Investigate stock differences and trace activity

Use Inventory differences to compare Zapstra Inventory Management' recorded stock with connected-store observations. Use Activity to trace the operations behind a quantity and inspect the relevant material or purchase order before deciding what to correct.

Reconciliation compares records. It does not physically count a shelf or prove that either system matches the goods in your warehouse. Use Stock Scan counting when you need a physical count, and stock quantities to understand available versus on-hand stock.

Prepare a useful comparison

1. Confirm the material matching and stock-pool setup. Two shops representing the same physical inventory must not be treated as two independent piles of stock.
2. Check which system controls inventory and whether stock updates are paused. Reconciliation is not a substitute for that decision.
3. Refresh the Shopify observations using Sync from Shopify on the Inventory page when needed. Wait for the preparation result rather than assuming the newest store quantity has already arrived.
4. Open Inventory → Tasks → Inventory differences and choose Run reconciliation.
5. Read the run's result and discrepancy details. A message that reconciliation started is not a completed comparison.

A failed or incomplete read must not be interpreted as agreement. Likewise, an empty result before a run is not evidence that your inventory is correct.

Read one material and pool at a time

The discrepancy grid groups a material at a stock pool and shows its recorded value alongside the shop observations. Several shop columns can describe the same underlying inventory. Do not add the numbers together to resolve a disagreement.

Inspect the timestamps and warnings where shown. No baseline yet means Zapstra Inventory Management has no established quantity for that position. A shop with no recent observed number is unknown, not zero. The run may also report observations that could not seed a baseline; investigate those separately rather than assuming they established stock.

The comparison can concern Available or On hand, depending on what the shop observation reports. Accepting a quantity applies the difference against that same measure; it does not invariably set physical on hand to the number in the grid. Check the matching stock measure when investigating, and seek help if the quantity basis is unclear.

For example, Zapstra Inventory Management records 72 each available of Kraft mailer in Main Warehouse while one shop reports 70 each available. First inspect the material's activity and any recent sales, receipts, movements or corrections. Determine whether you have an unprocessed update, a genuine quantity error or incorrect shared-location setup. Choosing a number without that investigation can carry the discrepancy into other shops.

Choose the correct resolution

On an open group, select Truth. The menu's wording identifies the system whose quantity you are choosing:

Choose the source you have verified. If a warning asks for acknowledgement, read its quantities and consequences. A warning that changes after your first attempt needs fresh review; do not keep confirming an earlier interpretation.

Pushing requires a recorded baseline. A push can also affect shops without a recent observation, and the confirmation calls out that situation. Do not infer that a blank shop column prevents an update.

After a push, distinguish the request from the result. The page can show write pending, write confirmed, write failed or status unknown. A success message may say updates will be confirmed on the next sync or that some shops were skipped because they were not writable. Inspect those outcomes rather than treating “pushed” as proof that every shop already displays the new number.

Resolve straightforward groups in bulk

For existing baselines, Resolve all unambiguous accepts eligible groups whose shop quantities agree and have no warning. For missing baselines, it can seed stock from the freshest eligible shop observation. Review that source, the confirmation and the number of skipped groups before proceeding; missing-baseline groups do not follow the same agreement check as existing stock.

The result separates resolved, warning, failed and already-resolved work. Review the remaining groups individually. A partial result is not permission to repeat every previous action; quantities may have changed or another operator may have resolved a row.

The page can also show sync-enablement controls labelled Arm and the states Armed or Not armed. These concern enabling future updates, not choosing the correct quantity. Follow the sync setup guide before using them. Resolving a mismatch, starting syncing and confirming a Shopify write are different outcomes.

Trace a stock change in Activity

1. Open Inventory → Activity. The page title is Inventory Events.
2. Choose All, Receives, Adjustments, Corrections or Reversals to narrow the event type. Review the product, pool, signed quantity, reference, reason and date.
3. Open an event row to inspect that material's activity. A linked purchase-order reference opens the source PO, where you can check its receipt history and related documents.
4. Compare the location and unit with the record you are investigating. A +24 event increases stock by 24 stock units; for Kraft mailer that is 24 each, not 24 cases.
5. Use pagination to inspect older activity. If a before/after balance is unavailable, use the event's signed change and current stock together; a missing balance does not mean it was zero.

From a material's stock-location actions, See all activity opens activity for the whole material, not just the pool where you opened the menu. Check the Pool column when several locations are involved.

Some material events offer Reverse. This is a consequential stock action, not a way to hide an event. Do not assume every source document has a matching undo: for example, the completed receipt screen does not offer receipt reversal. Confirm the appropriate correction against the source workflow, and seek Support if eligibility or the resulting stock effect is unclear.

Export or escalate an investigation

Choose Export movement history from Activity or Export reconciliation history from Inventory differences. Export count history is available from Inventory Tasks. These are report exports; use Data Exchange for the available filters and formats, and do not re-import a report as a stock correction.

If an action times out, reopen the original group and inspect activity and write status before retrying. For unresolved mismatches, retain the material, pool, affected shop, observed quantities, approximate times and source-document references. Use sync troubleshooting for paused or stale observations, or contact Support from Home.