A fulfilment stock reconciliation should compare a dated external quantity report with the company’s own stock records and movement evidence. Goods held away from the office can still require careful reporting. A provider’s dashboard total does not establish ownership, condition or the accounting value of every item shown.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Agree the report boundary

Identify the company, warehouse locations, stock codes, units and cut-off time. Ask whether the provider’s total includes goods awaiting receipt, returns, quarantined stock or orders already picked for dispatch.

Check whether the report includes other clients’ goods or stock held on a different contractual basis. Keep the original export and the provider’s explanation of its fields.

Reconcile movements consistently

Match receipts, dispatches and returns around the reporting cut-off. Convert units transparently where the warehouse reports cartons but the ledger records individual items.

Maintain a difference schedule by stock code. Do not use a blanket adjustment to force agreement while the reason for the mismatch is still unknown.

Example: picked orders remain in the warehouse

The provider excludes picked orders from available stock, while the company report still includes them. Establish what each report measures and trace actual dispatch evidence. Available-for-sale quantity and total physical quantity need not be identical.

Give the accountant a complete review pack

Retain the reconciled quantities, unresolved exceptions and evidence about damage, ageing or ownership. Ask the accountant to assess recognition and valuation separately. A quantity match is useful evidence, but it is not a substitute for checking the condition and financial-reporting treatment of the goods.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: IRAS official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.