Starting point
Warehouse & inventory
Capture stock counts and reconcile inventory automatically
Every line counted during a stock count is automatically compared with the book stock from the inventory system. Only deviations above the defined tolerance go to warehouse management; everything else is written forward directly.
Process architecture
From the count sheet to checked stock.
The process reads the quantities captured during the stock count, compares them with the book stock per item, and writes plausible results forward directly into the inventory system. It is a simple, rule-based process with one leading system; only the deviation above tolerance needs a decision.
01Input
Open quotes and their context come together.
The process starts with silence rather than a message: a quote that has had no answer for days. The leading system supplies the quote, its deadline and the contact, together with the correspondence already attached to the case.
2 Steps
02Process
The right message is derived from the state of the case.
The draft comes from the quote itself, not from a template full of placeholders. The rules then check whether a follow-up is allowed at all; anything outside the agreed frame goes to a salesperson.
4 Steps
03Output
The message goes out and the case stays traceable.
The follow-up sits in the same conversation as the quote, sales sees the current state without asking, and every attempt is documented on the case.
3 Steps
Source01Capture the count sheet
Quantities captured during the count are read from the handheld scanner or counting app as soon as a counting area is completed.Details
Capture the count sheet
Quantities captured during the count are read from the handheld scanner or counting app as soon as a counting area is completed.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load book stock
Data02Load book stock
The current book stock per item and storage location is loaded from the inventory management system.Details
Load book stock
The current book stock per item and storage location is loaded from the inventory management system.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Calculate the difference
Action03Calculate the difference
For every counted line the difference between counted quantity and book stock is calculated, in units and in value.Details
Calculate the difference
For every counted line the difference between counted quantity and book stock is calculated, in units and in value.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check tolerance
Decision04Check tolerance
The difference is checked against a defined tolerance per item group; exceeding it counts as needing clarification.Details
Check tolerance
The difference is checked against a defined tolerance per item group; exceeding it counts as needing clarification.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Write stock forwardstandard case
- Clarify the deviationexception
Approval05Clarify the deviation
For a deviation above tolerance, warehouse management reviews the line, recounts if needed, and confirms the final quantity.Details
Clarify the deviation
For a deviation above tolerance, warehouse management reviews the line, recounts if needed, and confirms the final quantity.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Write stock forwardafter approval
System06Write stock forward
The confirmed or directly accepted quantity is stored as the new book stock in the inventory system.Details
Write stock forward
The confirmed or directly accepted quantity is stored as the new book stock in the inventory system.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Hand off the stock
- Inform warehouse management
Result07Hand off the stock
The updated stock is immediately available for planning and sales in the inventory system.Details
Hand off the stock
The updated stock is immediately available for planning and sales in the inventory system.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Log the count
Result08Inform warehouse management
A summary at the end of each counting area names the number of reviewed lines and the remaining deviations.Details
Inform warehouse management
A summary at the end of each counting area names the number of reviewed lines and the remaining deviations.
Interfaces
- Power BI API
- Teams Webhook
Result09Log the count
Counted quantity, book stock, difference and clarification status are logged per line for the inventory report.Details
Log the count
Counted quantity, book stock, difference and clarification status are logged per line for the inventory report.
Interfaces
- Power BI API
- Teams Webhook
System landscape
One leading system, clear rules.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
REST API
Reads counted quantities from the counting app and writes the confirmed stock back into the inventory system.
- Interfaces in use
CSV-Import
Picks up count sheets from handheld scanners that only provide an export file instead of a direct interface.
- Interfaces in use
PostgreSQL
Read access to book stock, item groups and tolerance thresholds.
- Interfaces in use
Webhook
Forwards a confirmed clarification immediately so stock is written forward without delay.
- Possible apps & platforms
Warenwirtschaftssystem
Leading system for book stock, item groups and storage locations.
- Possible apps & platforms
Zähl-App auf dem Handscanner
Captures counted quantities during the stock count.
- Possible apps & platforms
Excel oder Google Sheets
Storage for counting areas without scanner support, with manual entry.
- Possible apps & platforms
E-Mail
Delivery channel for the summary to warehouse management after each counting area.
Implementation in context
What the process does and what it deliberately leaves to people.
The process is deliberately kept simple: one leading inventory system, a fixed tolerance rule per item group, no evaluation of unstructured text. That makes it quick to roll out and easy for warehouse management to follow.
Clarification is only needed for the line above tolerance. The standard case – a difference within the usual variance from spoilage, breakage or counting tolerance – is written forward directly, because the rule can be decided unambiguously.
Stock data stays inside the company's inventory management system; no additional copy is sent to an external service. Every line written forward carries a timestamp and clarification status for the inventory report.
Target picture
Every counted line is checked right after it is counted, not at the end of the entire stock count. Warehouse management sees only the lines that genuinely exceed tolerance and can focus on those instead of going through every row.
Expected benefits
- Reconciliation happens during counting instead of afterwards across the whole list.
- Warehouse management sees only genuine deviations above tolerance, not every small fluctuation.
- The standard case is written forward without human review, because the tolerance threshold can be decided unambiguously.
- The inventory report builds up continuously instead of being compiled separately at the end.
- The process works without a new system, connecting directly to the inventory system and counting app already in place.
Prerequisites to start
- 01An inventory management system with book stock per item and storage location.
- 02A counting app or handheld scanner from which counted quantities can be read automatically or as an export.
- 03Defined tolerance thresholds per item group, above which a difference needs clarification.
- 04Named ownership for clarifying deviations above tolerance.
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Your next step
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