1. Fix the product, location and time
Choose one product code with its exact variant and location. Record the physical count time and the time of the system snapshot. If receiving or dispatch continued between them, a difference does not automatically indicate an error. Compare the same boundaries.
- Product code, size, colour or other variant.
- Warehouse, bin and lot where applicable.
- Unit: individual item, pack or kit.
- Count time and subsequent stock movements.
2. Identify the metric
Find the field definition in the report or configuration. Physical, available and forecast stock answer different questions. Forecasts may include future movements, while availability depends on reservation rules. Compare the count with a metric describing the same state of the goods.
One product, three different measures
Illustrative data: 12 units on the shelf, with 5 reserved. No new receipts or dispatches occur in this example.
Scroll horizontally to read the table.
| Measure | Value | Meaning |
|---|---|---|
| Physically on the shelf | 12 | The count at a defined point in time. |
| Reserved | 5 | Five of those same 12 units are allocated to orders. |
| Available under this example’s rule | 7 | 12 minus 5. This does not mean five units are missing. |
Takeaway. If ERP reports physical stock of 10 while the shelf holds 12, reservations do not explain it. Check movement history and recording times next.
3. Reconstruct the movement history
Review operations since the last agreed quantity. For each movement, compare the product, quantity, status, source and destination. Pay particular attention to partial operations. Goods that physically moved may still appear in the previous bin if the transfer was never completed in ERP.
- A delivery was physically received but not confirmed.
- A transfer or dispatch was only partially completed.
- A return entered a different location or status.
- Damage, write-offs or production movements are incomplete.
- An integration repeated or missed a movement.
4. Check when adjustments are applied
Counting and applying an adjustment are separate actions. Odoo documentation notes that stock movements can occur between them. Account for movements after counting before confirming an adjustment. The principle helps with diagnosis, but specific controls and fields depend on your ERP version and configuration.
5. Record the cause and follow-up
Retain the count, reviewed movements and explanation of the difference. Record an unknown cause as unknown. If an adjustment is needed, follow the agreed procedure with the person responsible for inventory records.
Then check the underlying cause: for example, whether receipts still remain unconfirmed at shift end. Assign an owner and a follow-up date. Changing a quantity without fixing the process does not prevent another discrepancy.
A checklist for the team
Use these questions in your first review. Missing answers are a reason to gather information before making broad quantity corrections.
- Same product, unit, location and point in time?
- Physical stock and availability clearly distinguished?
- All movements since counting accounted for?
- Open operations, returns and reservations reviewed?
- A supported cause, an owner and a follow-up check recorded?
Official sources
Primary sources for definitions and further reading. Routio’s practical examples are educational, not customer case studies. Verify system configuration against the documentation for your version.