In this article
Running the report
Open Inventory → Reconciliation. It runs immediately and shows what it found.
The report is read-only. Opening it changes nothing, so you can run it as often as you like — before a deploy, after a big delivery, or whenever a number looks wrong.
It is available to owners and to anyone with organization-wide access. It is deliberately not shown to branch-scoped users: an honest integrity report has to look at every location at once, and that is exactly the data branch scoping exists to keep private.
How findings are ranked
Findings are grouped by how much they should worry you, most severe first.
Something crosses a boundary it never should — stock attached to another business, or a movement recorded twice. Stop and investigate before trusting any number.
Real corruption: negative stock, receiving more than was ordered, a count reconciled twice. Fix each one deliberately; the system will not do it for you.
Probably explainable, worth confirming. Often an item edited before this became strict, or an old order received outside the current flow.
Expected on an older account. Stock recorded before warehouses existed. Not damage — just work still to do.
Context, not a problem. Old records missing detail that newer ones always carry.
Each finding shows a count and up to ten example rows, plus a short note on what to do about it. A clean report says so plainly.
What the system repairs by itself
Exactly one thing: recalculating each item's total from its warehouse counts. That total is defined as the sum of the warehouses, so recomputing it cannot lose information — the value it replaces was already wrong.
Owners see a Recompute rollups button when there is anything to fix. Items with no warehouse counts are skipped, so unplaced legacy stock is never zeroed by it.
What it will never do
Everything else is reported and left alone, on purpose. These all require a decision about your physical inventory, and a decision made by software is a guess:
- Choosing which warehouse unplaced stock belongs in
- Zeroing or “correcting” a negative quantity
- Merging duplicate rows, products, or equipment
- Deleting anything from the movement history
- Inventing a supplier, a receiving warehouse, or a receipt that never happened
- Marking material consumed, returned, or received on your behalf
When you do correct one of these, do it through a stock action — an adjustment with a reason, a transfer, a return — so the correction itself is recorded. Nothing in Inventory changes without leaving a trace.
Placing unplaced legacy stock
Unplaced legacy stock is listed on the same page with a warehouse picker beside each item. Choose where the units actually are, confirm the quantity, and place them.
- The units are recorded as an opening balance in that warehouse, so the item's history starts honestly.
- Partial placement works. Place what is at one site, then place the rest at another; the remainder stays listed until it is all placed.
- Placing the same amount twice does nothing the second time, so a double-click cannot double your stock.
- Once fully placed, the item is warehouse-tracked and behaves like everything else — its quantity field becomes read-only.
See Understanding Inventory quantities for what changes afterwards.
If you have no warehouse yet
Stock has to live somewhere. If your business has no warehouse, the reconciliation page shows a setup panel where the owner can create the first one — named after your primary branch by default.
Creating it moves no existing stock. Your current quantities stay exactly as they are, labeled as unplaced, until you place them deliberately. Creating the warehouse twice is harmless; the second attempt just returns the one you already have.