How to Record Discrepancies with Stock Mobile

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:

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

To resume a discrepancy:

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

Adding Items to a Discrepancy

From the Stock Mobile home screen, tap the Discrepancy icon.

Select an existing Discrepancy or create a new Discrepancy.
From the Discrepancy Items screen, locate a stock item by scanning the barcode or searching by item description.
Optionally, change the factor to count by selecting a value from the drop down list.

Optionally, tap the blank field between the - and + buttons to focus the entry field and display the keypad if required.

Enter the quantity to transfer

Optionally, enter a reason for the discrepancy.
Press Enter on the keypad, or tap Save.
Select the Add Item tab to review the list of items

Editing or Removing an Item from a Discrepancy

To edit or remove an item from a discrepancy, navigate to the Discrepancy Item screen.

To edit a listed item:

Locate the item in the list.

Select Edit from the Ellipsis menu located in the top right of the item card

Alter the entered quantity

Select Save.

To remove a listed item:

Select Delete from the Ellipsis menu located in the top right of the item card.

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:

From the Discrepancy Item List, tap the Process Discrepancy button.
If successful, a pop-up dialog will appear with the message: “Successfully processed discrepancy!”
Tap Ok to return to the Stock Mobile home page
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:

From the Stock Mobile app, tap the Discrepancy icon.
Tap Discrepancy History.
Scroll to find the historical discrepancy you want to view and select it.
The Discrepancy History screen will display the items and quantities processed for this discrepancy.
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.