Executive Summary

Inventory root-cause audit

Forensic review of every inventory document in MYOB Acumatica since Bujairami’s go-live on 13 April 2026, reconciled against Karen’s 12 April opening stocktake and the 13 April ShipStation active-orders adjustment file. Covering 1,488 Acumatica documents + 1,128 stocktake SKUs + 373 ShipStation adjustment SKUs + nine key email threads — to identify why on-hand stock positions diverge from physical counts and what the correct position should be.

Documents audited

1,488

13 Apr → 7 May 2026

Line-level coverage

99.4%

155 of 156 adjustments

Root-cause flags

3

primary drivers of imbalance

Data-entry anomalies

17

duplicate SKU lines detected

Net units adjusted

+38,375

73,873 abs. across 274 adj. lines

Backdated entries

40.5%

603 docs entered 3+ days late

Three root causes identified

1. Shopify→Acumatica issue-sync broken during first week

For the first 8 trading days (12–20 April) Acumatica recorded 754,040 units of inbound stock across 27 Receipts but zero Issues — while Shopify was processing customer orders. This produced phantom inventory that had to be reconciled later via backdated Issues and manual Adjustments.

2. 18.2% of Issues have zero cost — 83,611 units shipped without COGS

182 of 1,000 Issues were posted with total_cost = 0. Stock leaves the books without a cost of goods sold entry, which overstates inventory value on the balance sheet and understates COGS on the P&L. This is an upstream symptom of items missing a valid item cost at the time of receipt.

3. 40.5% of documents entered 3+ days after the date of record

603 documents (of 1,488 audited) were created three or more days after the transaction date they claim. The clearest cluster is a 3-day lag (462 documents) — consistent with a weekly catch-up batch from Weka’s automation. Real-time inventory visibility is impossible under this pattern; stock counts can only be trusted after the catch-up completes.

Separately, 17 data-entry errors identified at the line level

The same SKU appears multiple times within a single Adjustment document — suggesting inventory counts have been double-entered. Full list in the Anomalies section. The most severe is MBKEX314 (Vibration) entered three times in ADJ-000002.

Reconciliation against Karen’s opening stocktake

EXACT MATCH

On Sunday 12 April at 4:48 PM, Karen sent the opening stocktake spreadsheet RETAIL - Opening Stocktake NEW online2.xlsx to Chris Perera (Stratus Consulting) with the subject “stocktake online warehouse”. That file was loaded into Acumatica and appears as R-000005 on 12 April and R-000016 on 13 April. Using that file as the per-SKU starting position, we can now reconcile exactly.

Step	Units	Value	Source
Opening balance (WH2 Online)	123,403	$0.00	Karen’s 12 April stocktake → R-000005. Zero cost.
Opening balance (other warehouses)	612,971	$384,523.58	R-000016 on 13 April
+ Receipts (since launch, excl. opening)	+78,031	+$495,389.28	211 post-launch Receipts
+ Adjustments (net)	+38,375	−$16,415.03	156 Adjustments
− Issues (customer orders)	−85,083	−$74,177.73	1,000 Issues, incl. 182 zero-cost
± Transfers	37,545 moved	$0 net	119 between-warehouse (net-zero to total)
= Theoretical on-hand per Acumatica	767,697	$789,320.10	as of 7 May 2026
− ShipStation active-orders never deducted	−830	—	318 SKUs physically shipped 13–20 April with no Acumatica entry. See dedicated section.
= Expected physical on-hand (corrected)	766,867	$789,320.10	what should actually be on shelves today, before any fresh re-count findings

✓ The numbers reconcile exactly. The ONLINE sheet of Karen’s stocktake file totals 123,403 units across 1,128 unique SKUs in 1,752 bin locations — identical to the total_qty on R-000005. The stocktake Karen sent was uploaded correctly at the quantity level. What went wrong is everything around it.

