How to Record Physical Discrepancy

Use this workflow when a physical inventory count does not match the system quantity and the inventory record should be corrected.

When to use this workflow

Use Physical Discrepancy for a verified count difference that should increase or decrease inventory.

If the discrepancy is part of a scheduled cycle count, use How to Perform Cycle Count instead.

Before you start

Confirm:

• The part number is correct.
• The lot is correct when the part is lot tracked.
• The physical quantity has been counted and verified.
• The reason explains the discrepancy.

Steps

1. Go to Dashboard > Inventory > Adjustments.
2. Set Adjustment Type to Physical Discrepancy.
3. Enter or select the Part Number.
4. Select the correct lot if the part is lot tracked.
5. Review Old Quantity.
6. Enter the corrected New Quantity.
7. Enter a clear Reason.
8. Select Submit Adjustment.

Bulk entry

For multiple physical discrepancies, select Bulk Mode.

Enter each row with part number, lot when required, current quantity, new quantity, and reason. Submit only after each row has been reviewed.

What happens behind the scenes

PAX updates the matching inventory lot or no-lot record from old quantity to new quantity.

PAX inserts an inventory adjustment record with adjustment type Discrepancy. Inventory adjustment posting automation handles the accounting impact of the quantity and value change.

The adjustment reason becomes part of the audit history.

Related docs

• Adjustments Overview
• Inventory Lot Detail Overview
• Cycle Counting Overview
• How to Perform Cycle Count