own balance; decide separately how an authorized change reaches your stock ledger and how integration failures will be handled.
Getting reconciliation right
Which receipts and issues belong in the reconciliation?
Include only movements between the snapshot and the count that are not already reflected in the snapshot quantity. Match SKU, location, unit and timestamp. Adding an already-posted receipt again creates a new error rather than explaining the original one.
Why can the stock count and book balance both be correct but differ?
They may describe different moments or locations. For example, 24 boxes at the snapshot less two documented issues equals 22 boxes at count time. Reconcile that timing before treating the two-box difference as unexplained loss.
Does the Excel workbook post inventory adjustments?
No. It calculates expected stock and the remaining variance. A decision reference records the review, but the workbook does not post stock or accounting entries. Use your authorized adjustment procedure for any resulting correction.
Can different units be combined into one total?
Do not add boxes, pieces and kilograms as if they were interchangeable. Reconcile each item-location in its established unit. Document and check any required conversion before combining quantities.
Continue with the related inventory work
Keep the explanation with the correction
Start with the reconciliation, then inspect how Jodoo retains the decision and exact resulting sample balance.