Reviewing a Load of Bales¶
Purpose¶
Work gets finished on a vehicle, and then this review asks a separate question: do the numbers agree? It compares what came in, what went out, and what the stock records claim, and it does not let the load be signed off until they do.
Who does this¶
Office reviewers who sign off that a completed load of bales matches what the inventory records say.
Before you start¶
- You have the right account (see Permissions and Access).
- The record and date you are working on are correct.
- Words you do not know are in the Glossary.
Access¶
Report > Inventory Adjustment — the Pending tab
The five states¶
The review tells you what is missing. Read the state before doing anything.
| It says | What it means | What you do |
|---|---|---|
| DATA REQUIRED | A quantity or weight was never filled in | Correct the figure where it is recorded |
| ACTION REQUIRED | There is more bales than the records account for | Apply the extra from a source lot |
| ACTION REQUIRED | There are fewer bales than the records account for | Record the leftover |
| WEIGHT MISMATCH | The quantity adds up but the weight does not | Use the inbound weight, or keep the outbound weight and give a reason |
| READY TO CONFIRM | Everything reconciles | Confirm |
CONFIRMED means it is signed off. Nothing on it can change until it is reopened.
Confirming¶
Only confirm when the state says READY TO CONFIRM.
- Check the inbound figure, the outbound figure and the difference.
- Confirm.
- Reopen the row and check it now reads CONFIRMED.
Confirming several at once can partly succeed. Some will confirm and some will be excluded with a reason. Reload and see which ones actually went through.
When there is more than expected¶
If more bales went out than the records account for, you must show where they came from.
- Select the eligible source lot.
- Apply the exact quantity and weight.
- Then reopen the review and check the lot balance and the review state.
This is done in the inventory adjustment screens. The review screen shows what is needed; it does not make the stock change.
When there is less than expected¶
If fewer bales went out than the records say, record the leftover — the bales still on the truck or left behind — at the place they actually are.
- Create the leftover at the real location.
- Then reopen the review and check it now reconciles.
Record the leftover where it actually is, not where it should have been.
When the weight does not match¶
The quantity is right but the weight is not. You have two choices:
- Use the inbound weight — the figure recorded when the load came in, or
- Keep the outbound weight and give a reason explaining the difference.
Either way, the review stays open until you confirm it. Choosing a weight does not confirm anything.
Correcting a confirmed review¶
A confirmed review is locked. To change it you must reopen it first, and then make the correction.
Reopening puts it back to pending but keeps the old confirmation details on the record. That is there on purpose, as history. It is not a fresh start, and the previous approver is still shown.
Reopen, fix the cause, then confirm again.
Confirming several at once¶
Bulk confirm is convenient, but it is not all-or-nothing. It reports which ones it confirmed and which it excluded, and why.
Always reload afterwards and confirm the ones you expected.
If something goes wrong¶
| Situation | What you do |
|---|---|
| It says DATA REQUIRED | A quantity or weight is blank. Fill it in where it belongs, not here. |
| It says ACTION REQUIRED | More or fewer bales than expected. Apply a source or record a leftover. |
| It says WEIGHT MISMATCH | Use the inbound weight, or keep the outbound weight with a reason. |
| Confirm will not work | It is not READY TO CONFIRM. Read the state and clear that first. |
| Some rows confirmed, some did not | Expected. Reload and read the exclusion reasons. |
| I cannot change a confirmed review | Reopen it first. |
| The reopened review still shows the old approver | That is kept as history. It does not mean it is confirmed again. |
| The leftover is recorded somewhere it is not | Correct it against the real physical location. |
Who owns the next step¶
The reviewer owns the sign-off. Stock changes are made in inventory adjustment, and the warehouse owns the physical location — see Reading the Warehouse Map and Adjusting Bale Stock.
The full step-by-step¶
This page is the short version. The screen-by-screen procedure with every field and recovery step is here: