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How do I correct a discrepancy in my stock?

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Your stock management involves tracking the movement of supplies and products. Because of the high volume of daily transactions, stock discrepancies may occur. Correcting these discrepancies is important to maintain accurate stock records and ensure that products are available when needed. This article will explain how you can update your stock to correct any discrepancies and make sure your stock is accounted for.

Before you start

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You need to have permission to be able to edit stock. User permissions can be adjusted by your practice administrator in Settings > General Settings > Role Management.

Step-by-step instructions

  1. Go to Extra > Stock > Stock List.
  2. Click Discrepancy at the top of the page, under stock alerts. Note that if you don’t see this option, you do not have any stock discrepancies and do not need to continue.
  3. The stock list has now been filtered for the products that have a stock discrepancy. More about this.
  4. Click the quantity of a product in the third column (“in Stock”) to open the batch editing modal.
  5. For each product, count the current (batch) quantity in your practice and check that against the quantities specified in Animana.
  6. Depending on the discrepancy, you can perform the following actions to solve it:
    1. Edit the existing listed batch quantities (if applicable) to match the batch quantity to your total in stock quantity.
    2. Click Add surplus stock to new batch to create a new batch row with the “quantity” and “batch number” information prefilled.
    3. Click +Add batch to manually add a new batch row. You will need to enter the “quantity” manually to match the batch quantity to your total in stock quantity.
    4. Click Delete the surplus stock to delete the surplus quantity (if applicable).
    5. Click Increase total stock quantity to match the total in stock quantity to the batch quantity.
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      See our examples below for more information.
  7. Was this the only change you wanted to make to this product? If so, proceed to step 9.
    If you want to make an additional change (e.g. edit batch number, add batch, or edit quantity of a specific batch), click Save and continue in the top right corner.
  8. Make the changes and make sure to fill in the required fields.
  9. Click Save and close at the bottom.
  10. Repeat steps 4 to 9 above until all stock discrepencies have been solved.

More about this

What is a stock discrepancy?

Based on the orders you place via Animana, and the products you invoice, Animana will calculate your total stock quantity of a product. When you track product batches in your stock, you will also track the available batch quantities for a specific product in Animana.

Ideally, the batch quantities of a product and its total stock are the same. But when there is a mismatch between the total stock of a product and the batch quantities for that product, we call it a stock discrepancy. Stock discrepancies may have occured when a stock quantity has been manually changed in the past, when you have never used batch tracking or when you have only used the so-called “manually added batches” in the Product tab “Batch”.

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For example, the total stock of product X is registered as 10 boxes, but when you count the individual batch quantities for product X you would only count 9 boxes. Then there is a stock discrepancy of 1 that needs accounting for. Follow the instructions above to solve this discrepancy.

The system would also consider a product with no batch quantity information that does have a total stock quantity as a stock discrepancy.

Can I stop tracking batches?

Yes, since you may not need to track batches for each product you have in your database. If you want to stop tracking batches for an individual product, you can specify that in the product details as follows:

  1. Go to Extra > Products > Products.
  2. Search and open the product that you want to stop tracking batch information for.
  3. Click on the tab Stock.
  4. Check the box for “No batch tracking”.
  5. Click Save.

You will now stop tracking batch information for this product. You will no longer see batch information when you sell this product nor when you edit the stock of this product.

A product doesn’t show in the stock list as having a discrepancy, but when I count my stock I do have a discrepancy. What do I do?

You will need to update the quantity that Animana says you have in stock to match what you actually have in stock.

  1. Go to Extra > Stock > Stock List.
  2. At the top, enter the name of the product in the “Filter by product” field.
  3. Click Enter.
  4. Click the quantity in the third column (“in Stock”) to open the batch editing modal.
  5. Either update the displayed batch quantity in the list via the field “Quantity” to match the quantity you actually have in stock. Or click +Add Batch to add a new batch for this product.
  6. Enter the fields “Batch number”, “Expiry date”, “Reason for editing” and “Editing notes” where applicable.
  7. Click Save and close.

You have now updated the stock for this product. What Animana says you have in stock (column “In stock”) should now be what you actually have in stock.

Can I keep working with a stock discrepancy?

In theory, yes. If you don’t solve the discrepancy, you can continue to work as before. However, if you don’t reconcile the discrepancy and you create a new batch or update the current batch quantity, the discrepancy remains and only the batch quantity is being updated, not the total stock quantity. This will lead to incorrect stock reports and ordering suggestions.

