# Why stock counts don’t match the system: 8 causes of inventory gaps and fixes

> Most inventory gaps come from process errors, not theft: receiving goods without matching purchase orders, selling in a different unit than purchased, unrecorded write-offs or returns, and branch transfers without documents. The fix: barcode every movement, permission-gate voids and edits, and cycle-count small sections regularly.

Source: https://www.al-arjan.com/en/blog/inventory-discrepancies · العربية: https://www.al-arjan.com/ar/blog/inventory-discrepancies.md

Author: [AUTHOR_NAME] — 2026-09-26

## The eight causes

Notice theft comes last: fix the process causes first and theft, if any, becomes visible.

- Receiving without matching quantities to PO or invoice.
- Unit mix-ups: buying by carton, selling by piece without correct conversion.
- Unrecorded damage or expiry.
- Customer returns put back on shelf without entry.
- Branch transfers without a receiving document.
- Duplicate items under different names.
- Selling “misc” items by price without an item.
- Internal or external theft.

## The practical fix

- Barcode receiving against the PO
- Defined unit conversions per item
- Approved write-off documents
- Returns linked to the original invoice
- Weekly count of one section instead of yearly
- Voids and discounts report per cashier

## Frequently asked questions

### How often should we count?

Best: weekly cycle counts of small sections, plus a full count once or twice a year.

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