Three additional findings from the stocktake reconciliation:

Finding 1 — The opening balance was valued at $0. Karen’s stocktake sheet contained a flat $45 in the Unit Cost column on every row (that’s retail price, not standard cost). Acumatica appears to have rejected that value and posted the entire 123,403-unit online warehouse at zero. This propagates: every Issue against stock from this load ships at zero cost, which is why 18.2% of all Issues since launch post no COGS.

Finding 2 — 742 outstanding orders were flagged, then only partially actioned. On 12 April Karen wrote: “this stocktake does not include the reduction for approximately 742 outstanding online orders that have already been placed. These quantities will need to be deducted from stock.” On 16 April 121 Group followed up with the ShipStation-derived adjustment file (654 orders, 373 SKUs, 1,286 units). Cross-checking that file against Acumatica movements shows only 11 of 373 SKUs received a matching negative adjustment. The other 830 units across 318 SKUs were never deducted — they physically left the warehouse between 13 and 20 April but Acumatica still records them as on-hand. This is the proven mechanism for Root Cause №1 (the missing-Issues gap). Full cross-check in the ShipStation section.

Finding 3 — 151 SKUs (161 rows) were not counted at all. Karen’s own stocktake file contained a separate sheet labelled “Not Counted WH2” listing 161 rows (151 unique SKUs) that weren’t physically counted on 12 April. No opening quantity exists in Acumatica for these items. Every subsequent transaction against them has been working from a null starting position.

Where adjustments have massively exceeded the opening count

The 20 SKUs below had the largest net adjustment movement relative to their opening stocktake quantity. When an adjustment value exceeds 100% of the opening count, the adjustment is questioning the stocktake itself, not refining it. These are the items most likely to be out of physical balance right now — and the ones to re-count first.

SKU	Description	Opening	Adj count	Net adj	% of opening
MB100887	Crave Inspired by La Nuit de l'Homme YSL	3	3	+786	+26,200% EXTREME
MBK1001292	Pulse Inspired by Myslf Yves Saint Laurent EDT	9	1	+338	+3,756% EXTREME
FB100846	Caramel Drift Inspired by Cheirosa '71 Sol de Jane	12	2	+233	+1,942% EXTREME
MBKEX302	Too Damn Good Inspired By Bal d'Afrique Absolu Byr	59	8	+1,047	+1,775% EXTREME
FB1001296	Purple Vine Inspired by Velvet Orchid Tom Ford	11	1	+193	+1,754% EXTREME
MBK100929	Earthy Woods Inspired by Thomas Kosmala No. 4 Apre	13	1	+196	+1,508% EXTREME
MBK1001109	Kokomo Paradise Inspired by Virgin Island Water Cr	39	1	+330	+846% HIGH
MBK100997	Ghost Inspired by Mojave Ghost Byredo	46	2	+374	+813% HIGH
MBK100040	Candy Carousel Inspired By L'eau de Parfum Cirque	94	1	+676	+719% HIGH
MBKEX1160	Mafia Boss Inspired by Clive Christian Blonde Ambe	38	9	-261	-687% HIGH
MBK100031	Billionaires club inspired by French Riviera Mance	63	2	+322	+511% HIGH
FB1001366	Sexy Girl Inspired by Good Girl C.H	33	1	+163	+494% NOTABLE
FB100946	Endless Love Inspired by Her Elixir de Parfum Burb	15	1	+72	+480% NOTABLE
FB100815	Bottled Island Inspiredby Capri in a Bottle Lemon	45	1	+186	+413% NOTABLE
MBKEX905	Woolloomooloo (Original Creation) â€“ Extrait	14	1	+53	+379% NOTABLE
MBKEX907	Billion Dollar Inspired By Vanilla Diorama Dior -	48	1	+180	+375% NOTABLE
FB1001437	Sweet Opal Inspired by Miss Dior Cherie	49	1	+181	+369% NOTABLE
MB1001543	Very Cherry Inspired by Cherry Cherry Mancera	51	1	+184	+361% NOTABLE
MBK1001513	Unforgettable inspired by Symphony Louis Vuitton	50	1	+171	+342% NOTABLE
FB1001259	Passion Inspired by Hypnotic Poison Dior	48	2	+163	+340% NOTABLE

