Stock Reconciliation

Stock Reconciliation – Checking OP10 Stock Against Documents

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note

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.

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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.
Batch usage	Opens the Batch Usage screen.
Refresh	Reloads the check with the latest data.
Export	Exports the listed parts with all quantity columns to Excel.

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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.

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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.

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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. A later document names the inspection it took from, for example Batch (from QQSWO-2461).
Inspections	Each inspection on the line with its number, status, date, Accepted and Rejected quantity, and used in … listing the batches, invoices and DCs that took its quantity (for example used in QQSBT-0807 · 8). 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.
• cancelled — not counted as inspected – the inspection was cancelled. Its quantity is not counted as inspected, so it shows as pending and available again, and the line can be set back to OPEN with Correct status and inspected again.

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).
Mark adjusted	Admin only	Skips this line in the reconciliation, e.g. a line inspected twice that cannot be corrected (see section 7a).

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.

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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]

All three statuses are listed, except the line's current one: OPEN, PARTIALLY INSPECTED and CLOSED. The status the quantities point to is preselected and shown as Suggested from the quantities:

info

• Nothing inspected → OPEN
• Part inspected → PARTIALLY INSPECTED
• Fully inspected → CLOSED

You can choose a different status when you know the line needs it. The change is audited with your remarks.

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.

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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.

warning

• 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.

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7a. Mark an Inward Line Adjusted (Admin)

Use this when a document line has a problem that cannot be corrected, for example a GRN line that was inspected twice.

Step 1: Click Mark adjusted on the document line.

Step 2: Enter Remarks [Mandatory] and click Mark adjusted

• The line is skipped by Stock Reconciliation: it adds no pending quantity and raises no issues.
• If the line was the part's only problem, the part leaves the list and the Stock mismatches count on the Stock Ledger Report. If the part still shows for another reason, the line is listed under Adjusted lines, skipped with its remarks.
• The line's status and stock are not changed. The change is recorded in the audit log.

Clear adjusted

Click Clear adjusted on the line under Adjusted lines, skipped, enter Remarks [Mandatory] and click Clear adjusted. The line is checked again.

note

Correct status → CLOSED on a line that is not fully inspected also marks it adjusted. Changing it back to OPEN or PARTIALLY INSPECTED clears the mark.

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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, Not used + partly used or Adjusted (skipped).
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, with its inward type and date.
Supplier	The supplier of the inward document. For Customer Job Work In and customer DC / miscellaneous inwards it shows the customer, marked Customer. Internal Material Inward has none (-).
Type	What was inspected: Part, Item, Tool, Holder, Cutting Tool, Gauge, Instrument and so on.
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. A line an admin partly adjusted stays listed with its reduced balance and shows the adjustment remarks.
Used by	The documents that used the quantity.

The filter box also searches by supplier and type, and the Excel export includes the Supplier, Supplier Type and Type columns.

Mark adjusted (Admin)

Use this for inspected stock that is already accounted for elsewhere, for example stock brought in by the stock migration that was never used by a document.

Step 1: Select the lines

Tick the lines in the table, or tick the box in the header to select every line of the current filter (all pages).

Step 2: Click Mark adjusted (N)

Step 3: Enter Remarks [Mandatory] and click Save

• The lines are marked Adjusted and no longer appear on this screen.
• Their balance is set to 0, so no batch, invoice or DC can pick them as a source any more.
• The change is recorded in the audit log with the user, the balance before and the remarks.

Clear adjusted (Admin)

• Choose Usage → Adjusted (skipped) and click Search to list the adjusted lines, with their remarks.
• Select the lines and click Clear adjusted (N), enter Remarks [Mandatory] and click Save.
• The lines show on this screen again and the balance cleared by the mark is put back.

warning

• Mark adjusted and Clear adjusted are shown only to admin users.
• At most 500 lines can be changed at once.

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9. Batch Usage

Checks each production batch (Batch / Work Order): how much of its quantity has serial numbers, whether the remaining quantity stored on the batch is right, where its serials are now and how many were invoiced. Open it with the Batch usage button on the Stock Reconciliation toolbar.

info

A batch quantity counts as used once a serial number is created for it at the first operation. Remaining = batch quantity − serials created.

Filters

Field	Description
Batch from / Batch to [Mandatory]	Batch inward date range (Invoice from / to on the second tab). Defaults to the start of the current financial year up to today.
Usage	Remaining without serials (default), Not started (no serials), Partly started or All batches.
Part number	Part number (contains).

Click Search to run the screen, Clear to reset the filters, or Export to download the current tab to Excel.

Batches tab – summary cards

Card	Description
Batches	Number of batches listed and the date range.
Not started	Batches with no serials yet, with the number partly started.
Remaining without serials	Total batch quantity that has no serial yet, with the stored remaining and the batch quantity.
Invoiced	Serials that went out on an invoice, with the serials not invoiced.
Remaining mismatch	The remaining quantity stored on the batch is not batch quantity − serials. Click to filter.
Over-generated	More serials were created than the batch quantity. Click to filter.
Serials not located	Batches with serials whose current operation cannot be found. Click to filter.

Batches tab – results table

Column	Description
Batch	Batch number, inward date and reference number.
Part	Part number, name and revision.
Qty	Batch quantity.
Serials	Quantity with a serial number. over quantity when more than the batch quantity.
Remaining	Batch quantity − serials. stored … shows the value saved on the batch when it differs.
Age	Days since the batch inward date.
Status	Not started, Partly started or All serials created.
Where the serials are	Where each serial is now: WIP OP30 / OP40 …, Final inspected, Packed, DC out, Rework, Hold, Defect, Rejected, Not located (no current control task row) or Duplicate active (more than one current row).
Invoiced	Serials invoiced through packing or a final inspection, with the invoice numbers.
Not invoiced	Serials not rejected or defective and not invoiced yet.

