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Guide

How to reconcile ERP, warehouse and finance records that disagree

Two systems of record can each be internally correct and still report different values for the same purchase order, inventory count or invoice. The answer is neither to pick the newer value nor to average them.

A short path through this page. Open each step to go deeper.

1Six steps that hold up under audit
From two disagreeing systems to a verified decisionSix steps in order, left to right: read, compare, classify, rank, route, verify. A marker flows through them to show the direction, and the last step confirms the systems now agree.Readeach system,read onlyComparesame object,common unitsClassifywhy theydifferRankby evidence,not confidenceRouteto theperson with authorityVerifythe systemsnow agree
  1. Read each system, read only. A reconciliation that writes while it reads cannot be trusted later.
  2. Compare the same object in common units. Convert units and currencies explicitly and record the rate and the date used.
  3. Classify why they differ. Timing, a unit mismatch, a missing record and a genuine contest are different problems with different owners.
  4. Rank the answers by evidence, not by confidence. A system's certainty is not proof. Compare what supports each value: source, timestamp, rule and record reference.
  5. Route to the person with authority. The decision belongs to a named person under a written policy, never to the tool that found the gap.
  6. Verify afterward. Check that the systems now show the decided value, and keep the gap between expected and measured.
2The case that matters most: the contested tie

Two sources report different values for the same object at the same timestamp, so recency cannot decide. The only safe behavior is to surface the conflict and keep both sides. A recoverable error is survivable; a confident wrong number is not.

3What to keep so you can explain it in a year
  • Both values and their sources, with dates.
  • The rule or policy version that routed the decision, and who decided.
  • The evidence reviewed and the options not chosen.
  • The expected result and the measured result after the change.
4Where EOS fits

EOS performs these steps as a layer above your systems and keeps the record. It classifies each difference into a defined family and reason, routes it to the person with authority, and records whether the systems agreed after the change. Read what EOS is or request an assessment to see it on two of your own systems.

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