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Require Approval for Large Cycle-Count Variances

Flag cycle counts that are far off from the system quantity, so a manager can review them and reverse a count that looks wrong.

For: Owners and inventory managers · Permission: Inventory manager role to change limits; a role that can approve variances to review · Time: ~3 minutes

Quick summary

  1. Open Settings › Inventory.
  2. Turn on Require approval for large cycle count variances.
  3. Enter a unit limit, a percentage limit, or both.
  4. Click Save.
  5. Review flagged counts on the Inventory Dashboard and click Approve or Reject.

Before you start

  • A variance is the difference between the quantity MetaFleet expected and the quantity a technician counted. Run a Cycle Count explains how counts work.
  • Variance approval is off until you turn it on.

Open Inventory Settings

Go to Settings › Inventory. The Variance Approval card sits under the short explanation at the top of the page.

Inventory Settings page with the Variance Approval card and the toggle switched off

Turn on variance approval

Switch on Require approval for large cycle count variances. Two limit fields appear.

Variance Approval card with the toggle on and the unit and percentage limit fields empty

Flagged counts are not held. Stock updates when the technician submits the count. Reject reverses it.

Set the limits

  1. Flag variances of this many units or more: enter a whole number of 1 or higher. Example: 5 flags any part that is off by 5 or more.
  2. Flag variances of this percentage or more: enter a number from 1 to 100. Example: 20 flags any part that is off by 20% or more of the expected quantity.

Use one limit or both. A count is flagged when any part hits either limit. Leave a field empty to skip that check. If both are empty, nothing is flagged.

The percentage is measured against the expected quantity. If a part was expected at 0 and the technician counted any stock, MetaFleet treats it as 100%.

Save your changes

Click Save. The button stays grayed out until you change something on the page.

Review a flagged count

When a count goes over a limit, a yellow bar appears at the top of the Inventory Dashboard. It reads 1 Pending Variance Approval (or the number waiting). Only people whose role can approve variances see it.

  1. Click Review to open the list.
  2. Check the Location, Parts w/ Variance, Max Variance, Counted By and Count Date columns.
  3. Click the arrow at the start of a row to see each part with its Expected, Actual and Variance quantities.
  4. Click Approve to accept the count, or Reject to undo it.

Approve keeps the stock as counted. Reject reverses the adjustment the count made, putting each part back in the bin that was counted. Once a count is approved or rejected, it can't be reviewed again.

Turn it off

Open Settings › Inventory, switch off Require approval for large cycle count variances and click Save. Counts already flagged stay in the review list.

Troubleshooting

SymptomLikely causeFix
No limit fields on the cardThe toggle is off.Switch on Require approval for large cycle count variances.
A count with a variance wasn't flaggedBoth limits are empty, or no part reached a limit.Enter a limit, or lower it. A part that is off by exactly the limit is flagged.
No Pending Variance Approval barNothing is waiting, or your role lacks the permission to approve variances.Ask an admin to check your role.

FAQs

Who can approve?
People whose role can approve variances. They see the yellow bar on the Inventory Dashboard.

What happens to stock if I reject a count?
MetaFleet reverses the adjustment, so each part goes back to the quantity it had before the count, in the bin that was counted.

Can I use only a percentage limit?
Yes. Leave the unit field empty.

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