Automated stock reconciliation

Purpose

1.1. Automate stock reconciliation ensures inventory levels in the beer garden’s POS, accounting, and supplier systems are automatically matched with actual stock on hand.
1.2. Reduces manual stock-takes by automating inventory data capture from sales, orders, deliveries, and wastage logs.
1.3. Automates detection of discrepancies between recorded and on-hand stock, auto-generates reconciliation reports, and notifies staff for action.
1.4. Streamlines the audit trail by automating timestamped logs whenever inventory adjustments are made or flagged.

Trigger Conditions

2.1. Scheduled: Automate inventory reconciliation nightly, weekly, or at month’s end.
2.2. Event-driven: Automates workflow upon completion of supplier delivery, sales-close batch, or after manual adjustment in the inventory system.
2.3. Threshold breach: Triggers automated reconciliation if stock variances exceed preset tolerances (e.g., >2% difference).
2.4. Low Stock: When stock reaches reorder levels, automated process initiates full reconciliation for specific items.

Platform Variants

3.1. Square POS
• Feature/Setting: Use Inventory API for real-time stock level updates; configure webhooks for auto-trigger on sales.
3.2. ToastTab
• Feature/Setting: Automates data extraction via Toast Inventory Sync API, linking sales with physical counts.
3.3. Shopify
• Feature/Setting: Automates use of InventoryLevel resource, schedule reconciliation by location.
3.4. Lightspeed
• Feature/Setting: Utilize Inventory Endpoints in Retail API for scheduling comparison against physical inventory.
3.5. QuickBooks Online
• Feature/Setting: Automates inventory updates via QuickBooks Inventory API after confirmation of deliveries or sales entry.
3.6. Xero
• Feature/Setting: Use InventoryGet endpoint for automated reconciliation, configure triggers based on invoice sync.
3.7. Vend (now Lightspeed Retail X)
• Feature/Setting: Automator uses stock-on-hand API, reconciles discrepancies via scheduled jobs.
3.8. Upserve POS
• Feature/Setting: Syncs daily sales with inventory API, configuring automator to flag anomalies.
3.9. Clover POS
• Feature/Setting: Automates inventory count pulls with Inventory API, scheduled to run post-shift.
3.10. Oracle NetSuite
• Feature/Setting: Schedules automated Inventory Adjustments using SuiteScript or REST API integrations.
3.11. Microsoft Dynamics 365 Business Central
• Feature/Setting: Automates Stock Reconciliation Job Queue Entries targeting inventory ledger entries.
3.12. SAP Business One
• Feature/Setting: Automates Goods Issue/Goods Receipt automation via DI API for scheduled stock reconciliation.
3.13. Fishbowl Inventory
• Feature/Setting: Runs inventory variance reports via Fishbowl API and automates notification triggers.
3.14. Zoho Inventory
• Feature/Setting: Automator runs Inventory Adjustment API calls based on event notification from Zoho Flow.
3.15. ShipBob
• Feature/Setting: Configures automator for scheduled product reconciliation with Inventory endpoints.
3.16. DEAR Systems
• Feature/Setting: Inventory Quantity synchronization automated with InventoryList API, trigger on delivery.
3.17. Cin7
• Feature/Setting: Automates reconciliation jobs through Inventory API, especially post-purchase order receipt.
3.18. Katana MRP
• Feature/Setting: Warehouse Sync automator, leveraging API for batch reconciliation jobs.
3.19. Odoo
• Feature/Setting: Stock Quantity check automated with scheduled actions; RESTful API for real-time triggers.
3.20. SAP S/4HANA
• Feature/Setting: Automates Stock Determination and Inventory Differences Posting via Cloud APIs; schedule background jobs.
3.21. Slack
• Feature/Setting: Configure automator to post reconciliation results via Incoming Webhooks to inventory channels.
3.22. Google Sheets
• Feature/Setting: Inventory changes automatedly logged using Apps Script triggers connected to other APIs above.
3.23. Microsoft Excel Online
• Feature/Setting: Automator pushes updates via Office Scripts and Excel REST API; alerts on variance.

Benefits

4.1. Automates stock audit process, reducing time and manual errors.
4.2. Enables automated notifications and exception handling for discrepancies.
4.3. Ensures compliance with inventory policies through traceable, automated logs.
4.4. Improves accuracy of reordering automation by syncing true stock counts.
4.5. Enhances cost control by automatedly detecting losses or pilferage.
4.6. Supports cross-platform automation, allowing seamless integrations across POS, accounting, and warehouse systems.
4.7. Frees staff for higher-value tasks by automating repetitive inventory processes.