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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 ​

Set up each job as a process: in the explorer, click + next to Processes and choose ✨ Create from one sentence (AMBA drafts the steps for you to review) or Build by hand. Two processes fit this playbook:

  • End-of-day count reconciliation — in one sentence, for example: "Every day at 21:00 fetch today's count, ask the inventory reconciliation agent to reconcile it into reports/reconciliation/, and send me the 3-line summary (total loss, shrinkage %, items over the threshold) only when an item is over the threshold." By hand: Schedule · Every day 21:00 → Fetch files · the source the count comes from → Ask an agent · reconcile today's count → Check · A figure from the agent (items over the threshold) greater than 0 → Yes → Send files · you. Leave out the Check to always send.
  • Next-day opening stock — Schedule · Every day 06:00 → Ask an agent · build tomorrow's opening stock from the latest count.

A new process starts Off. Try it with Test step by step (nothing is sent to your team), then flip On: AMBA lists everything the process may do under AMBA will:, and turning it on is your consent to exactly that. Processes only read your files in Sources and never change them, an Ask an agent step looks things up online only when you turn on Allow looking things up online, and messages go only to the chats in that list. If you set up this playbook's automations in an earlier version, AMBA has already moved them into processes.

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 process 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.