Stock Reconciliation
Stock Reconciliation – Checking OP10 Stock Against Documents
The Stock Reconciliation screen checks the stock that the Stock Ledger Report shows in INWARD (OP 10) (received, not yet inspected) against the inward documents that are still waiting for inspection. It lists every part where the two disagree, explains why, and links straight to the document or inspection that needs fixing.
Documents checked: Purchase Inward (GRN), Customer Job Work In, Service DC In, Miscellaneous Inward and Internal Material Inward.
1. Opening the Screen
- From the main side menu → Production & Quality → Reports → Stock Ledger Report.
- Above the results table, a button shows the reconciliation result:
- N stock mismatches (red) – parts whose OP10 stock does not match the documents.
- Stock reconciled (green) – no quantity mismatch found.
- Click the button to open the Stock Reconciliation screen.
- In the Stock Ledger Report table, a warning icon next to an INWARD (OP 10) quantity marks a part with a mismatch. Click the icon to open Stock Reconciliation for that part only.
2. Toolbar
| Item | Description |
|---|---|
| Stage tab | The stock stage being checked. Currently OP 10 Inward. |
| View | Parts with issues (default), Quantity mismatches only or All parts. |
| Part number | Search by part number (contains). Press Enter to search. |
| Unused inspected stock | Opens the Unused Inspected Stock screen. |
| Refresh | Reloads the check with the latest data. |
| Export | Exports the listed parts with all quantity columns to Excel. |
3. Summary Cards
| Card | Description |
|---|---|
| Parts checked | Number of parts listed, with the As of date of the check. |
| Mismatches | Parts where the stock figure and the documents disagree on quantity. Click to show only these. |
| Warnings | Parts where the quantities agree but a document still needs attention. Click to show only these. |
| Report INWARD (OP 10) | Total of the quantity the Stock Ledger Report shows in its INWARD (OP10) column. |
| Ledger OP 10 | Total of all OP10 ledger entries (receipts, inspection moves and manual adjustments). |
| Pending inspection (documents) | Total of received quantity minus inspected quantity across all inward document lines. |
Hover over any card to see its explanation.
4. Issue Types and Parts List
- Issue types (left panel) lists each kind of problem with the number of parts affected. Click an issue type to filter the list; All issues clears it.
- Use the filter box to narrow the list by part, name or document no. Clear filters resets the issue type, status and text filters.
- The parts list shows Part, Status (MATCH / WARNING / MISMATCH), Top issue and Difference.
Issue types
| Issue | Meaning |
|---|---|
| Negative stock in OP 10 | More stock left OP10 than was received. |
| Entry with the wrong sign | A ledger entry was recorded as in when it should be out, or the other way round. |
| Manual stock adjustment | OP10 stock was changed by a manual adjustment, not by a document. |
| Inspection quantities cleared by a later document | The inspection shows 0 because a later DC used its accepted quantity. This is correct; no action needed. |
| Short-closed, stock not released | The inspection was short-closed, but its stock is still in OP 20. An admin can release it (see below). |
| Marked CLOSED but not inspected | The document line is CLOSED, but its quantity was never inspected. |
| Inspected more than received | The inspected quantity is more than the received quantity. |
| Report differs from ledger | The Stock Ledger Report figure and the plain ledger total disagree. |
| Stock without a document | OP10 has stock but no document is waiting for inspection. |
| Document without stock | A document is waiting for inspection but OP10 has no stock for it. |
| Inspection status not updated | The line's inspection status does not match its quantities. |
| Waiting for inspection over 7 days | The document has been waiting for inspection for more than 7 days. |
5. Part Details
Select a part to see its details on the right.
Quantity columns
| Column | Description |
|---|---|
| Report INWARD (OP 10) | The quantity the Stock Ledger Report shows for the part in INWARD (OP10). It starts from the latest stock snapshot and adds later ledger entries. |
| Ledger OP 10 | The plain total of the part's OP10 ledger entries. It does not use the snapshot. |
| Pending inspection (documents) | Received minus inspected quantity of every inward document line for the part. |
| Report - Documents | Report INWARD (OP 10) minus Pending inspection (documents). This decides MATCH or MISMATCH; 0 means they agree. |
| Ledger - Documents | Ledger OP 10 minus Pending inspection (documents). Shows whether the raw ledger agrees with the documents. |
What is wrong
One card per issue found on the part, with a short explanation of what to check. If there is nothing to fix, the panel shows Nothing to fix for this part.
