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Periodically reconcile ledger balances with physical inventory counts to maintain strict control over spoilage, spills, and shrinkage.

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1. Conducting a Physical Spot Audit

  1. Navigate to Inventory → Spot Audits → Click + Start Audit.
  2. Select target Storage Location (e.g. Bar) and item category.
  3. System generates a physical count worksheet displaying expected quantities based on active FIFO lots.
  4. Audit staff count physical items and enter Actual Qty.

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2. Registering Stock Variances & Variance Reasons

If Actual Qty ≠ Expected Qty:
  • System calculates Variance Qty = Actual Qty - Expected Qty.
  • Audit staff must select a mandatory Variance Reason (VarianceReason):
  1. Click Commit Audit Variance.
  2. System posts a WASTE or ADJUSTMENT movement to align system stock with physical reality.
All committed variances write an immutable entry to the audit log. Unexplained variances populate management alert dashboards for loss prevention review.