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Count reconciliation and variance

Count reconciliation and variance

Overview

The reconciliation and variance screen lets you run the reconciliation of a physical (RFID) audit session and review its detailed results. Once the RFID reads from the field reader have been uploaded, you apply the reconciliation so the system automatically compares each detected EPC against the active company's expected inventory, classifying each asset as Found, Missing, Unexpected or Moved. The people responsible for the physical inventory process - internal auditors, asset managers and accountants - are the usual users of this screen.

How to get there

Audit > Count sessions, then click the code of any existing session in the list.

  • URL path: /rfid/sessions/{id} (where {id} is the session's unique identifier)

Key concepts

Term Definition
Count session The record grouping one round of RFID physical inventory: it holds a code, a name, a status and the total of expected Assets.
EPC Electronic Product Code - the unique identifier written to each asset's RFID tag.
Expected asset The total number of Assets the system anticipates finding in the active company when the session starts.
CSV reads The comma-separated file exported from the RFID reader, holding the EPCs and, optionally, the location codes detected.
Reconcile The automatic process that compares the ingested reads against the system inventory and produces the variance results.
Found The asset was detected by the RFID reader in its expected location.
Missing The asset was expected but was not detected during the read.
Unexpected The reader detected an EPC that matches no asset registered in the active company.
Moved The asset was detected, but in a location different from the one recorded in the system; a transfer can be applied to update its location.

How to use it

Upload the RFID reader's reads

  1. Go to Audit > Count sessions and click the code of the session you want to reconcile.
  2. In the top card you see the session's name, its current status and the total of expected Assets.
  3. In the Upload reads (CSV) field, click the file picker and choose the .csv file exported from the RFID reader. The file must be under 5 MB.
  4. The system processes the file automatically: it parses each row, matches the EPCs to Locations and records the reads on the session. When it finishes, a green notification appears with the number of reads ingested (for example, "Ingested 312 reads.").
  5. If the file is empty or badly formatted, a red notification appears with the error detail.

Run the reconciliation

  1. Click Reconcile.
  2. While the process runs, the button reads Working... and every button is temporarily disabled.
  3. When it finishes, the Results table updates showing each asset with its variance status. A green notification appears: "Session reconciled."

Review the variance results

  1. The Results table shows the rows sorted by status. You can click any column header to reorder them.
  2. Use the paging at the bottom to move between pages (15 records per page by default).
  3. Spot the Moved Assets: the Apply transfer button appears in the Actions column. Click it to record the move and update the asset's location in the system. The button disappears once the transfer has been applied.

Close the session

  1. When the audit process is complete, click Close.
  2. The system asks for confirmation in a dialog: "Are you sure you want to close this session?". Click Close Session to confirm.
  3. The session changes to Closed and the notification appears: "Session closed."

Refresh the screen

  • Click the refresh button (the reload icon) in the page header to reload the session's data and results without losing your current context.

Fields

Session header

Field Type Required Description Validation
Session name Text (read-only) - The descriptive name given when the count session was created. -
Status Tag (read-only) - The session's current status: Open, Reading, Reconciled or Closed. -
Expected Number (read-only) - The total of Assets the system expects to find in the active company. -
Upload reads (CSV) File upload Not on every visit The .csv file with the RFID reads from the field reader. .csv extension; maximum size 5 MB.

Results table

Column Type Description
Asset Text The code of the asset registered in the system. Empty if the EPC matches no known asset.
EPC Text The electronic product code exactly as the RFID device read it.
Status Tag The asset's variance: Found, Missing, Unexpected or Moved.
Actions Button For Assets with Moved status whose transfer has not been applied, it shows the Apply transfer button.

Permissions

Available to users with access to the Audit module, as configured by your administrator. No special permission is needed within the screen to run the reconciliation, apply transfers or close the session; those actions are only available, however, while the session is not Closed.

Notes

  • CSV size: the system accepts files up to 5 MB. If the reader produces larger files, split them before uploading.
  • Location resolution: the CSV parser tries to match the file's location codes to the Locations registered in the active company (case-insensitive). Unrecognized location codes are ignored; the asset is processed anyway if the EPC matches.
  • Transfers: the Apply transfer button only appears for Assets with Moved status whose transfer has not yet been processed. Once applied, the record stands as permanent evidence and the button disappears.
  • Active company: the session's results are filtered by the active company selected in your session. If you work with several Companies, make sure the right one is active before uploading reads and reconciling.
  • Variance report: for a printable report of one or more sessions' variance, go to Reports > RFID Audit Variance (/Reports/rfid-variance).

Troubleshooting

Symptom Likely cause Resolution
The results table is empty after clicking Reconcile No reads were uploaded to the session, or the CSV file had no data rows. Upload a valid CSV of reads before reconciling. Check that the file is not empty.
The message "No results yet. Upload reads and reconcile." appears The session has not been through reconciliation yet. Follow the steps: upload the CSV first, then click Reconcile.
Error uploading the CSV file The file is over 5 MB, does not have a .csv extension, or its content is in an unexpected format. Check that the file is .csv and under 5 MB. If the reader exports another format, convert it before uploading.
The Apply transfer button does not appear for a Moved asset The transfer was already applied. The transfer is already recorded. Check Audit > Transfers (/rfid/transfers) for the history.
The Reconcile and Close buttons are disabled An operation is running (the Working... state). Wait for the operation to finish; the buttons re-enable automatically.
The session no longer allows changes The session is Closed. Closed sessions are read-only. If you need to reprocess, create a new count session.

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