Reconcile Inventory Maintenance Guide

Use this guide when an administrator needs to validate inventory transaction quantities and refresh stock quantities by item and location.

What This Command Does

Reconcile Inventory validates inventory transactions and updates stock quantities so item balances are consistent across inventory records and store or location quantities.

In QBM, the command is described as validating items within inventory transactions and justifying quantity in stock for each location.

This is an administrator maintenance command. It can affect visible item quantities, so it should be run only after a backup and when users are not posting inventory activity.

Where To Find It

Menu path: Help > Maintenance > Reconcile Inventory...

The screen title is Reconcile Inventory Transactions.

When To Use It

  • When item on-hand quantity does not match the expected movement history.
  • After support repairs inventory transaction records.
  • After data import, migration, or recovery work that may affect stock balances.
  • When QBM support asks you to reconcile all items or a specific set of items.
Do not use this as a replacement for physical inventory counting. Reconcile Inventory refreshes system balances; a physical count confirms real stock.

Before You Start

  1. Back up the database. Keep a recovery point before adjusting inventory balances.
  2. Stop inventory posting. Ask users to close invoices, sales receipts, POS, purchase invoices, transfers, and adjustments.
  3. Confirm administrator access. QBM disables OK for non-administrators and verifies the administrator password.
  4. Decide item scope. Run for All items when support asks for a full repair, or select specific items when the issue is limited.

Screen Fields

Field or Option What It Means How To Use It
Item The item or items to reconcile. Choose All for a full reconciliation, or select one or multiple items when only selected stock needs review.
Adjust Quantity Tells QBM to adjust stock quantity as part of reconciliation. This option is selected and locked by the form, so the reconciliation updates quantities according to QBM logic.
User ID The administrator user used for the maintenance task. The screen uses the administrator login path. Use the approved administrator user.
Password The administrator password verified before QBM starts. Enter the correct password. QBM stops if the password is wrong.

How To Reconcile

  1. Open the command. Go to Help > Maintenance > Reconcile Inventory...
  2. Select the item scope. Choose All or the affected item or items.
  3. Confirm Adjust Quantity. The option is selected by QBM.
  4. Enter administrator credentials. Type the administrator user ID and password.
  5. Click OK. Wait until QBM finishes the reconciliation and shows completion.

After It Finishes

  • Review the item in the Item/Product list and stock status reports.
  • Check Kardex or inventory movement reports for the affected item.
  • If the quantity still looks wrong, compare with recent sales, purchase, transfer, adjustment, and physical inventory documents.
  • If support requested the task, send them before-and-after quantities and report screenshots.

Troubleshooting

Situation Meaning Action
OK is disabled The current user is not an administrator. Log in as an administrator or ask an administrator to run the command.
Wrong password message The password entered does not match the required administrator password. Retype the password or confirm it with the administrator.
Quantity still looks wrong The issue may be caused by missing documents, incorrect dates, wrong store/location, or an unposted transaction. Review inventory reports and contact support with item name, store, date range, and screenshots.