Investigate a count discrepancy

When the system says 40 and the shelf says 37, don’t just adjust the number — find out where the three went. Every quantity change in Klovio is recorded in the audit log, so the story is always there to read.

1. Pull the history for the SKU

1. Open the item’s detail page and go to the Audit log tab, or open the audit log and filter by SKU.
2. Narrow the date range to the window since the last count you trust.
3. Each entry shows the user, the device, the timestamp, the transaction type, and the quantity before and after.

Read the entries newest to oldest until the running quantity stops matching what you’d expect. The first entry that doesn’t add up is usually your answer.

2. Look for the common causes

Most discrepancies trace back to one of these:

• Missed scan — an item left the shelf without being scanned. Look for picks or transfers around the time the count drifted, or a gap where you’d expect one.
• Double receive — the same delivery scanned twice, often by two different users a few minutes apart. Two receive entries with the same quantity close together are the giveaway.
• Uncounted damage — something was thrown away or set aside without a scan. No entry at all, but the physical count is short.
• Bad import — if the quantity jumped when a CSV was loaded, see Fix CSV import errors.

3. Fix it with an adjustment

Once you know the cause (or you’ve confirmed the shelf count is right):

1. Open the item and choose Adjust quantity.
2. Enter the counted quantity and a short reason — future-you will thank present-you.
3. Save. The adjustment gets its own audit log entry with your name on it, so the correction is as traceable as the error.

Never fix a discrepancy by faking a receive or a pick — that pollutes your transaction history and makes the next investigation harder.

4. Prevent the repeat

One discrepancy is noise; the same SKU twice is a pattern. Put frequently-wrong items on a cycle count schedule so small errors get caught weekly instead of surfacing at the annual count. If the audit log keeps showing the same user or device, that’s a training conversation or a hardware check, not a mystery.

More on counts, adjustments, and imports is in the Klovio help center.

Still stuck? Create a ticket with the SKU and the date range and we’ll help you trace it.