A repeatable stock check
How to reconcile physical stock with your distribution records
A stock difference needs a clear explanation before another adjustment is entered. Count the same product and unit, choose the correct stock account, and review the transactions included by your selected report. DistributorFlow has processing and approval-based stock views that can represent different stages of the work.
See the current packages and allowances before you choose.
What should you count before opening the report?
Identify the exact product and stock account, then count in the unit used by that product record. Check pack sizes and units per box. Ten cartons and ten individual units are different quantities, even if the product name is the same.
Identify the record
Match the product name, size or variant and the intended account.
Agree the unit
Check the configured units and how quantities were entered on stock invoices and orders.
Record the physical count
Use the same counting point for the shelf, stock room or account you are reviewing.
Choose the report
Review whether its rules follow processing or approved stock and orders.
How does the approval-based stock calculation work?
The approval-based report uses approved stock-invoice quantities and subtracts approved orders that use stock. With 100 approved units added and 30 approved units ordered using stock, the illustrative balance is 70, assuming no other approved entries or adjustments.
This calculation is not a claim about every stock view. An approved order can still be waiting for seller processing; check the operational view under its own processing rules. A delivered-order count and a product quantity are also different measures.
| Record | Quantity | Effect in this example |
|---|---|---|
| Approved stock added | 100 | Adds 100 |
| Approved order using stock | 30 | Subtracts 30 |
| Draft stock invoice | 20 | Not included as approved stock |
| Approval-based available quantity | 70 | 100 - 30 |
What should you review when the count differs?
Check pending stock invoices, the selected account, product units and orders still waiting for the relevant stage. Look for a duplicated entry or goods recorded in a different account. Use the known records to explain the difference before entering another stock adjustment.
- Was the stock invoice saved but still awaiting approval?
- Does the order use stock in the report being reviewed?
- Were the quantities entered as boxes or individual units?
- Are you comparing the same account and transaction stage?
- Is the same movement already recorded in another invoice?
How do you finish the reconciliation?
Correct the identified record through an authorised workflow, then recheck the chosen report and physical count. Keep the explanation with the adjustment when the form supports it. If a purchase payment is missing, review that financial record separately; paying a purchaser is not another receipt of the same goods.
Your next step
Try the workflow with your own business
Start with a small product list and a trial customer. Check stock, delivery, receiving and any local requirements before a wider rollout.