How to Record Discrepancies with Stock Mobile

How to Record Discrepancies with Stock Mobile

Table of Contents

• About
• Creating or Resuming a Discrepancy 
• Adding Items to a Discrepancy
• Editing or Removing an Item from a Discrepancy
• Processing the Discrepancy
• Viewing Historical Discrepancies
• Points to Note 

About

Within Stock Mobile, available with Sysnet Cloud, the Discrepancy function allows you to quickly adjust stock quantities using a mobile device. Once processed, discrepancies will either increase or decrease stock on hand, helping you match the system’s stock to actual stock quantities.

This guide will walk you through: 

• Creating and Resuming a Discrepancy 
• Adding Items to a Discrepancy 
• Editing or Removing Items from a Discrepancy 
• Processing the Discrepancy 
• Viewing Historical Discrepancies 

For further assistance with discrepancies, Stock Mobile, or Sysnet Cloud, please contact our H&L support team. You can log a support ticket in the client portal. 

Creating or Resuming a Discrepancy 

To create a new discrepancy: 

1. From the Stock Mobile home screen, tap the Discrepancy icon. 
   
   
2. On the Record Discrepancy screen, tap the Create New button. 
   
   
3. Select the location of the discrepancy, then tap the Proceed button. 

To resume a discrepancy: 

1. From the Stock Mobile home screen, tap the Discrepancy icon. 
   
   
2. On the Discrepancy screen, select the in-progress discrepancy to resume. 
   
   
3. Review the items already added, then tap (+) Add Another Item to add more. 

Adding Items to a Discrepancy

1. From the Stock Mobile app tap the Discrepancy icon.
   
   
2. Create a new discrepancy or select an existing discrepancy, then tap (+) Add Another Item. 
   
   
3. From the Find Stock Item screen, you can: 
   1. Scan a barcode using the mobile device’s camera
      Note: You can switch the camera you use to scan barcodes from the dropdown list. 
   2. Manually enter the barcode if the item won’t scan. 
   3. Search for an item by its description. 
      
      
4. Select the unit to discrepancy from the drop-down list.
   Note: the unit (factor) linked to the barcode, or the inner unit (if searching by description), will be the default selection. Adjust this if needed.
   
   
5. Enter the new unit quantity in stock
   Note: The quantity you enter will be the new total quantity in the specified location. This is not an additive or subtractive value.
   
   
6. Optionally, enter a reason for the discrepancy, then: 
   1. Select Save and Continue Scanning to add more items, or 
   2. Select Save and Review to review the list of discrepancy items.     

Editing or Removing an Item from a Discrepancy

To edit or remove an item from a discrepancy, navigate to the Stock Item List screen using one of the following methods:

• Tap the Save and Review button after adding an item to the discrepancy.
• Tap the (←) Back button in the top-left corner of the Find Stock Item screen.
• Select an in-progress discrepancy from the Discrepancy screen.
  

To edit a listed item:

1. Select the item to edit.
   
   
2. Update the unit and/or new unit quantity in stock.
   
   
3. Select Save and Continue Scanning to add more items, or
   
   
4. Select Save and Review to review the list of discrepancy items.
   

To remove a listed item:

1. Tap the (x) cross icon in the top-right corner of the card containing the item to remove.
   
   
2. Confirm the removal.
   

Processing the Discrepancy

The system totals will update to reflect the discrepancy’s new quantity values only after processing. To process the discrepancy: 

1. From the Stock Item List, tap the Process button. 
   
   
2. If successful, a pop-up dialog will appear with the message: “Successfully processed discrepancy!”
   
   
3. Tap Ok to return to the Stock Mobile home page
   
   
   
4. If unsuccessful, a pop-up dialog with the message: "Some discrepancy items have not been verified. Remove un-verified items to continue."  
   
   When items are added to a discrepancy, a background verification occurs for stock level consistency between the on-premise and cloud databases. If this fails for any reason the item will be marked as unverified, and a discrepancy cannot be processed with any unverified items. To resolve this:
   1. Review unverified items and quantities on the Stock item List screen.
      Note: If no verifications status is shown [press] + [swipe down] to refresh this page.
      
      
   2. Remove the unverified item by tapping the (x) cross icon in the top-right corner of the item card.
      
      
   3. Tap (+) Add Another Item, re-add the removed item and the new unit quantity. This will trigger a new verification of the item.
      
      
   4. Tap Save and Review to confirm verified or unverified status.
      
      
   5. Repeat this for all unverified items.
      
      
   6. If they remain unverified, contact the H&L Support Team.
      

Note: Processing the discrepancy is non-reversible. If there are mistakes in the items or quantities adjusted, they must be corrected with a new discrepancy.

Viewing Historical Discrepancies

Stock Mobile provides a historical view of processed adjustments and movements in Sysnet Cloud. 

To view discrepancy history: 

1. From the Stock Mobile app, tap the Discrepancy icon. 
   
   
2. Tap Discrepancy History. 
   
   
3. Scroll to find the historical discrepancy you want to view and select it. 
   
   
4. The Discrepancy History screen will display the items and quantities processed for this discrepancy. 
   
   
5. Tap the (←) Back button or Home button when finished. 
   
   

Points to Note 

• In progress or processed discrepancies in Sysnet Cloud are not viewable or editable in the on-premises modules, and vice versa. Adjusted item quantities and values from processed discrepancies are synchronised between Sysnet Cloud and On-Premise databases.
  
  Sysnet Cloud processed discrepancies will be visible in the on-premise Stock (Inventory) > History tab, and adjustments from processed discrepancies will be reflected in the on-premise Cost of Goods and Stock Movement reports.
  
   
• Stock Mobile is designed to provide a streamlined and simplified experience. It does not include all the options or reporting functionality available in the on-premise product. Future Sysnet Cloud modules will offer more reporting features.