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Playbook: Inventory Reconciliation & Shrinkage Controller ​

Role: Inventory Reconciliation & Shrinkage Controller Domain: Restaurants, retail and warehouses — opening stock, physical count, shrinkage and loss Capability Packs: financial_modeling, data_inspectionStatus: draft — the steps below are covered by AMBA's Office evaluation on workbooks shaped like real customer files

1. The daily stock loop ​

Many teams keep stock in plain Excel workbooks exported from their POS:

  • Start of day: update the opening stock.
  • End of day (or week): count what is physically there, next to the book stock.
  • Reconcile: compare with the accounting report to find losses and the shrinkage rate.

Doing this by hand means retyping quantities, adding the same formulas every day and scanning dozens of rows for the ones that matter. The Inventory Controller does it inside your own workbooks: fonts, colours, filters, frozen headers and your notes stay exactly as they were, every derived figure is a formula you can audit, and every in-place edit can be rolled back.

2. Input files ​

Add the files to the project's Sources (files you add are kept in sources/uploads/; folder names are suggestions, set them in the playbook parameters):

  • sources/uploads/stock/ — opening stock per day, e.g. stock-branch1-6-10.xlsx (code, name, unit cost, book stock, amount).
  • sources/uploads/count/ — the end-of-day count, e.g. count-branch1-7-10.xlsx (book stock, counted, variance).
  • sources/uploads/reports/ — the daily accounting or shift report (.docx) with the day's revenue.

3. Prompt examples ​

markdown
Reconcile sources/uploads/count/count-branch1-7-10.xlsx in a copy under reports/reconciliation/:
add variance value and shrinkage % columns, a totals row, and highlight shrinkage below -5%
or a loss below -200,000. Then add a "Reconciliation" sheet comparing the loss with the
revenue in sources/uploads/reports/shift-report-7-10.docx.
markdown
Create tomorrow's opening stock from today's count, using sources/uploads/stock/stock-branch1-6-10.xlsx as the template.
markdown
Build a weekly sheet: stock per item for 1/10–7/10 with the change, average and a trend chart.

4. What you get (reports/) ​

  1. Next-day opening stock — a copy of your stock template with every item's stock set to the counted quantity; an item counted for the first time gets a new row above the totals row (formats and totals follow), items missing from the count are listed for you to decide.
  2. Reconciled count — a copy of your count workbook with two new columns (variance value, shrinkage %), a bold totals row, red highlights over your thresholds; notes you typed next to the table are moved, never overwritten.
  3. Reconciliation sheet — items with a loss (largest first), total loss, loss as a share of revenue and a one-line conclusion.
  4. Weekly sheet — quantity per item per day, change / average / min / max, colour scale and a line chart of the daily totals.

5. Run it automatically ​

The playbook ships two routine templates (review and dry-run them before activating):

  • End-of-day count reconciliation — starts when a new count file lands in sources/uploads/count/, writes to reports/reconciliation/, and sends a 3-line summary (total loss, shrinkage %, items over the threshold) to your Telegram chat only when something is over the threshold (clear "Send only when…" in the routine editor to always send).
  • Next-day opening stock — every day at 06:00, builds tomorrow's opening stock from the latest count.

Ask the agent for a routine in its chat, or open the routine editor and choose Start from template; the dry run shows what would be sent or skipped. Routines never change your files in Sources, never use the internet and only send to the chat you approved.

6. Good to know ​

  • If the accounting report contains the revenue only as a pasted screenshot, the agent asks you for the figure instead of guessing (in a routine it reports that the figure was not readable).
  • Columns are found by their headers, so different layouts per branch (for example a count without a cost column) are handled; such counts get the shrinkage % only.