Align the cutoff before comparing numbers
Two correct reports can disagree when they describe different moments. Record each source’s generated time, time zone, location scope, and inventory-state definitions before calculating a variance.
Keep available, reserved, in transit, returned, quarantined, and damaged units separate according to your business rules. A single on-hand column often hides the reason for a difference.
Preserve identifiers and transformations
Retain the original SKU, location, bundle, and channel identifiers. If the assistant normalizes aliases for comparison, document the mapping and its approved owner.
Do not silently collapse bundles into components or choose one system as correct without a stated governing rule. The packet should let the inventory owner see each source and the transformation applied.
Classify timing separately from unexplained variance
Known feed delays, receiving windows, reservation timing, and approved adjustments can explain a difference without eliminating it. Mark those conditions with evidence and a next check.
An unexplained variance needs recent movements, relevant counts, adjustment history, and the owner who can request a recount or approve a correction. It should not be balanced by changing the easiest system.
Require evidence for adjustments
The adjustment packet should identify the SKU, location, prior state, proposed state, reason, source artifacts, requester, and approver. The person entering an approved change should not be treated as the person who made the financial or inventory decision.
After entry, capture the destination event or updated record. Preserve rejected and reversed adjustments so later reviewers can reconstruct the sequence.
Review recurrence and physical evidence
Group repeat variances by SKU, location, integration path, and inventory state. The pattern can direct investigation, but it does not by itself identify shrinkage, fraud, warehouse error, or accounting cause.
Test a sample against warehouse-controlled or physical evidence rather than relying only on two feeds that may share the same upstream error. Report unresolved records in the denominator instead of hiding them.
Common questions
Can an assistant approve inventory adjustments?
Not by default. The assistant can prepare evidence and enter a specifically approved change when policy permits.
Does reconciliation replace a physical count?
No. Administrative comparison supports visibility; physical truth remains with controlled warehouse and count procedures.
What is the first field to record?
The report cutoff and source are essential; without them, the numbers may not be comparable.
Source note
This guide uses public guidance as a boundary and review reference; it does not report a proprietary performance study or replace professional advice.