Resolve & Sync

This article describes the process of resolving inventory audit count discrepancies, as well as updating a partner inventory.

Use Shopify? Lean how to p~~perform~~erform an Audit. using your Shopify data.

This feature is currently only available for customers creating audits via spreadsheet, or using Shopify or Apparel Magic integrations. For all other customers, refer to the Audit & Compare article

What is a Resolution?

A Resolution in Simple RFID is the process of investigating discrepancies between scanned RFID counts and expected on-hand quantities from a partner system. It involves reviewing each mismatch, assigning a resolution reason, and taking the appropriate corrective action to align both inventory records.

Assigning a Reason / Generating an Action

Each mismatched product must be assigned a Reason that explains why the RFID count differs from the expected quantity (e.g., missing tags, extra items, or incorrect tagging). Each Reason is linked to an Action, which defines how the discrepancy should be resolved.

Examples:

If a product is -5 below expected due to missing tags, the Reason would be Missing Tags. The Action would be to print the missing tags and perform Add scans to update the RFID count.
If a product is +5 above expected, the Reason may be Items Double Tagged. The Action would be to remove the extra tags and perform Archive scans to remove them from the RFID inventory.
If a product is -1 below expected, and inspection confirms the RFID count is accurate, the Reason may be Shrink/Theft. In this case, no RFID adjustment is required; instead, the Action is to adjust the expected on-hand quantity in the partner system.

Resolution Workflows

Discrepancies move through two workflows depending on where the correction is required:

Pending Actions (RFID Actions)

The RFID inventory must be adjusted to reflect physical inventory, either increasing or decreasing counts. This may include printing and applying new tags, performing Add scans to register items, or performing Archive scans to remove tags from inventory.

Ready to Sync / Ready for Correction (Partner Actions)

This workflow is used when the partner system’s expected on-hand inventory must be updated. With an integration enabled, this tab appears as Ready to Sync, allowing corrections to be sent directly to the partner system. Without an integration, it appears as Ready for Correction, where an inventory correction file can be exported and uploaded into the partner system.

Resolution Center

Once an audit is completed, all mismatched products are moved to the Resolution Center. From there, users can access mismatches either:

Directly from the audit by selecting Resolution Center, or
From the left navigation menu by selecting Resolve & Sync

Resolve Mismatched Products

Choose the products you wish to resolve by clicking the checkbox on the far right.
Next, click the "Resolve" button to apply a reason.

Apply a Reason: Group - Single (per product)

Products fall into two groups: Under Expected and Over Expected. You can apply a reason to one or multiple products, then click Resolve to generate pending actions and sync tasks.

Here are a few of the reasons for an item being Over & Under Expected and the Action required:

Common Reasons for Over Expected

Duplicate Tags on Items - Action: Remove extra tags and perform Archive scan to remove them from the RFID count.
Extra Items Received - You scanned more items than you expected and need to increase your partner to match.
Unlogged Incoming Inventory - You scanned new items but didn't update your partner on hand inventory.
Incorrect Adjustment - You scanned more items than you expected. To fix you'll increase the partner quantity to match with the scanned count.

Common Reasons for Under Expected

Incomplete Purchase Received - Fewer items arrived than ordered. Decrease the partner quantity to match with RFID counts.
Purchase Not Received - You updated your system with expected inventory that was never delivered. Decrease partner quantity to match with RFID quantity.
New Inventory Not Tagged - Items exist in inventory but aren't tagged. Print new tags, then perform Add scan to add them to RFID counts.
Incorrect Adjustment - Reduce partner quantity to correct to match with RFID scans.

Products can have multiple reasons applied, and can include applying the opposite reason to its over/under status. Applying a "Over" expected reason to an "Under Expected" count will create a greater difference to the mismatched count.

When to apply Reason for Over / Under Expected

Generally you'll use the associated reason for over/under expected counts. For example, if an item is under expected, you'll want to use an associated "Under" reason.

To Resolve a mismatch, you need to give it a Reason. Depending on the reason you give it, it will require a specific Action.

There are two different ways you can add a Reason:

1. Group Reason: Give the same reason for every product selected. Use the "Add reason to group" selector if you wish to apply the same reason to all products on the list.

2. Single Reason: Give a reason for a specific product. The single reason option allows the user to apply both over and under expected reasons to a product.

Pending Actions

Once you have selected a Reason for all of the products, the system will require specific Actions will be put in the Pending Actions section in the Resolve & Sync tab.

From here, you can see the Action that needs to be taken. You can hover over the "?" icon in the Action column to see what needs to be done.

Ready to Print - Displays items needing to be printed

Ready to Scan (Add or Archive) - Displays the scan actions which must be taken for the associated products, either added to inventory or removed from inventory.

Currently the scan actions must be completed using the Scan, to add and Archive, to remove options on the mobile app. And all print actions must be completed from the Pending Actions menu, OR the associated print job linked to the required action.

In the next version of the mobile app the user will have a "Pending Actions" tab to streamline the process of viewing and completing these pending actions. Additionally, the user will be able to print labels for pending actions directly from the mobile app.

Ready to Sync / Ready for Correction

Any products that need to be synced will be in the Ready to Sync tab.

Ready for Correction

Inventory corrections generated for non-integrations are added to a spreadsheet.

User exports the sheet for upload into partner system.

Once partner system has been updated the user must "Mark as Corrected" to make it clear that the partner system has been updated.

Ignore

You can Ignore products; this will remove them from the Resolve page without updating the partner.