Bin-Level Stock Verification and Reconciliation with Inveck
Right Item, Right Bin, Right Quantity
An engineering manufacturer replaced manual bin checks with bin-level verification on the Inveck app. Every item is now counted against the bin it should be in, misplaced stock is found where it actually sits, and bin-wise reconciliation is done in days rather than weeks.
These numbers don’t happen by chance. See how it was done
Who is the client?
The client manages spares, components and finished goods in bin-controlled stores across 4 sites in India. The ERP records stock not just by item but by bin location, and pickers rely on those bin locations to find material quickly.
When an item is in the wrong bin, the ERP says it is there but no one can find it. Correct quantities in the wrong place still cost time, cause stock-outs on the line and lead to unnecessary re-ordering.
Book a DemoChallenges that held them back
Bin checks were done with printed bin lists and pens, and reconciled by hand in Excel afterwards.
Item totals, not bin totals
Counts were often added up per item, so an item could match in total while sitting in the wrong bins.
Misplaced stock invisible
An item found in a bin it did not belong to was either ignored or written in the margin, and the system was never corrected.
Split stock miscounted
Items stored across two or three bins were counted on separate sheets and frequently missed or double-counted.
Manual matching, bin by bin
Reconciling thousands of bin lines in Excel against the ERP took three weeks and was prone to errors.
False shortages and excesses
A shortage in one bin and an excess in another for the same item looked like two problems instead of one misplacement.
No accountability per bin
It was unclear who had counted which bin, and when.
How Inveck solved it
Inveck made the bin the unit of verification. Book stock was loaded item by item and bin by bin. Auditors count each bin, record the quantity against that bin, and log any item found in a bin it does not belong to as an additional location. Reconciliation then compares physical and book stock at bin level as well as item level.
Bin-wise closing stock was exported from the ERP and uploaded as a milestone. Bins and racks were allocated to auditors so each area had one owner. Auditors download the milestone, then scan or search each item, confirm its bin location and enter the counted quantity. Stock found elsewhere is recorded using Add Location Count, and items missing from the list are added using Add Stock Item.
Bin-wise book stock
Each line shows item, bin location and system quantity for that bin.
Count against the bin
Quantities are recorded for the specific bin counted, not just the item.
Other Location entries
Stock found in a different bin is captured with Add Location Count and shown as an Other Location.
Unlisted item capture
Items in a bin but missing from the list are added with Add Stock Item.
Floor and location filters
Lists can be filtered by location, so auditors work bin by bin and rack by rack.
Live progress
Supervisors see updated vs pending lines and completion % for each area.
Bin-wise Excess / Shortage
Variances are shown per item and bin, so misplacements are told apart from real losses.
Digital sign-off and audit trail
Every entry carries user and timestamp; the store Incharge signs on the device.
How Bin-Level Reconciliation Works
Counting at bin level shows whether a variance is real or simply stock in the wrong place.
Bin-level verification flow · 6 steps
Worked example — illustrative figures.
| Item | Bin | Book qty | Counted qty | Bin variance | Finding |
|---|---|---|---|---|---|
| Bearing 6205 | A-01 | 100 | 90 | −10 | Misplaced — found in B-07 |
| Bearing 6205 | A-02 | 50 | 50 | 0 | Correct |
| Bearing 6205 | B-07 | 0 | 10 | +10 | Other Location entry |
| Bearing 6205 total | 150 | 150 | 0 | Item tallies; 10 units to move back to A-01 | |
| Gasket G-12 | C-03 | 40 | 35 | −5 | Real shortage — no matching excess |
An item-level check would have shown the bearing as correct and missed the misplacement. The bin-level view catches it, while still isolating the gasket as a genuine loss.
The results
The client now knows not only how much it holds, but exactly where each item is — and the books say the same.
Bin accuracy restored
Bin-wise counts let the team correct the ERP so system bin locations match the floor.
Misplaced stock found and returned
Items recorded as Other Locations were moved back to their correct bins or their bin record was updated.
Fewer false variances
A shortage in one bin and an excess in another are now recognised as a single misplacement, not written off.
Split stock counted correctly
Items across several bins are counted bin by bin and roll up to one item total.
Reconciliation in days
Bin-wise variance reports replaced manual Excel matching, cutting reconciliation from 3 weeks to 4 days.
Faster picking
With stock where the system says it is, pickers spend less time searching.
Clear ownership
Every bin count shows who counted it and when, with the Incharge's sign-off on record.
We used to check bins with printed lists and spend weeks matching them in Excel. Items would tally in total but sit in the wrong bins, and nobody could find them when needed. With Inveck, every bin is counted against the system, misplaced stock is recorded where we actually find it, and the bin-wise reconciliation is ready in days.
More case studies
Stop Guessing Where Stock Is. Start Verifying Every Bin.
Join manufacturers and warehouses using Inveck to verify inventory bin by bin, find misplaced stock and reconcile at bin level — across every store.
Or WhatsApp us at +91 75229 88834On the walkthrough you’ll see
- The full count flow on mobile
- Live variance dashboard & reports
- How it fits your ERP or Excel
- Answers on rollout and ERP fit