Invoices not traced to a batch tab

An invoice line takes finished-goods quantity (after the process is completed) and bought-out quantity (inspected stock). Finished-goods quantity is tied to a batch only through the serial numbers packed against the invoice or a final inspection raised for it. This tab lists the invoice lines in the invoice date range whose finished-goods quantity is not fully covered that way.

Card / Column	Description
Invoice lines	Lines listed, with the number of invoices.
Finished-goods qty	Total FG quantity on these lines.
Traced to serials	Quantity covered by packed or final-inspected serials.
Not traced	FG quantity with no serial behind it.
Invoice	Invoice number and date.
Invoice qty / FG qty / Bought-out	The line's quantities.
Packed serials / FI serials	Serials packed against the line / listed on a final inspection for the invoice and part.
Trace	No trace, Packing only, Final inspection only or Packing + final inspection.

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9. Adjusting Inspection Lines (Stock Ledger Validation)

On the Stock Ledger Validation screen, an admin can correct the Inspection approved (OP 20) and Inspection rejected (OP 20) columns when the in-screen figure is higher than the Ledger column. Click the column quantity to open the popup that lists the inspection lines behind it.

1. Select the lines to adjust. The Mark selected adjusted button is offered only when the in-screen figure is higher than the Ledger column.
2. In Actual qty, type the stock that is really there for each selected line, for example the quantity the Ledger column shows. It starts at 0 and cannot be more than the line's quantity. The rest of the line is shown in Short close qty and is what gets short closed. With several inward lines, give the actual stock to the lines that still hold it and leave the others at 0 to short close them fully.
3. Enter the Remarks (required) and click Confirm.

What happens

• The line's remaining quantity goes down by the short close qty, for example a line of 500 with an actual qty of 400 short closes 100 and leaves 400. The accepted popup reduces remainingAcceptedQuantity and the rejected popup reduces remainingRejectedQuantity.
• The line is marked adjusted (isAdjusted = 1) and stays listed with the remaining quantity, so it can be adjusted again. An actual qty of 0 closes the line.
• The adjusted quantity is listed under Adjusted lines, with the remarks, and is no longer counted by the screen.
• The change is audited.

Remarks

Remarks are added automatically with the date and time, the quantity adjusted, the balance before and after, and the user name, followed by the remarks you typed, for example:

[2026-10-12 17:09] Adjusted 50 of 400 accepted qty, remaining 350. By Vikram. Scrapped at store

Each adjustment adds a new entry; earlier entries are kept and shown one per line. Only the newest entries are kept once the remarks reach the 800 character limit; the oldest are dropped.

Clearing an adjustment

Select the lines under Adjusted lines and click Clear adjusted for selected. The quantity taken by the adjustments is put back, the line is counted again, and a "mark cleared" entry is added to the remarks (the remarks are not deleted).

note

• Admin users, and users given update access on the STOCK-VALIDATION-ADJUST asset (through a role or directly on the user), can adjust or clear lines.
• Remark times are in India time (IST).
• One adjusted flag is kept per inspection line, so a line adjusted on the accepted side is also flagged adjusted on the rejected side.

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10. Closing Inward Lines (Stock Ledger Validation, OP 10)

On Stock Ledger Validation, you can close inward lines that are still counted as waiting for inspection when the in-screen figure is higher than the Ledger column. Click the Inward (OP 10) quantity to open the popup. This works for every inward type: Purchase Inward, Customer Job Work Inward, Returnable DC (Service DC) Inward, Miscellaneous Inward and Internal Material Inward.

1. Select the lines whose pending quantity is not needed. Choose them so the in-screen figure ends up equal to the Ledger column. The preview shows the result.
2. Enter the Remarks (required) and click Confirm.

What happens

• The whole pending quantity of each selected line is closed: the line status is set to CLOSED, the line is marked adjusted, and the document header status is recalculated.
• GRN Inspection no longer offers a closed line, and the line is no longer counted by this screen or Stock Reconciliation.
• Stock in the ledger is not changed.
• The remarks are added to the line's remarks history with the date, time, quantity closed and your name. Earlier entries are kept, and the oldest are dropped only when the remarks column is full.
• The change is audited.

Clearing

Select the lines under Adjusted lines and click Clear adjusted for selected. The mark is cleared and the status goes back to what the quantities point to (OPEN or PARTIALLY INSPECTED), so the line is counted and offered for inspection again. A "mark cleared" entry is added to the remarks history.

note

• Admin users, and users given update access on the STOCK-VALIDATION-ADJUST asset (through a role or directly on the user), can close or clear inward lines.
• A line can only be closed on the whole. To keep part of it waiting, inspect that part in GRN Inspection first and then close the rest.
• Remark times are in India time (IST).

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Summary Flow

Stock Ledger Report → Stock mismatch button → Stock Reconciliation → Part details → New inspection / Open / Correct status / Release stock

Stock Reconciliation → Unused inspected stock → Mark adjusted / Clear adjusted

Stock Reconciliation → Batch usage → Batches / Invoices not traced to a batch

That's it! You've learned how to use Stock Reconciliation in the DMeX application. For further assistance, contact the DMeX support team.