All the fields explained

FieldDescription
Stock alert - DiscrepancyClicking this alert will filter the list to only show products with the status "Discrepancy". A discrepancy occurs when the total in stock quantity is different from the total of the batch quantities for that product.
Stock alert - ExpiredClicking this alert will filter the list to only show products with the status "Expired". These products have one or more batches that are past their expiration date.
Stock alert - Under minimumClicking this alert will filter the list to only show products with the status "Under minimum". The total in stock quantity of these products is less than or equal to the quantity set as a desired minimum, in the column "Min".
Stock alert - Out of stockClicking this alert will filter the list to only show products with the status "Out of stock". For these products, the in stock quantity is zero or negative.
Stock alert - Not usedClicking this alert will filter the list to only show products with the status "Not used". These products that have no prior activity in their history. That means the product has not been used. The status will change as soon as you add a quantity to the product.
Filter dropdown - Location You can use this dropdown menu to filter the stock list on a location.
Filter by productYou can use this field to search for products. Make sure to confirm your search by pressing Enter.
Filter dropdown - StatusYou can use this dropdown menu to filter the stock list on a status. The status options are "all statuses", "discrepancy", "expired", "in stock", "not used", "on demand", "ordered", "out of stock", and "under minimum".
Search notesYou can use this search field to search for notes made in the stock list column "Notes". Make sure to confirm your search by pressing Enter.
Filter dropdown - Product groupsYou can use this dropdown menu to filter the stock list on a product group.
Filter dropdown - SuppliersYou can use this dropdown menu to filter the stock list on a supplier.
Product nameThe name of the product as specified in Extra > Products > Products > [open Product] > tab Product > field "name".
StatusThe stock status. The status options are "in stock", "under minimum", "out of stock", "ordered", "expired", "not used", and "discrepancy".
In stockThe total quantity of sales units available in stock. Clicking the quantity will open the batch editing modal.
MinThe desired minimum level of sales units you want in stock. This determines when you want a product to be ordered again.
MaxThe desired maximum level of sales units you want in stock. This determines how many units need to be ordered.
OrderThis is the order suggestion that shows how much you need to order based on current stock to reach your maximum stock target level. Client orders and pending order amounts are taken into consideration for the calculation.
NotesYou can use this field to add notes relevant to the stock list. If you click to add notes, you will see a popup screen. Add your note and click Save.
Prod. groupThis column will display the product group appointed to this product in Extra > Products > Products > [open Product] > tab Product > field "product group".
SupplierThis column will display the supplier of this product as specified in Extra > Products > Products > [open Product] > tab Order Info > field "supplier".
Click this icon to go to the Stock Report page for this product.
Click this icon to go to the Stock List History page for this product. This page will show when there was a change in the stock quantity of this product, which batch it refers to, who made change, what the reason was for the change, and whether the product was incoming or outgoing.

Some examples

Example 1: Total in stock quantity is more than total batch quantity
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For example, the total stock of Flea product X is registered in Animana as 1 box, but no batch quantity is registered. That means the total batch stock = 0 and the total stock = 1. This will show as a stock discrepancy of +1. When we count our stock for Flea product X in the practice, we do have 1 Flea product X unit in stock.

  1. Follow step 1-5 in the instructions above.
  2. In step 6 you can choose between the following options for this scenario:
    • Click Add surplus stock to new batch to create a new batch row with the “quantity” and “batch number” information prefilled. In this scenario, the quantity would be prefilled with “1.0”, the batch number prefilled with “surplus stock”, and the reason for editing prefilled with “new batch”.
    • Click +Add batch to manually add a new batch row. In this scenario you would manually enter the “quantity”, “batch number”, and “expiry date”. The reason for editing will be prefilled with “new batch”.
    • Note that the option Delete surplus stock is available, but does not apply to this example as we do not want to delete the surplus quantity.
  3. Click Save and close.

The total batch stock has now been set to “1” and the total stock remained “1”. That means the discrepancy has been solved for this product. The stock status of this product will have changed from “discrepancy” to “in stock”.

Example 2: Total in stock quantity is less than total batch quantity
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For example, the total stock of Deworming product X is registered in Animana as -71 boxes, and the batch quantity is registered as 10 boxes. That means the total batch stock = 10 and the total stock = -71. This will show as a stock discrepancy of -81. When we count our stock for Deworming product X in the practice, we count 10 Deworming product X units in stock. 
  1. Follow step 1-5 in the instructions above.
  2. In step 6 you can click Increase total stock quantity to match the total in stock quantity to the batch quantity. In this scenario, the total stock would be set to “10” to match the total batch stock.
  3. Click Save and close.

The total batch stock has remained “10” and the total stock has been set to “10”. That means the discrepancy has been solved for this product. The stock status of this product will have changed from “discrepancy” to “in stock”.

Example 3: No batch tracking but total stock is incorrect
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For example, when I count my stock I have 2 bags of Cat Food 1 kg in stock, but according to Animana we have -1 bag in stock. I don’t track batches for this product. This will show as an “out of stock” product in the Stock List.
  1. Go to Extra > Stock > Stock List.
  2. At the top, enter the name of the product in the “Filter by product” field.
  3. Click Enter.
  4. Click the quantity in the third column (“in Stock”) to open the batch editing modal.
  5. Because you don’t track batch information for this product, you only need to update the “Local stock quantity” field with the actual stock. In this example we would enter “2”.
  6. Select a reason for editing in the drop-down menu. The options are “breakage”, “incorrect invoicing”, “other”, and “spillage”.
  7. Click Save and close.

The total in stock quantity has now been set to “2.0”. The stock status will have changed from “out of stock” to “in stock”.

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Updated on 20 November 2025
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