Reconciliation

Fix inventory discrepancies between your physical counts and OrderDay records.

Overview

Reconciliation helps you:

• Correct inventory when counts don't match
• Track adjustments with a complete history
• Undo mistakes within 24 hours
• Maintain accuracy across systems

Perfect for cycle counts, inventory audits, and correcting receiving errors.

Why Reconcile?

Inventory discrepancies happen for many reasons:

• Receiving errors - Wrong quantities entered
• Shrinkage - Theft, damage, or loss
• System sync issues - Shopify and physical counts drift
• Expired products - Items removed but not recorded
• Counting mistakes - Human error during audits

Reconciliation lets you correct these issues with full traceability.

Reconciliation Workflow

Step 1: Find the Product

Navigate to the product or batch that needs adjustment:

• From Inventory page - search and select product
• From Expiry Tracking - click a specific batch
• From Order Day - click the inventory amount

Step 2: Open Reconciliation

Click the Reconcile button or icon to start the adjustment.

Step 3: Enter Actual Count

Field	Description
Current system quantity	Shown for reference (read-only)
Actual quantity on hand	Enter your physical count
Difference	Auto-calculated (actual - current)
Reason	Why the adjustment is needed

Step 4: Save Adjustment

Click Save to apply the reconciliation.

The system immediately:

• Updates the inventory quantity
• Records the adjustment in history
• Syncs to Shopify (if configured)
• Starts the 24-hour undo window

Adjustment History

View all reconciliation history from the Reconciliation History section:

Column	Shows
Date	When adjustment was made
Product	Item that was adjusted
Before	Previous quantity
After	New quantity
Change	Difference (+/-)
Reason	Explanation provided
By	User who made the adjustment
Undo	Available for 24 hours

Filtering History

Filter the history table by:

• Date range - Last 7 days, 30 days, custom
• Product - Search for specific items
• Adjustment type - Increases, decreases, or all

Undo Window

Made a mistake? You have 24 hours to undo any reconciliation.

How to Undo

1. Find the adjustment in Reconciliation History
2. Click the Undo button (clock icon)
3. Confirm the undo action
4. Inventory reverts to previous quantity

Undo Limitations

• Must undo within 24 hours
• Cannot undo if subsequent reconciliations affect the same batch
• Undo is recorded in history as a separate adjustment

After 24 Hours

Once the undo window expires:

• The adjustment becomes permanent
• Undo button is removed
• Create a new reconciliation to make further changes

Auto vs Manual Adjustments

The history shows two types of adjustments:

Manual Adjustments

• Made by users through the Reconciliation interface
• Include a reason entered by the user
• Can be undone within 24 hours

Auto Adjustments

• Made by the system automatically
• Examples: Shopify sync corrections, expired batch removals
• Marked as "System" in the "By" column
• Also include 24-hour undo window

Best Practices

1. Document reasons - Future you will thank present you
2. Reconcile during slow times - Avoid mid-rush adjustments
3. Use consistent language - "Cycle count", "Damage", "Expired" etc.
4. Review regularly - Check history for patterns
5. Act fast on mistakes - Use undo window while available

Common Reasons

Here are common reconciliation reasons to maintain consistency:

Reason	When to Use
Cycle count	Regular inventory counts
Receiving correction	Fix receiving entry errors
Damage	Products damaged and removed
Expired	Products past expiry date
Shrinkage	Unknown loss (theft, etc.)
Found stock	Discovered unrecorded inventory
System sync	Correcting sync discrepancies

FAQ

Q: Does reconciliation update Shopify inventory?

A: Yes, if you have Shopify sync enabled, reconciliations push to Shopify immediately.

Q: Can I reconcile multiple products at once?

A: Currently, reconciliation is done one product at a time for accuracy. Bulk reconciliation is on the roadmap.

Q: What if I need to undo after 24 hours?

A: Create a new reconciliation adjustment to correct the quantity. The history will show both the original and correction.

Q: Who can see reconciliation history?

A: All users with inventory access can view reconciliation history. Actions are logged with the user who made them.

Related

• Expiry Tracking - Manage perishable inventory
• Mobile Receiving - Log incoming shipments
• Inventory Management - Overview of stock tracking