Reconcile counted lines

Once a stocktake has more than one person counting the same location, every line has to be reconciled before it can be authorized. Reconciling is the step that turns everyone’s raw scan counts into one final, agreed quantity for each line – the number Qoblex will actually post to your inventory.

This article covers what a line’s Status and Count Agreement tell you while it’s still being worked, how to reconcile one line by hand, and how to use Reconcile Selected to settle many lines at once with a bulk strategy.

Count Agreement and Status

Two things tell you where a counted line stands.

Count Agreement compares each scanner’s latest count for a line. Filter the line items grid by Count Agreement to show only Agreed Only lines (every scanner’s latest count on the line is the same number) or Disagreed Only lines (they aren’t). A line nobody has scanned yet doesn’t show up under either filter – it only appears under All.

Status tracks whether a line is settled:

• Pending – nobody has counted this line yet.
• Conflict – it has been counted, but either two scanners logged different numbers, or the number they agree on doesn’t match what Qoblex currently shows on hand.
• Resolved – a final quantity has been locked in for this line, either automatically (a single agreed count that already matched on hand) or because someone reconciled it.

Three numbers matter while a line works through this:

• On Hand – the quantity Qoblex’s records show for this product at this location, re-read every time the line is scanned or reconciled. It isn’t a frozen snapshot from before counting started – stock shipping out or arriving elsewhere can move it mid-count.
• Reconciled Quantity – the final quantity once the line is Resolved; it shows a dash until then. It matches the number you typed when reconciling, except on a batch-tracked line, where it shows the delta between that number and On Hand instead.
• Variance – the difference between the quantity you reconciled to and On Hand; it also shows a dash until the line is Resolved.

Each scanner’s own running tally appears in its own column, named after that scanner, rather than under one generic heading.

Who can reconcile

Reconcile Adjustments is its own permission, separate from Authorize Adjustments and View Adjustments – granting someone one does not grant the others.

Reconciling a line only records the agreed quantity for it – it doesn’t move stock. Qoblex only applies the change to your inventory when the adjustment is authorized.

Reconcile a single line

1. Open the stocktake and find the line in the line items grid.
2. Select Reconcile in that line’s row. This is only available while the line’s Status isn’t already Resolved.
3. Qoblex shows the product. If a scanner has counted this line, a Counted by: list shows each scanner’s name next to their tally. The quantity field starts prefilled with the agreed count if every scanner logged the same number, or 0 if they didn’t.
4. Adjust the quantity if needed, or select Min / Max to jump straight to the lowest or highest of the logged counts – both are disabled until at least one scanner has counted the line.
5. Select Reconcile to confirm. The line’s Status becomes Resolved, and its Variance becomes the difference between the quantity you entered and On Hand. Reconciled Quantity shows the number you typed – except on a batch-tracked line, where it shows that same difference (the delta) instead of the number you typed.

Reconcile several lines at once with Reconcile Selected

1. In the line items grid, select the checkboxes for the lines you want to reconcile together.
2. Select Reconcile Selected and choose a strategy from the menu.
3. Qoblex opens a preview of what each selected line will end up with under that strategy. Lines the strategy can’t resolve are marked Will be skipped.
4. For Accept Scanner, the Scanner field defaults to you if you counted any of the selected lines, otherwise the first scanner in the list (you first, then by name) – check it before confirming, or pick a different one. Accept Scanner itself is greyed out in the menu if none of your selected lines has a scanner count yet.
5. For Set Quantity, the preview quantity for each line is editable, so adjust any line before confirming.
6. Select Reconcile.
7. Qoblex reports the outcome as, for example, “12 of 15 lines reconciled”. Any line the strategy couldn’t resolve is flagged in the preview with a warning icon instead of a quantity – hover it to see why. Once a run skips any lines, the dialog’s Reconcile button stays disabled, so closing the dialog is the only way forward – and closing it clears your row selection. Re-tick the skipped lines in the grid before choosing another strategy, or reconcile them individually.

Choose the strategy that matches how the location was counted:

• Set Quantity – “Enter the final counted quantity for each selected line yourself.” Use this to type (or override) the number for every selected line by hand, the same way as reconciling one line at a time, just for several lines in one pass.
• Accept Scanner – “Use this scanner’s latest count for each selected line. Lines this scanner didn’t count will be skipped.” Use this when one specific person’s count is the one you trust for these lines.
• Merge Scanners – “Set each line’s quantity to the sum of every scanner’s latest count.” Use this when scanners split the location into zones and each only counted part of the stock – their counts need to be added together, not compared.
• Accept System Quantity – “Accept the current system quantity for each selected line, resulting in zero variance.” Use this to close out lines you’ve decided not to adjust.
• Accept Suggestion – “Accept the counted quantity where every scanner agrees. Lines without agreement will be skipped.” Use this as a fast pass over lines you expect already agree, leaving the disputed ones for a separate decision.
• Accept Lowest Count – “Set each line’s quantity to the lowest of the scanners’ latest counts. Lines no scanner counted will be skipped.” The conservative reading of a disputed count.
• Accept Highest Count – “Set each line’s quantity to the highest of the scanners’ latest counts. Lines no scanner counted will be skipped.” The more inclusive reading of a disputed count.

Why a line gets skipped

A line selected for a bulk strategy other than Set Quantity or Accept System Quantity is skipped, rather than reconciled with the wrong number, when:

• This scanner didn’t count this line – the scanner chosen for Accept Scanner never logged a count for it.
• No scanner has counted this line – nobody logged a count at all, for Merge Scanners, Accept Lowest Count, or Accept Highest Count.
• Scanners disagree on the count for this line – the logged counts don’t match, or nobody counted it, for Accept Suggestion.

Skipped lines stay unreconciled and keep their scan history; reconcile them individually, or select them again with a different strategy.