What happens if my inventory level is incorrect?

An inventory discrepancy is a difference between what the system shows and what is actually on site. This is investigated before any conclusions are drawn, because in the vast majority of cases, nothing is missing and the discrepancy is due to an error in the records.

Where Differences Usually Come From

• A shipment that differed from what had been reported
• Two variants under the same part number
• An item without a scannable barcode that was processed manually
• A return that has been received but has not yet been reviewed
• An item that was returned to the wrong location

It is striking how often the discrepancy arises at the time of delivery, rather than in the warehouse itself.

How It's Determined

If there is a discrepancy, the location is checked and the transactions for the item are traced back: what was received, what was picked, and what was returned. These steps are recorded in Picqer, so they can be verified rather than reconstructed.

If the discrepancy is due to an incorrect delivery, the inventory level is adjusted to reflect what was actually received. That way, you know right away that you need to contact your supplier rather than searching the warehouse.

What You Can Do About It Yourself

You can prevent most issues up front: use unique item numbers, assign a separate barcode to each variant, and make sure your shipping records match what you’re actually sending. Count your inventory before it enters the warehouse, so you start with a figure you can rely on.

Check back often

Check your inventory levels from time to time in your account, especially for items that are selling quickly or that you’ve just restocked. A discrepancy you notice this week is a simple inquiry. The same discrepancy three months from now will require sifting through hundreds of orders.

Counting without interrupting operations

A inventory count doesn’t have to mean the warehouse has to close for a day. Individual locations can be counted on an as-needed basis—for example, for items that previously showed a discrepancy or that have just been restocked. If you’d like to conduct a more comprehensive count on a regular basis, agree in advance on how often and which items to include, so it fits into the schedule.

What the agreement says

The agreement and the terms and conditions specify who is responsible for what in the event of damage or loss. The inventory is insured; the terms of that insurance are part of the agreements you make. Be sure to review that point before you sign, not when you actually need it.