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Inventory Count Reconciler

Upload your system inventory and physical count. Find shortages, overages, missing items, and stock discrepancies in seconds.

Both files, inventory data and reconciliation results stay in your browser. Nothing from your inventory is uploaded or attached to feedback. Reloading clears this session.

System inventory

Headers required · 10 MB, 3,000 rows and 100 columns per file.

Physical count

Headers required · 10 MB, 3,000 rows and 100 columns per file.

How it works

  1. Upload system inventory and physical-count CSV/XLSX files with headers.
  2. Review suggested SKU and quantity mappings. Map location in both files to reconcile by location.
  3. Check discrepancies and review-required rows. Search, sort or filter the results.
  4. Download all results or differences only, or print the summary and discrepancies.

A real example

Fictional item 001-A · Café mugs has expected stock of 10. Two physical-count rows of 4 aggregate to 8. The result is Short · variance −2. At a unit cost of 3.50, variance value is −7.

An item absent from the count is Missing from count, with unknown counted quantity and variance—not a confirmed count of zero.

After reviewing discrepancies, use the CSV Inventory Reorder Calculator to plan replenishment.

Match the same inventory snapshot

Use counts and system quantities from the same point in time. Record deliveries, sales and stock moves consistently before reconciling. Quantities must use the same unit for each item; this tool does not convert packs, weights or currencies.

Matching is exact and case-sensitive after trimming surrounding whitespace. AB-01 differs from ab-01. Leading zeros, hyphens and punctuation are preserved as provided. Store identifier columns as text in Excel: zeros already lost in numeric cells cannot be recovered.

Location joins the key only when mapped in both files. Blank locations match other blank locations. With location active, the same SKU in different locations remains separate. If location is mapped in only one file, it is ignored for matching.

Understand unknowns and review rows

Exact, Short and Over require valid quantities on both sides. Variance is counted minus expected. Missing from count and Not in system have unknown counterpart quantities and variance, displayed and exported as —.

Physical duplicate keys are added together. Duplicate system keys are never added together: each system row remains a Review required result, with no assigned counted total or variance. Invalid quantities, empty IDs and invalid costs also require review; fix the source and upload again. Exports keep these rows and explanatory notes.

Summary quantities cover confirmed matches only. Monetary totals cover matched rows with a valid unit cost; the coverage line identifies uncosted differences. Costs must be in one currency. Unmatched and review-required items are excluded, so a net total is not the value of every discrepancy.

Frequently asked questions

Which files and columns are required?

Upload CSV or XLSX with a header row, up to 10 MB, 3,000 data rows and 100 columns per file. Each file needs SKU / Item ID and quantity. Item name and location are optional; system inventory can also include unit cost. Multi-sheet workbooks have a worksheet selector. Suggested mappings can be overridden.

How are duplicates handled?

Physical-count rows with the same active key are aggregated. System duplicates remain separate and require review. When both files map location, duplicates and matches use SKU plus location; otherwise they use SKU alone. No fuzzy or AI matching is used.

Is a missing count treated as zero?

No. An explicitly counted zero is a known quantity. An absent physical row is Missing from count, and an unknown physical item is Not in system. Neither gets an invented zero or calculated variance.

Which numbers are accepted?

Use non-negative numbers with a decimal point, at most 12 whole digits and 6 decimal places. Zero is valid. Do not use currency symbols, thousands separators, scientific notation, negative quantities or non-finite values. Calculations use exact decimal arithmetic.

What does variance value mean?

For a confirmed match, variance value is counted minus expected, multiplied by system unit cost. Blank or unmapped costs produce unknown values. Invalid nonblank costs require review. Known-cost summaries show coverage and exclude unmatched or review-required rows; no currency conversion is performed.

Do filters affect downloads or printing?

No. Reconciliation CSV contains every result; differences-only CSV contains every non-Exact result, including unknowns and review rows. Print includes the summary and all discrepancies. Screen results are paginated in groups of 25. CSV formula-capable text is prefixed with an apostrophe; import IDs as text to preserve them in spreadsheet software.

Are my inventory files uploaded or saved?

No. Files, matching, results, search, CSV exports and print preparation stay in your browser. No inventory data is sent to RST or included in feedback. Reloading clears the session. The site separately counts a limited tool-page visit without file or result data.

Can this update my inventory system?

No. This is a review and export worksheet, not an inventory integration. Resolve review rows and investigate discrepancies before making adjustments in your own system. For purchasing after reconciliation, use the CSV Inventory Reorder Calculator.

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