Reconciling an audit

Reconciling is the final step of an audit. It’s where you review what was counted against what the system expected, and approve the adjustments that make your recorded stock match the physical count.

Before you begin

• Reconciling is permission-controlled and is often restricted to supervisors, because it’s the step that actually changes stock levels. If the Reconcile page is unavailable, ask your administrator to check your role.
• Finish counting first. Reconcile against the same scope you counted under, whether that’s an audit window or the same site, location, and dates set directly on the Audit page, and be sure the count is complete for the area you’re about to commit.

Caution

Reconciling is not reversible from this page. Once you save, the approved adjustments are written straight to your live on-hand quantities: there is no single “undo.” A mistake has to be corrected afterward with a separate inventory adjustment, so review carefully before you save.

Open Reconcile and fetch the items

1. Open Audits → Reconcile.
2. Choose the Audit Window you counted against, or match the same Site and Location and date range you used on the Audit page if you counted without one.
3. Click Fetch to load the counted items.

Review counted vs. expected

The grid lays the numbers side by side so you can see exactly where reality and records disagree:

• Expected — what the system thought you had.
• Discrepancy — the difference between the count and the expected quantity, so problem items stand out.
• Checked Out — how much of the item is currently issued out.
• Reconcile quantity — the value that will be applied when you reconcile.

You can click a date in the row to open its history if you want to see what happened to an item before committing (a quick way to sanity-check a surprising number).

Note

On the Basic edition the Audit Window selector may be hidden and you’ll reconcile by site and location instead. The review-and-approve step works the same either way.

Approve the adjustments

1. Tick the items you want to reconcile. Items tracked by serial number, lot, or date code can be expanded to reconcile each tracked detail.
2. Review the reconcile quantities one more time.
3. Click Reconcile to apply the adjustments.

Once you click Reconcile, Wasp Inventory updates your on-hand quantities so your records match what you counted. That’s the whole point of the audit: your stock levels are now trustworthy again.

Caution

Reconciling changes your recorded stock quantities. Double-check the counts before you click Reconcile, especially any large discrepancies, since those corrections flow straight into your live inventory.

Tip

A big, unexpected discrepancy is often a clue rather than a simple miscount: a mis-scanned location, stock filed in the wrong bin, or a transaction that never got recorded. It’s worth a quick look before you reconcile.

Troubleshooting

• Fetch returns no items. Confirm you’ve matched the same scope you counted under (the same Audit Window, or the same Site, Location, and dates), and that the date filter isn’t excluding your counts. Items only appear here once they’ve been counted.
• A discrepancy looks wrong. Open the row’s history before committing. A large gap is often a mis-scanned location or a transaction that landed after the count rather than a genuine loss: reconciling would then “correct” a number that was actually right.
• I reconciled the wrong quantity. Because reconcile writes directly to your stock, there’s no undo here. Correct it with a separate inventory adjustment, which also lets you record a reason for the change.
• The tracked details won’t reconcile. Items tracked by serial number, lot, or date code have to be expanded and reconciled at the detail level, not just at the top row.

Related

• Running an audit — count before you reconcile
• Audits overview — the full workflow
• Adjust inventory — correct a mistaken reconcile