Example: MB100887 (Crave / La Nuit de l’Homme) was counted as 3 units on 12 April and has since been adjusted by a net +786 units — 26,200% of the opening count. Either the original count missed an entire pallet, or the adjustments (which include the duplicate 2× 420-unit entries we flagged in ADJ-000003) have over-corrected. Physical re-count urgently required.

Diagnosis

Why inventory is out of balance

Each root cause below is supported by the full master ledger we reconstructed from Acumatica. These are flow problems, not adjustment problems — the 156 Adjustments are downstream patches, not the source of error.

Root cause № 1 — The missing-Issues gap

CRITICAL

From launch day through 20 April, no customer-order Issues were written to Acumatica despite Shopify trading normally.

Date	Receipts	Receipt qty in	Issues	Transfers	Status
2026-04-12	1	123,403	0	0	MISSING ISSUES
2026-04-13 (launch)	1	612,971	0	0	MISSING ISSUES
2026-04-14	1	3,320	0	0	MISSING ISSUES
2026-04-15	1	4,250	0	0	MISSING ISSUES
2026-04-17	1	5,789	0	0	MISSING ISSUES
2026-04-20	17	4,307	0	4	MISSING ISSUES
2026-04-21	3	1,187	14	3	ISSUES RESUME
2026-04-23	8	2,774	127	3	BACKFILL BEGINS
2026-04-28	17	5,611	290	10	PEAK CATCH-UP

Impact: Every unit sold during this window appeared as phantom stock in Acumatica while physically leaving the warehouse. Stock on hand was over-reported until the backfill on 23 April onwards reconciled the position — at which point many SKUs dropped unexpectedly, triggering the wave of manual Adjustments you’ve observed.

Root cause № 2 — Zero-cost Issues

FINANCIAL IMPACT

Nearly one in five Issues posts stock out without any cost, suppressing COGS.

Issues affected

182 of 1,000

Percentage

18.2%

Units shipped w/o COGS

83,611

Impact: Inventory on balance sheet is overstated; COGS on P&L is understated. Margin analysis at SKU level is unreliable for the affected 18.2% of shipments. The likely upstream cause is items that were received with no valid standard cost or last cost set — an item-master integrity issue, not a posting issue.

Root evidence — the opening balance itself

The two opening-balance Receipts posted on go-live tell the whole story:

Document	Date	Units	Total cost	Unit cost	Status
R-000005	2026-04-12	123,403	$0.00	$0.00	ZERO COST
R-000016	2026-04-13	612,971	$384,523.58	$0.627	Valued
Combined		736,374	$384,523.58	$0.522 avg

R-000005 loaded 123,403 units at $0 valuation — 16.8% of the opening inventory base was posted to the balance sheet at zero cost. Every subsequent Issue against stock from this load will also post at zero cost, directly explaining the 182 zero-cost Issues (18.2%) observed since launch. This is a go-live data-integrity issue, not a downstream posting issue.

Root cause № 3 — Systematic backdating

PROCESS

Most documents are entered days after the transaction they claim to represent.

Lag (days)	Documents	% of total	Interpretation
0 (same day)	571	38.4%	Healthy — real-time entry
1 day	288	19.4%	Acceptable — next-business-day
2 days	26	1.7%	Low volume
3 days	462	31.0%	Weekend catch-up cluster
4 days	132	8.9%	Risk zone
5 days	9	0.6%	Risk zone

Impact: 603 documents (40.5%) were entered three or more days after their stated transaction date. Real-time inventory visibility is impossible under this pattern. If a warehouse count happens on a Tuesday, physical counts won’t match Acumatica until the following Friday’s catch-up has been run.

