Stock reconciliation, automated across WMS, ERP and portal.
Three systems, one stock figure. Variances show up the next morning, not at month-end.
Stock reconciliation runs every night, with stock from your warehouse system, ERP and customer order portal pulled and matched SKU by SKU. Matches clear on their own. Variances and missing items go to the stock controller with a likely cause, and nothing is adjusted without approval.
- Three-way match, SKU by SKU
- Variances flagged with a cause
- Adjustments approved by people
No upfront consultation fee. Free discovery and a free tailored proposal.
Three systems, three stock figures, one spreadsheet to settle them.
The warehouse system, ERP and customer order portal each keep their own stock figure. Someone exports all three, lines them up in Excel and hunts for differences, usually at month-end when the cause is hardest to trace.
Before: month-end spreadsheets
- Export stock from the warehouse system
- Export book stock from the ERP
- Download the customer portal listing
- Match SKUs by hand in a spreadsheet
- Investigate variances weeks after they happen
After: the reconciliation workflow
- Stock pulled from all three systems nightly
- SKU codes mapped and units converted
- Variances flagged with a likely cause
- Stock controller approves a fix or a recountYour team
- Adjustments posted with a reason and logged
Variances are caught the day after they happen, while the delivery note and the people involved are easy to find.
From three stock counts to one agreed figure.
Who does what each night. Inventory reconciliation automation pulls and matches the figures; the stock controller only sees what doesn't agree.
Matched SKUs need nobody's attention. Only variances above the tolerance you set reach the stock controller.
The workflow finds the gaps. The stock controller decides.
Pulling, matching and first investigation are automated. Every change to a stock figure is a decision for the person who owns the stock.
- Pulling stock from the warehouse system, ERP and portal
- Mapping SKU codes and converting pack sizes
- Matching stock line by line every night
- Suggesting a likely cause for each variance
- Posting approved adjustments with a reason code
- Approving or rejecting each adjustment
- Ordering bin or batch recounts
- Write-offs for damage and expiry
- Fixing SKU mappings between systems
- Agreeing portal stock with customers
No stock figure changes without the controller's approval.
- Adjusts stock without approval
- Writes off damaged or expired stock
- Changes figures in a customer's portal
Three stock systems, one reconciled view.
Each system keeps doing its job. The workflow sits between them, reads what each one holds and writes back only what the stock controller approves.
Google SheetsAudit log
GmailWarehouse systems, ERPs and portals differ in what their APIs expose. Where one has none, a scheduled export can feed the match instead.
API integrations →What manufacturers report after automating stock matching.
Published results from a manufacturer that automated three-way stock reconciliation across its own systems and a customer portal.
A food-packaging manufacturer after automating three-way matching across its warehouse system, ERP and customer order portal.
A food-packaging manufacturer with 67 staff, matching stock across its warehouse system, ERP and a customer order portal.
The same manufacturer's reported payback period for the reconciliation project.
- Reconciliation accuracy
- Variances found per week
- Days to resolve a variance
- Value of unexplained variance
- Order issues caused by wrong stock figures
What shapes an inventory reconciliation build.
Every plant tracks stock a little differently. These factors shape the matching rules and the effort involved.
- Systems
- Which warehouse system, ERP and portals hold stock, and their APIs.
- SKU mapping
- How codes, pack sizes and units differ between systems.
- Tolerances
- Which variances matter, by quantity, value or category.
- Timing
- Nightly, per shift or near real time, and cut-off rules.
- Batches and expiry
- Whether stock is tracked by lot, batch or expiry date.
- Adjustments
- Who approves, which reason codes, and what is written back.
Stock reconciliation questions.
Straight answers about scope, data, ownership and support. Can’t find yours? Ask us directly below.
What is stock reconciliation, and what does this automate?
It is checking that the stock in your records agrees across systems and with what is on the shelf. Here the warehouse system, ERP and customer order portal are compared SKU by SKU every night, each variance gets a likely cause, and the stock controller decides on the fix or a recount.
Does it replace our stock take?
No. A physical stock take still confirms what is on the shelf. Nightly matching narrows it down: differences between systems are found the day after they happen, so recounts target the bins and batches that disagree instead of waiting for a full count at month-end or year-end.
Which systems can it connect?
Most warehouse systems, ERPs and customer order portals, through their APIs where available. Where a system has no API, a scheduled export or report download feeds the match instead, so older systems can still take part. Each connection is confirmed during discovery, before any matching rules are written.
How are different SKU codes and units handled?
Through a mapping table that links each item across systems, including pack sizes and unit conversions, such as cartons in one system and pieces in another. Unmapped items are flagged for the stock controller to map once, and that mapping is reused every night after.
Does it change stock figures on its own?
No. It proposes adjustments with a likely cause, and the stock controller approves, rejects or orders a recount. Approved changes are posted with a reason code and the approver's name, and write-offs for damage or expiry stay a decision for your team.
Is our stock data secure, and is there an audit trail?
Yes. Stock data stays in your own systems, and the workflow gets only the access it needs to read figures and post approved adjustments. Every match, variance, approval and adjustment is logged with the date, reason code and approver, which supports year-end stock figures for your auditors and LHDN tax computation.
How much does it cost, and how long does it take to set up?
It depends on how many systems hold stock, how messy the SKU mapping is, whether you track batches and expiry, and how adjustments are written back. We prepare a private quote after a free discovery session on your SKUs and systems. Most projects start with one product category on a nightly match, then extend to the full SKU list.
Is this better than inventory reconciliation in Excel?
For more than a handful of SKUs, usually yes. Spreadsheet matching tends to happen weekly or at month-end, when causes are hard to trace, and depends on one person's formulas. The automated match runs nightly with the same rules each time, and Google Sheets can still hold the results if your team prefers working there.
More showcases you might like.
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See the workflow →Map your stock matching.
Send us recent stock exports from each system and tell us where the figures disagree. We'll show you how the matching would work for your SKUs. No obligation.