Stock Discrepancies

Why Stock Might Not Match

There are several reasons why the stock shown in C2 Vault might differ from what you physically count:

• A receipt or dispense was not logged — If someone received or dispensed a product without recording it in C2 Vault, the stock will be off.
• A data entry error — The wrong quantity may have been entered on a receipt or dispense.
• Breakage or damage — Product was lost or damaged but not recorded.
• Theft or loss — Product is missing without a clear explanation.

How to Investigate

1. Open the product from the Inventory page and review its transaction history. Look for any missing or incorrect entries.
2. Use the Activity feed to see all recent transactions for the product.
3. Check the Audit Log for any edits or deletions related to the product.
4. Use Inventory Snapshots to identify when the discrepancy first appeared. Compare stock across a date range to narrow down the window.

How to Fix It

Once you have identified the cause:

• If a receipt or dispense was missed, log the missing transaction now.
• If a quantity was wrong, edit the original receipt or dispense to correct it.
• For all other cases, use a Stock Adjustment to bring the recorded stock in line with the physical count. Be sure to select an accurate reason and provide a detailed justification.

If the situation requires it, you can also use a Manual Stock Override to immediately set the stock to the correct value.

Preventing Discrepancies

• Log receipts as soon as deliveries arrive.
• Log dispenses as soon as prescriptions are filled.
• Perform periodic physical counts and compare them using Inventory Snapshots.