# Inventory discrepancy system map and join keys | SourceX

Canonical: https://refer.sourcex.si/guides/inventory-discrepancy-investigations-records-across-systems
Last updated: 2026-10-19

Rebuilding a stock variance case across systems takes five keys: the storage location as it was named on the day, the item number, the task ID of the count or pick that touched the stock, the order or receipt number behind a movement, and a write-up reference quoted on the correction. Each key lives in a different place, from the warehouse system and handheld devices to the ERP and wherever investigators write. If one is missing, the case breaks into records that no longer point at each other.

This system map is part of the [inventory discrepancy guide](/guides/workflow-inventory-discrepancy-investigations). It shows where each record usually sits in a mid-size distribution operation, which identifier carries a case to the next system, and one fully joined example. A step-by-step hard case lives on the [exception examples page](/guides/inventory-discrepancy-investigations-exception-examples).

## Five places a short count leaves traces

A count that comes up short begins in the warehouse system, but explaining it nearly always means visiting other places.

- **Location master.** The list of storage locations, their names and any history of renaming or retirement.
- **Task history.** Counts, recounts, picks, putaways and the corrections that change quantity on hand.
- **Handheld device records.** Which user, on which device, confirmed which task, and when; some products also log exceptions such as a short pick.
- **ERP.** Sales orders, shipments, receipts and the value correction finance posts.
- **Write-ups.** A ticket tool, email thread, shift spreadsheet or notes field where someone recorded what they found and decided.

Businesses that grew by acquisition may run a second warehouse system as well. [3PL acquisition integration](/guides/3pl-acquisition-integration-wms) covers that situation.

## System, record, linking key and owner

Read across a row for what a place holds; read down the key column to follow one case.

| System | Record | Linking key it carries | Joins to | Usual owner |
|---|---|---|---|---|
| Location master | Storage locations, status, renaming history | Location name with effective date | Every task at that location | Inventory control manager |
| Task history | Count, recount, pick, putaway, correction | Task ID, location, item number | Device record, write-up, ERP document | Distribution operations |
| Handheld device records | Confirmations and exceptions by user and time | Task ID and user ID | The task it confirmed or flagged | IT or system administrator |
| ERP | Order, shipment, receipt, value correction | Order or receipt number, item number | Pick or putaway task; quantity correction | Finance and order management |
| Write-ups | Finding, cause, decision | Reference number, quoted task IDs | Reason note on the correction | Inventory control or operations management |

Most of the risk sits in the key column. Location names get changed. Completed tasks get purged after a retention period. Write-up references only connect if someone typed them onto the correction.

## One fully joined case (Illustrative)

Illustrative and invented for this page. A fictional 330-person distributor finds 60 units missing from storage location M-12-05 for one item. Nothing turns up over anywhere else in the building, so the goods left rather than moved.

Followed key by key:

1. **Location and item.** The count task shows 60 short at M-12-05, and the location master confirms the name did not change in the period.
2. **Task ID.** Task history shows a pick of 60 units from M-12-05, created two days before the count and never confirmed.
3. **Device record.** The picker's handheld lost its connection during that pick, so the confirmation never arrived.
4. **Order number.** The pick carries an order number, and in the ERP that order shows as shipped with a carrier collection that afternoon. The goods went out; only the confirmation is missing.
5. **Write-up reference.** The analyst's ticket quotes the count, the pick, the device event and the order, and records the cause as "unconfirmed pick, device offline".
6. **Correction.** The manager approves a 60-unit correction whose note cites the ticket, and a follow-up count of M-12-05 agrees.

Each step can be reached from the one before it. Remove the order number from the pick and step 4 fails, so the loss looks like theft or damage. Remove the reference from the correction note and the reasoning and the fix stop pointing at each other.

## Where the keys break, and how to test each

| Failure point | What breaks | Question for the operations lead |
|---|---|---|
| Renamed locations | Older counts and write-ups cite names the current system lacks | "When locations were renamed, was the old name kept?" |
| Purged tasks | Device and order links lose their anchor | "How long are completed and cancelled tasks kept?" |
| Optional reason notes | A correction cannot be tied to its write-up | "Must a correction quote a reference, or is it optional?" |
| Reasoning kept informally | Findings exist only in inboxes or paper | "Where were findings recorded, and for which years?" |
| Unlogged exceptions | A short pick leaves no record of its own | "Does the system log pick exceptions?" |

Exception logging varies by product. Microsoft documents that in Dynamics 365 Supply Chain Management a short pick generates an entry in a work exceptions log that managers use to track issues, and that a short pick work exception controls whether the item is reallocated automatically, manually or both. Where a system keeps a log like that, the step 2 and step 3 records may already be joined. Where it does not, the handheld record carries the weight. Treat any claim about a specific product as something to confirm with its documentation or administrator.

## What a partner records, and what stays unknown

Note the systems, the years each one covers, which keys exist in which period and who administers each. Device records and tasks carry user IDs; under the EU General Data Protection Regulation, personal data is any information relating to an identified or identifiable person, including by an identification number, so de-identification may be needed later. Never ask for exports, tasks, write-ups or logins. The [metadata-only Jira template](/resources/a-metadata-only-jira-inventory-template-for-company-introductions) helps describe a ticket project without opening it, and [root cause analysis records](/data-types/root-cause-analysis-records) explains why the write-up matters.

The introduced company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English. Partners sign the Channel Partner Agreement before submitting introductions, and the [referral brief template](/resources/inventory-discrepancy-investigations-referral-brief-template) has a line for each system.

What stays unknown until SourceX reviews it: whether goods held for clients limit rights, the de-identification needed, buyer interest and any terms.

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

If the operations lead can confirm most of the five keys across several years of cases, [register as a partner](/register), check the company against [who qualifies](/who-qualifies) and read the [program terms](/terms) before you make the introduction.

## Sources

- https://learn.microsoft.com/en-us/dynamics365/supply-chain/warehousing/work-exceptions-log
- https://learn.microsoft.com/en-us/dynamics365/supply-chain/warehousing/tasks/set-up-short-picking-item-reallocation
- https://eur-lex.europa.eu/eli/reg/2016/679/oj/eng
- https://refer.sourcex.si/terms