Create a stock take from discrepancies

Once you have decided a discrepancy is real, this is how you close it: SKU.io builds a stock take that sets its on-hand quantities to whatever VeraCore reports as available.

It is a one-way reconciliation. SKU.io moves; VeraCore does not. Nothing is sent to your 3PL, no adjustment happens in the warehouse, and no one is asked to recount anything. You are declaring that your 3PL's number is the correct one and bringing SKU.io into line with it.

That is usually right — the 3PL is holding the stock — but it is a decision, not a formality. Work through the checks in Review inventory and discrepancies before you start.

Before you start

Refresh the mirror. A stock take built from a stale snapshot writes yesterday's quantities into today's books. Click Refresh From VeraCore on the Inventory tab, let the job finish, then come back.

Look at the impact. The Impact chip in the header totals the value of every listed discrepancy. A four-figure number is worth understanding before you reconcile it away — the stock take will make the difference disappear from your reports, but it will not explain it.

Create it

1. Go to Inventory → Discrepancies.
2. Either:
   • Click Stock Take All to include every discrepancy in the current list, or
   • Tick the rows you want and click Stock Take Selected ({n}).
3. The Create Stock Take From VeraCore dialog opens.
4. Set the Stock Take Date (defaults to today).
5. Choose a Status — see below.
6. Add Notes if you want a record of why.
7. Click Create Stock Take.

The buttons say why they are unavailable: No discrepancies to include in a stock take. when the list is empty, and Select at least one discrepancy to create a stock take. when nothing is ticked.

Selected beats All

Stock Take All covers everything currently listed — including rows you have not looked at. Prefer working through the list, ticking the ones you have actually judged, and using Stock Take Selected. A stock take is an inventory adjustment; it deserves the same care as one.

Choose the status carefully

This is the field that matters.

Status	What happens
Draft	Created and saved. Nothing is applied. Review and finish it later
Open (Initialized)	Created and opened for counting. Nothing is applied yet
Closed (Finalized)	Finalized immediately. Every adjustment is applied at once

Selecting Closed puts a warning in the dialog before you can proceed:

Warning: Selecting "Closed" finalizes the stock take immediately and applies every inventory adjustment. This action cannot be undone.

Take it literally. There is no undo, and reversing it means creating a second, opposite stock take by hand.

Use Draft or Open unless you are certain. They give you the same stock take with a chance to look at the line items first. Closed is for when you have already reviewed the discrepancy list carefully and simply want it applied.

While the stock take is being created the dialog stays put and cannot be dismissed by clicking away — closing it mid-request would leave you unsure whether it was created.

What ends up in it

One line per included discrepancy: the SKU.io product, the warehouse behind its VeraCore facility, and a counted quantity equal to VeraCore's available.

Two kinds of row never make it in:

• Multi-product offers. Their balance is a kit roll-up, not a count of one thing. The dialog says so: Multi-product offers are skipped — reconcile a kit by assembling it, not by counting it. Counting a kit as if it were a single product would corrupt both the kit and its components.
• Unmapped rows. No product means no line to write.

Reading the result

The confirmation tells you exactly what was built:

Stock take SR-000123 created with 14 product(s), value adjustment $1,284.50. 2 skipped (multi-product offers or unmapped).

Then the stock take opens in a new tab so you can review or finalise it.

Check two things in that message:

• The product count. Fewer than you selected means rows were skipped — the trailing sentence says how many and why.
• The value adjustment. This is what your inventory valuation is about to change by. If it surprises you, open the stock take and look before finalising.

Someone else may have changed things

If your discrepancy list is out of date — another sync ran, someone remapped an offer, a stock take was already created — the request is rejected rather than applied to stale data.

Refresh the page, review the list again, and retry. The rejection is protecting you from writing quantities that were true a few minutes ago.

After it exists

A Draft or Open stock take behaves like any other in SKU.io: open it, review the lines, adjust counts, and finalise when you are satisfied. Nothing changes your stock until it is finalised.

A Closed stock take is already applied. Its adjustments are recorded against each product, and the next inventory sync should show the discrepancies gone. If they come back, the underlying cause was never fixed — a wrong mapping, an offer counted in two places, or a genuine ongoing difference at the warehouse. Reconciling repeatedly hides that; it does not solve it.

When not to do this

A stock take is the wrong tool when:

• The mapping is wrong. Fix the mapping — reconciling to a number from the wrong item makes both products wrong.
• The offer is a kit. SKU.io skips these for you, but if you mapped one to a single product anyway, unmap it instead.
• Stock is in transit. A difference during a receipt or transfer is expected and resolves itself.
• The facility is unmapped. Map it first, re-sync, then look again — the discrepancy list is incomplete until you do.
• You do not know why the numbers differ. A stock take makes the symptom disappear. If it is going to recur next week, find the cause first.

Next steps

• Read the inventory ledger — when the balance moved, which often explains why it differs.
• Review inventory and discrepancies — the checks worth running before you reconcile.
• The inventory model — why available is the number a stock take reconciles to.