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Web Portal: Resolve Mismatches

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

Use Shopify? Lean how to perform 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 reason, and completing the needed actions to fix the error and align both inventory records.

Assigning a Reason / Generating an Action

Each mismatched product must be assigned a Reason that accounts for 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 scanned -5 less than 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 scanned +5 more than 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 scanned -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 reduce the partner on-hand quantity .
Resolution Workflows

Discrepancies move through two workflows depending on what 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 (Update Partner Inventory)

This flow accounts for when the partner system on-hand inventory must be updated up or down.

  • With an integration enabled, this tab appears as Ready to Sync, allowing corrections to be sent directly to the partner system.
  • If the audit was created using a spreadsheet, the tab will be called Ready for Correction, where an inventory correction file can be exported and uploaded into the partner system.

Accessing the 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


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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.

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Apply a Reason to Group and/or a Single product

Mismatched Products are grouped as: Under Expected and Over Expected. Once a reason has been applied containing the correct discrepancy adjustment, and Resolved, Pending Actions and Sync / Update tasks are created.

Here are a few of the reasons for an item being Over & Under Expected, along with the associated required Action:

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.

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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: To apply the same reason for all selected products, use the "Add reason to group" selector.

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.

Multiple reasons can be applied to a single product. This may include applying the opposite reason to its over/under status. This may be needed to properly account for discrepancies. Understand that applying a "Over" expected reason to an "Under Expected" count will create a greater difference to the mismatched count which must be accounted for to resolve the mismatch.

Pending Actions

All required actions which must be completed from the RFID side appear in the Pending Actions section in the Resolve & Sync tab.

Pending Actions displays the actions which need to be taken. Additional information can be found by hovering over the "?" icon in the Action column. The Actions include the following:

Ready to Print - Displays a list of all products & quantities needing to be printed. If the print job was already completed the user can locate the job and associate it with the action.

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

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Note: To update RFID inventory, use the mobile app to perform Add scans (to increase the RFID count) or Archive scans (to decrease the RFID count). Printing actions must be completed from the Pending Actions page or by the associated print job generated for the action.

Coming Soon: The next version of the mobile app introduces a dedicated Pending Actions tab that consolidates all required RFID actions into one place. Instead of switching between multiple screens, users will be able to view and complete Add, Archive, and print actions from a single workflow.

Ready to Sync (Integration Users)

Depending on if you are integration, or if you manually created your audit the name of the page will change. For integration users the page is called Ready to Sync.

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Ignore

Use the ignore button to remove items from the Ready to Sync list without making a change to the partner quantity.

Ready for Correction (Manual & Spreadsheets)

If the audit is created using their own source the page is called Ready for Correction. 

  • Inventory corrections are generated as a spreadsheet.
  • Sheet is exported, then upload into partner system.
  • Once partner system has been updated the user "Mark(s) as Corrected" to indicate that the partner system has been updated.

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