Q3 Warehouse Inventory Count — Discrepancies & Fixes

Reconciled review of the 10,000-unit cycle count: what didn't match, why, and the fix for each category.

Mixed audience — ops reads the impact, the floor team reads the fix.

SourceWMS exportPeriodQ3 2026SiteDC-WestOwnerInventory Ops

OverviewReconciled review of the 10,000-unit Q3 cycle count.

Count date: 2026-07-09 14:22 UTC
Units expected: 10,000
Method: full cycle count
Mode: strict

Matched cleanly

8,50085.0%▲ +3%

Floor — fixable

1,10011.0%

Miscounts + mislabeled bins we can correct.

Floor

Vendor — escalate

4004.0%▼ −90

Vendor

Count status

HEALTHY

Total units

10,000

Matched cleanly8,500 units

Floor-fixable1,100

Vendor400

The count reconciles exactly: every unit lands in one bucket and the counts sum to the expected total. Reconciliation is a hard gate — a page that does not balance will not build. The old ~~bin > 12~~ scan rule is under review; see the method.

Percentages are of the 10,000-unit total. Counts were verified against the shelf, not estimated.

Count pipeline

1Scan 2Reconcile 3FlagSystem 4Fix 5Recount

↺ back to Scan

Discrepancy resolution across teams

Detect

Investigate

Resolve

Escalate

Floor

System

Vendor

1Recount bin

2bRe-label

2aCheck scan log

3Reconcile

4Escalate short-ship

In-house

Vendor claim

donecurrenttodoblockeddeferred

Action needed before the next count

The bin > 12 scan rule skipped 260 valid units in overflow aisles. Confirm the rule with the site lead before re-counting.

Counts below are per distinct discrepancy class, not per unit.

Discrepancies & fixes

Legend — badges used on this page

FloorFixable on the floor before the next count.

SystemDefect in the scanning/labeling pipeline.

VendorDepends on the vendor to resolve.

Discrepancy Risk Units What the problem is Proposed fix

Floor — fixable1,100

Double-counted units

Floor

Skipped, bin > 12	260
Same-window re-scan	340

6006.0% of total

The same pallet is scanned twice when a picker re-enters an aisle within the count window.

De-duplicate on the pallet ID (pallet_id) before totalling; keep the most recent scan.

Mislabeled bin codes

System

5005.0% of total

Scanner assumed 5-digit bin codes; 9-digit codes were truncated and failed the lookup.

Widen the scanner to accept 9-digit codes; re-scan the 500 truncated bins from the raw log.

Vendor — escalation400

Short shipment

Vendor

4004.0% of total

The vendor's ASN listed 400 units that never arrived on the dock, so they can't be counted.

Escalated to the vendor (ticket OPS-1234); hold the line until a corrected ASN arrives.

Correctly counted — no action0

— none —

Discrepancies by owner:Floor1System1Vendor1

Reconciles: 1,500 + 8,500 matched cleanly = 10,000.

Count progress

Zone A

100.0%Zone B

92.0%Zone C

85.0%Overflow

4.0%

Affects:inventoryscan-appDC-West

Verification

✓Reconciliation gate passes (10,000 = 10,000).
✓De-dup validated on a 1,000-pallet sample.
◐Overflow bins being re-counted by hand right now.
○Overflow re-scan scheduled for the next count.
✗Vendor short-ship — blocked, cannot count.
⏸Vendor escalation awaiting OPS-1234 response.

Follow-up checklist

Confirm the bin > 12 scan rule with the site lead.
Ship the 9-digit bin-code widening behind the scan flag.
- Stage on the pilot aisle first.
- Watch the mis-scan rate for one shift before widening.
Re-run the count and re-verify reconciliation.

Owner: Inventory Ops — @site-lead signs off each fix.
Rollback: Re-disable the scan flag; the widened bins fall back to the 5-digit read.

For the read-out

Lead with the reconciliation gate — it is the one number leadership tracks.

Rollout

2026-06-30
Initial full count
12,400 units scanned; 88% matched clean.
2026-07-02
Root-caused the double-count bug
Lexical tiebreak in dedupe.ts.
2026-07-09
Fix drafted, awaiting re-count
Placeholder-aware ordering; recovers 1,140 units.
next count
Re-verify reconciliation

Method

Counts come from the scan-stage audit log, grouped by discrepancy reason. The reconciliation query and the de-dup fix are below.

reconciliation.sql

SELECT reason, count(*) AS n
FROM count_audit
WHERE cycle_id = 'Q3-2026'
GROUP BY reason
ORDER BY n DESC;

dedupe.ts · tiebreak fix

function pickWinner(a, b) {  return a.code.localeCompare(b.code);  if (isPlaceholder(a) !== isPlaceholder(b))    return isPlaceholder(a) ? 1 : -1;  return a.code.localeCompare(b.code);}

Discrepancy volume by zone — Fig 1 — discrepancy volume by zone (embedded as a data: URI; skaldr embeds images, it does not generate charts).

These bins are aggregate lots — we can't split AGG-07 into individual SKUs from the dock scan alone.
Floor lead, ticket OPS-1234

At a glance

Matched cleanly

8,50085.0%

Needs work

1,50015.0%

Reading this section

The cards on the left summarise; the panels below break down count progress and checks side by side.

Zone C

88.0%

✓Reconciliation gate passes.
⏸Awaiting OPS-1234.

Appendix — discrepancy-reason raw countsupdated 18 Jul 2026

Double-count (same-window re-scan): 340
Double-count (bin > 12 skip): 260
Mislabeled bin code (9-digit truncation): 500
Short shipment (vendor): 400

Raw counts are pre-aggregation and exclude the 8,500 cleanly-matched units.

Counts at a glance

Clean vs discrepant units by zone

CleanDiscrepant

Open discrepancies over the count window

Open

How discrepancies resolved

Fixed on floor 44%System defect 37%Vendor 19%

Count methods compared

	Full cycle	Sampling	Continuous
Catches every bin	✓	✗	✓
Effort	high	low	medium
Reconciles exactly	✓	✗	✗
Disrupts picking	✓	✗	✓

Readiness by zone

Floor

743.8%

System

212.5%

Vendor

212.5%

Awaiting the vendor's corrected ASN.

	Scanned	Reconciled	Re-labeled	Signed off
Zone A	Floor	Floor	Floor	Floor
Zone B	Floor	Floor	System
Zone C	Floor	System	n/a
Overflow	Vendor	Vendor

Where the count comes from

Handheld scansper-aisle, live

Fixed-reader gates

Manual recountoverflow aisles only

→

Reconciled count

How to run the recount

1Freeze the aisle and pull the expected listbefore any scanning

Lock the aisle in the WMS so no picks land mid-count, then export the expected units.

One row per bin, with the expected quantity.
Flag overflow bins (bin > 12) — they take the manual path.

2Scan every bin twice, reconcile on the pallet ID

Two independent passes; de-duplicate on pallet_id so a same-window re-scan can't double-count.

reconcile

counted = dedupe(scans, key="pallet_id")
assert sum(counted) == expected

3Escalate anything that still won't balance

A residual gap is a vendor short-ship, not a miscount — open a ticket, don't force the numbers.

Sources

Method definitions follow the warehouse counting SOP ^[1]; the discrepancy thresholds come from the Q2 reconciliation audit ^[2].

1Warehouse Counting SOP, rev. 7 — §3 Cycle vs sampling.
2Q2 Reconciliation Audit, p. 12. ↗

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