Como você lidaria com discrepâncias entre contagens físicas e registros digitais durante auditorias de estoque?

As an Inventory Analyst, a verification should be done from physical receiving of the stock, capturing onto the ERP system to ensure that the quantities physically receipted is what is captured and it ends to with the binning. This is a 3 way verification of stock accuracy. If the 3 way matching does not point out any errors, you run a stock transaction history on issuing, possibility can be that the issuer picked more or less stock, resulting in the discrepancy. This can be followed up with the end-user’s or customers. To minimize or eliminate all these stock variances, one needs a strong approach on how inventory should be managed. Daily cycle counts, raw audits and area of responsibility are tools that can be used to control inventory.

In order to correct discrepancies, an investigation from the start of transactions, stock in transit, to when the stock was received is crucial. Once the error is identified, the system count can be corrected to balance off counts.

Place the missing inventory on hold to avoid allocations. Recount. Review cycle count history for the item Ignore discrepancies below a certain threshold and wait for cycle counts to catch up. Count nearby bins. #1 error is put away to wrong bin Check UOM Research receiving and put away history. Cycle count empty bins. If it has something in it, its found inventory. You'll proactively solve many problems with empty bin counts Reconcile routinely via row counts, not item counts; Item counts tell you to look where it isn't

Sempre que ocorrerem divergências, faz-se uma investigação, primeiro na conferência dos registros digitais e na acuracidade da contagem física. Em seguida, permanecendo as inconsistências, rastreia-se item a item, analisando o histórico de movimentações físicas e contábeis para identificar onde ocorreu a falha. Após este entendimento, realiza o ajuste contábil para corresponder ao saldo físico; seguido de medidas corretivas, com os responsáveis, visando evitar recorrências.

If encountered a difference in physical vs record stock of inventory,first we need to check starting from inward of the material if any mismatch article arrived at the point of inwarding itself and then also need to check during outward if any mismatch of article is dispatched which is a major reason for difference. To maintain inventory stock in a fruitful manner operations should be frutile and very much careful,doing cycle count and PV at regular intervals

Investigar o fato até a raiz e propor mudanças no processo atual, pegar evidências sobre o problema ocorrido e abordar em uma reunião junto a toda equipe, se houve falha humana o colaborador que cometeu o erro deve explicar para a equipe o ocorrido, não como forma de punição, mas sim de aprendizado junto a equipe. Agora se o erro foi algo sistêmico é bom conversar com a empresa responsável do software para implementar travas de segurança para impedir tal problema.

Investigate: If the discrepancy remains, investigate the possible causes. Here are some common reasons: Theft Human Error Damage Misplaced Items

We need to know how much discrepancy has came out after will every transaction for more clarity, may be some system error has double entry of some product or any not updated entry in system.

If it is a specific human error, it is corrected. But in the case of continued error, verify codes or references associated with product families and establish an auto control system.

After identifying errors, it's crucial to analyze their underlying causes. Determine if the issue was a one-time mistake or indicative of a larger systemic problem. Evaluate factors like employee training, inventory management efficiency, and clarity in stock receiving and recording procedures. This understanding helps develop strategies to prevent future discrepancies. Engaging in cross-departmental communication ensures alignment and proper functioning in all aspects of inventory handling. By addressing these root causes, we can create a more reliable and accurate inventory system, reducing the likelihood of recurrent issues and improving overall operational efficiency.

While understanding what caused the discrepancy is important, inventory accuracy is of the highest importance. Updating your records in compliance with your company processes and policies should be done as soon as possible to ensure the data matches reality and efficient resupply can be handled if needed.

Reconcile: Once you've identified the cause, update your records accordingly. 1. If it was a counting error, correct the physical or digital count. 2. If it was theft, report it and update your inventory to reflect the loss. 3. If it was damage or a misplaced item, adjust your inventory and take steps to prevent the issue from happening again

At the same time of correct counting, the correction is implemented in the system with the real stock. If it cannot be done at the moment, consider a period that is as short as possible.

Evaluate receiving protocols to confirm accurate documentation upon arrival. Review put-away procedures for consistency, ensuring items are stored and recorded correctly. Analyze shipping practices to verify that orders are picked and logged precisely. Regular training and cross-functional audits help maintain consistency and minimize discrepancies. For instance, at a previous company, we discovered significant discrepancies during an audit. By collaborating with the receiving team, we found that incoming goods were not consistently logged. Implementing a double-check system where two team members verified each shipment upon arrival reduced our discrepancies by 40% within three months.

Sempre que ocorrerem divergências, faz-se uma investigação, primeiro na conferência dos registros digitais e na acuracidade da contagem física. Em seguida, permanecendo as inconsistências, rastreia-se item a item, analisando o histórico de movimentações físicas e contábeis para identificar onde ocorreu a falha. Após este entendimento, realiza o ajuste contábil para corresponder ao saldo físico; seguido de medidas corretivas, com os responsáveis, visando evitar recorrências.

During receiving and issuing of physical inventories you should ensure that the inventory system is be feed/ updated on time, that's one of the major contribution that cause inventory varience,

Avoiding errors in the future requires continuous training of warehouse staff in coding systems and smart warehouses. Trust the management to completely trustworthy personnel.

When sharing errors and correcting them, department managers must be informed so that they can pass the information on to all the personnel involved.

Sempre que ocorrerem divergências, faz-se uma investigação, primeiro na conferência dos registros digitais e na acuracidade da contagem física. Em seguida, permanecendo as inconsistências, rastreia-se item a item, analisando o histórico de movimentações físicas e contábeis para identificar onde ocorreu a falha. Após este entendimento, realiza o ajuste contábil para corresponder ao saldo físico; seguido de medidas corretivas, com os responsáveis, visando evitar recorrências.

First of all we need to avoid manual entry of incoming material after missing a barcode scan of one or two items, This will help you match physical count and system stock. ABC analysis and fixed allocation also helps to control inventory accuracy. After inventory reconciliation, We need to do the root cause analysis of the missing stock by checking shipments, finally stock adjusted by matching physical with system this is considered as inventory shrinkage.

Lets try to understand using a simple example. Imagine you have a big box of your favourite toy cars. You think you have 10 cars, but when you count them, you only find 9! That's like an inventory discrepancy. Think of it like this: The Box: This is like the digital record, where you keep track of how many cars you think you have. Counting the Cars: This is like the physical count, where you actually see how many cars are really there. When the number in the box (digital record) doesn't match the number of cars you count (physical count), that's a problem!

The only way to decrease discribency between physical and record amounts is to hire a person dedicated to do audit goods by his own hands and to care about receiving and shipping also when catch an error must follow up till end and correct not to hide it without solving and this need high communication skills and analytical skills.