Overview: Inventory Count and Reconcile

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This walkthrough is for inventories done while no other transactions are being processed between the inventory batch being closed and finalized.

An Example of a Physical Inventory Walkthrough

1. Go to Inventory>Reconcile Inventory . On the bottom left of the search panel, select Warehouse and choose the warehouse you will be reconciling.


2. Select the closed inventory batch if available; if not, then select the open inventory batch and click on Inventory13.png. Using the drop down arrow, select the date as the ‘Cutoff Date’. Then click the command button Okay.

3. Now that you have a closed batch, we can begin entering counts. Print the ‘Physical worksheet’ or ‘Physical Worksheet by Supplier’ report and count all products in the warehouse.

4. Using the completed physical worksheets, enter the counts manually on the ‘Count’ panel in the closed inventory batch. The top portion of this panel will show you what has been entered so far and all entry will be done at the bottom.


Enter the item’s total count in cases, and add to count list, then enter the count for bottles.

5. Once all of the items have been entered, you can use Inventory7.png to force all items that you did not count (aren’t in the warehouse) to have a “counted” amount of zero. You want to do this anytime you are doing a full inventory of the warehouse.

6. Now you can move on to the ‘Reconcile’ panel, where you will take a look at the overages or shortages. Click on the ‘+/-‘ field heading to sort the items by over and short. (The biggest variances will then be at the top and bottom of the list.)


For your first inventory you will probably see many products with some variance listed, but you will want to look closely at items with large variances. The example above shows a shortage of 267 cases and 9 bottles on item #2327.

It could indicate that a necessary transaction wasn’t included. Perhaps a transfer out is still in the waiting to be sent queue in the transfer tracker? If so, move the transfer through the queue, then include the transfer in the closed batch.

This could also indicate that some of this product was missed while counting and that someone should double check the count by actually going to the warehouse and counting it again.

Counts panel à Delete all counts for selected items à enter recounted quantity.

Show the audit trail.

7. You will need to write off the remaining over/short items in the ‘Reconcile’ panel before finalizing. Select the items to be written off (or select all items to process at once*) and enter the write-off reason Inventory9.png then click Inventory10.png.

8. Once all issues have been addressed you can Inventory11.png which will update the inventory. This batch cannot be changed after finalized.

Additional Information

2a. Selecting today’s date will automatically include delivered orders, purchases that have at least been received, transfers-out that have at least been sent, and transfers-in that have been received as of “today”. So, theoretically, there shouldn’t be any manual moving of transactions between the batches unless something does not have a proper status (i.e. a purchase that has been received into the warehouse, but eoStar has not been updated to reflect this)

2b. Orders that have been picked, but are still waiting for delivery confirmation are automatically excluded. Therefore, these items should be counted with the rest of the warehouse inventory.

7a. Once you process write-offs, the +/- column will now be cleared and the write-offs will show in the ‘Write-offs’ panel. (You will need to click on the Write-off# in order to view the items included in the write-off.)