Find why the stock count is off
Compare a count with the ledger, check recent movements and list likely causes before anyone adjusts a number.
Operations · Wholesale and distribution · When you ask · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you find an inventory discrepancy?
To find an inventory discrepancy, send Maito the count file in Slack. It compares the count with the ledger, checks recent receipts, returns and transfers, and lists the likely cause for each variance with the net units and cost. You get the list before anyone adjusts a number.
How it's done today
Staff overwrite the system total to match the shelf and never write down why.
What Maito does
- Compare the count sheet with the ledger
- Check recent receipts, transfers and returns for each variance
- Rank likely causes
- Ask for a recount on big gaps
Example
Loop run: None
@Maito the Oct 16 count is off on 5 SKUs. Why? Count file attached.
Five variances, net minus 31 units, $412 at cost. • PK-204 counted 88, ledger 112 (minus 24). A return of 24 from Stark Logistics on Oct 14 was received but never put away. Likely sitting at the dock. • PK-310 counted 40, ledger 43. Transfer T-0877 shows 3 units out and no receipt. • PK-118 plus 2, PK-090 minus 4 and PK-422 minus 1: no matching movement. Probably miscounts. Catch: PK-204 was adjusted down on Sep 18 for the same amount. That is the second adjustment for the same cause. Source: count file, ledger and receipts since Sep 1. I'd recount PK-204 at the dock and PK-090 before adjusting anything.
@Maito agreed. Put the recounts on Tuesday's list.
Added both to Tuesday's count list. I'll leave all adjustments untouched until you approve them.
Marco (10:02 AM):
the Oct 16 count is off on 5 SKUs. Why? Count file attached.
Maito (10:09 AM):
Five variances, net minus 31 units, $412 at cost.
• PK-204 counted 88, ledger 112 (minus 24). A return of 24 from Stark Logistics on Oct 14 was received but never put away. Likely sitting at the dock.
• PK-310 counted 40, ledger 43. Transfer T-0877 shows 3 units out and no receipt.
• PK-118 plus 2, PK-090 minus 4 and PK-422 minus 1: no matching movement. Probably miscounts.
Catch: PK-204 was adjusted down on Sep 18 for the same amount. That is the second adjustment for the same cause. Source: count file, ledger and receipts since Sep 1.
I'd recount PK-204 at the dock and PK-090 before adjusting anything.
Marco (10:15 AM):
agreed. Put the recounts on Tuesday's list.
Maito (10:16 AM):
Added both to Tuesday's count list. I'll leave all adjustments untouched until you approve them.
How to set it up
- Set up
Nothing to set up. Ask in Slack or by email whenever you need it.
- Connect inventory system
- Airtable
- Shopify
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
A likely cause is a lead, not a verdict. Maito can't see stock that was moved or damaged without being recorded.
Questions
Your count file in Slack or email. It reads the ledger from Airtable or Shopify through MCP, and your spreadsheets.
No. It only explains the variances. Adjustments stay with the person who owns the count.
It says so for that SKU and suggests what to check, such as a recount or a look at the dock.