Documents
One card per inward document line for the part:
| Item | Description |
|---|---|
| Document no. | Document number, inward type, date and age in days. |
| Received | Quantity received on the line. |
| Inspected | Quantity already inspected. |
| Available | Quantity not yet inspected and still in OP10 stock. |
| Pending | Quantity still waiting for inspection. |
| Status | The line's current inspection status, with → should be … when the quantities point to a different status. |
| Trail | What happened to the line after it was received: inspection, batch / work order, invoice, returnable or non-returnable DC, with the date, document number and quantity. |
| Inspections | Each inspection on the line with its number, status, date, Accepted and Rejected quantity. No inspection yet is shown when none exists. |
Notes shown next to an inspection:
- cleared to 0 — used by … – the inspection quantity was cleared by a later document that used it. This is correct.
- short-closed to 0, … not released – the inspection was short-closed and its stock is still in OP 20.
- nothing recorded on this line – the inspection has no quantity and no stock movement.
Actions on a document
| Button | Who | Description |
|---|---|---|
| New inspection | All users | Opens GRN Inspection in a new tab to start an inspection for this document. |
| Open | All users | Opens the existing inspection in GRN Inspection in a new tab. |
| Correct status | Admin only | Changes the line's inspection status (see section 6). |
| Release stock | Admin only | Moves a short-closed inspection's stock back from OP 20 to OP 10 (see section 7). |
Where the inspected stock went (OP 20)
Lists the part's OP 20 outflows (batches, invoices, DCs, adjustments) since its oldest listed receipt. This is at part level: the ledger does not record which inward line each outflow came from.
6. Correct Status (Admin)
Use this when a line's inspection status is wrong, for example a line marked CLOSED that was never fully inspected.
Step 1: Click Correct status on the document.
Step 2: Review the quantities
The dialog shows Received, Inspected, Pending, Available in OP10 and the Current status:.
Step 3: Select New status [Mandatory]
Only the statuses the quantities allow are listed:
- Nothing used (the full quantity is still available) → OPEN or CLOSED
- Part used → PARTIALLY INSPECTED or CLOSED
- Nothing available → CLOSED only
Step 4: Enter Remarks [Mandatory]
Explain why the status is being changed (up to 500 characters).
Step 5: Click Save
- The line's status is updated and the document's header status is recalculated from its lines.
- The change is recorded in the audit log with the user, old status, new status and remarks.
- Click Cancel to close without saving.
7. Release Stock (Admin)
Use this when an inspection was short-closed after it was done, but its stock is still in OP 20 and was not used by any later document.
Step 1: Click Release stock on the document.
Step 2: Review
The dialog lists each inspection that still holds stock and the quantity that will move back to OP 10.
Step 3: Enter Remarks [Mandatory] and click Release
- The quantity moves from OP 20 back to OP 10.
- The line is reopened so it can be inspected again.
- The change is recorded in the audit log.
- Release is not allowed when a later document (batch, invoice or DC) has already used the inspected quantity.
- Correct status and Release stock are shown only to admin users.
8. Unused Inspected Stock
Lists inspected stock (accepted at OP 20) that has not yet been used by a batch, invoice or DC. Open it with the Unused inspected stock button on the Stock Reconciliation toolbar.
Filters
| Field | Description |
|---|---|
| Inspection from | Start of the inspection date range. |
| Inspection to | End of the inspection date range. |
| Usage | Not used anywhere, Partly used or Not used + partly used. |
| Inward type | All inward types, Purchase Inward, Customer Job Work In, Service DC In, Miscellaneous Inward or Internal Material Inward. |
| Part number | Part number (contains). |
Click Search to run the screen, Clear to reset the filters, or Export to download the listed lines to Excel. Use the filter box above the table to narrow the list by part, inspection or document no.
Summary cards
| Card | Description |
|---|---|
| Inspection lines | Number of inspection lines listed. |
| Not used | Lines where the whole accepted quantity is unused. |
| Partly used | Lines where a balance is still available. |
| Unused balance | Total unused quantity. |
| Balance mismatch | The stored balance does not equal accepted minus what batches, invoices and DCs recorded as used. Click to filter. |
| Balance cleared | The balance is 0 although no batch, invoice or DC used the line, so no screen can pick it as a source. Click to filter. |
| Source missing | The inspected document line no longer exists, for example the GRN line was deleted after inspection. Click to filter. |
Results table
| Column | Description |
|---|---|
| Inspection | Inspection number. The Open button opens it in GRN Inspection in a new tab. |
| Inward document | The inward document that was inspected. |
| Part / item | The part or item inspected. |
| Accepted | Accepted quantity. |
| Used | Quantity used by later batches, invoices and DCs. |
| Balance | Accepted minus used. |
| Age | Days since inspection. |
| Status | Not used / partly used, with any balance or source warnings. |
| Used by | The documents that used the quantity. |
Summary Flow
Stock Ledger Report → Stock mismatch button → Stock Reconciliation → Part details → New inspection / Open / Correct status / Release stock
That's it! You've learned how to use Stock Reconciliation in the DMeX application. For further assistance, contact the DMeX support team.