Running stock audits and resolving variances
Schedule an audit for a site, start and complete it, then investigate, approve and apply stock variances.
On this page
Overview
An audit session is a stock count at one site. You schedule it, start it, and complete it once counting is done. The counted quantity for each SKU comes from the RFID tags read during the session, and it is compared with the system stock. Each difference becomes a variance line that you investigate, approve and then apply to correct the stock.
Guidelines
Pick the right audit type
Use Full Audit for the whole site, Zone Audit for one area and Spot Check for a quick check of a few items.
Investigate before adjusting
Move each variance through Investigate and Approve before you apply it. If the difference has an explanation that needs no stock change, close it with Close (No Action).
Steps
Step 1: Open Audit Sessions
Go to Audit → Audit Sessions. The cards show Total Sessions, In Progress, Completed, Total Variance (Qty) and Under Investigation. Filter by Organization, Site and Status (Scheduled, In Progress, Completed or Cancelled), or click Clear Filters. Each row shows the session's site, type, status and when it was scheduled, started and completed.
Step 2: Schedule an audit
Click + Schedule Audit. Choose the Organization and Site (both required). Only sites where you can edit audits are listed. Optionally enter a Session Name, such as Monthly Full Audit - January 2026. Choose the Audit Type and the Scheduled Date/Time, then click Schedule Audit.
Step 3: Start and complete the audit
When counting begins, click Start on the SCHEDULED session. When counting is finished, click Complete on the IN PROGRESS session. To call off a scheduled audit, click Cancel and confirm. Click View on any row to see its site, type, start and completion times, and who started it.
Step 4: Open the session's variances
Click View Variances, or go to Audit → Variances. Choose the Organization, Site and Audit Session. Only completed sessions are listed. Click Recalculate Variances to compare the counted quantities with the site's current system stock and create the variance lines.
Step 5: Review the variance lines
The cards show Total Variances, Overage (+), Shortage (-) and how many are Pending, Investigating, Approved and Adjusted. Each line shows the SKU, Expected and Counted quantities, and the Variance. Use the Status filter to focus on one stage.
Step 6: Investigate and approve
On a PENDING line, click Investigate. Once you have checked it, click Approve to accept it for adjustment. You can also click View and use Start Investigation, Approve for Adjustment, or Close (No Action) if no stock change is needed.
Step 7: Apply the adjustment
On an APPROVED line, click Apply (or Apply Inventory Adjustment in View). Confirm the message Are you sure you want to apply this adjustment of N units to inventory?. The site's stock is corrected by the variance quantity and the line moves to ADJUSTED.
Terms
- Expected
The quantity the system shows as on hand at the site.
- Counted
The quantity found during the audit, from the RFID tags read for the session.
- Variance
Counted minus expected. A positive figure is an overage; a negative one is a shortage.
Key points
Variances can be calculated only for completed sessions.
A variance must be approved before it can be applied.
Applying a variance changes the site's stock.
Notes
+ Schedule Audit, Start, Complete, Cancel and the variance actions appear only if your role can edit Audit at that site.
Warnings
Applying an adjustment changes the site's stock and can't be undone from this page.
Recalculate Variances replaces all of the session's variance lines, including any you have already investigated or approved. Recalculate before you start working through the lines, not after.
Cancelling a scheduled audit can't be undone.
FAQs
My audit session isn't in the Audit Session list on Variances.
Only Completed sessions are listed. Complete the session on Audit Sessions first, and check that the right organisation and site are selected.
The session shows no variances.
Click Recalculate Variances to create the variance lines for the session.
A variance needs no stock change. What should I do?
Open the line with View while it is being investigated and choose Close (No Action).