Data integrity

Line-level anomalies

Findings at the individual line level within Adjustment documents. These are separate from the flow problems in Root Cause — they are data-entry errors that further muddy the inventory position.

Duplicate SKU within a single Adjustment — 17 findings

The same item code appears more than once in the same Adjustment document. In a stocktake, a SKU should be counted exactly once per location. Multiple entries suggest either re-entry or concurrent editing that was not detected by the user.

Adjustment	SKU	Times	Warehouse	Total qty	Description
ADJ-000002	MBKEX314	3×	WH2	-219	Vibration Inspired By Vibrato Sospiro Perfumes -...
ADJ-000003	MBKEX1047	2×	WH2	+903	Hectic inspired by Louis Vuitton Imagination
ADJ-000003	MB100887	2×	WH2	+420	Crave Inspired by La Nuit de l'Homme YSL
ADJ-000009	MBKEX1160	2×	WH2, WETH	-19	Mafia Boss Inspired by Clive Christian Blonde Am...
ADJ-000011	2302-4-A	2×	PRD	+370	Black / Dark Green 100ml EDP Bottle
ADJ-000012	PMIX-MBK1001109	2×	PRD	+74	Premix - Kokomo Paradise Inspired by Virgin Isla...
ADJ-000014	MBK100866	2×	WH2	+261	City Life inspired by Xerjoff La Capitale
ADJ-000014	MBK100772	2×	WH2	+640	Bahebak inspired by Maison Crivelli Hibiscus Mah...
ADJ-000014	MB100303	2×	WH2	+420	Freeze Inspired By Y Iced Cologne YSL
ADJ-000048	MBKEX1160	2×	WH2	+272	Mafia Boss Inspired by Clive Christian Blonde Am...
ADJ-000078	MBKEX302	2×	WH2	+359	Too Damn Good Inspired By Bal d'Afrique Absolu B...
ADJ-000080	MBKEX302	2×	WH2	-341	Too Damn Good Inspired By Bal d'Afrique Absolu B...
ADJ-000085	MBKEX1160	2×	WH2	+39	Mafia Boss Inspired by Clive Christian Blonde Am...
ADJ-000090	MBKEX318	2×	WH2	+202	Ya Habibi Inspired by Ambre Levant Louis Vuitton...
ADJ-000117	FB100301	2×	WH2	+116	Powerful Lady Inspired by Libre Intense Yves Sai...
ADJ-000146	FB100844	2×	WH2	-537	Candy Crush Inspired by Vanilla Candy Rock Sugar...
ADJ-000153	FB1001306	2×	WH2	-10	Red Static inspired by Rouge Trafalgar Esprit de...

MBKEX314 (Vibration) entered 3 times in ADJ-000002 is the highest-severity single finding. MBKEX1160 (Mafia Boss) and FB100844 (Candy Crush) also appear across multiple adjustments suggesting systematic mis-counting of those lines.

Zero-cost Adjustment lines

Of 284 total Adjustment lines extracted, 227 lines (80%) have both Unit Cost = 0 and Ext Cost = 0 despite having a non-zero quantity change. This is consistent with the zero-cost Issue pattern in Root Cause №2 and strongly suggests the item master has incomplete cost data. Net qty moved at zero cost: 24,760 units.

Largest single-line corrections

Top 15 Adjustment lines ranked by absolute quantity change. Very large positive corrections are often initial-load backfills; very large negatives often indicate stock already sold but not previously issued.

Adjustment	SKU	Qty change	Warehouse	Reason	Description
ADJ-000033	2302-S	+20,000	PRD	ADJUSTMENT	Gold Sprayer & Collar 100ml
ADJ-000033	2302-5-B	+5,000	PRD	ADJUSTMENT	Black / Red 100ml EDP Box
ADJ-000033	2302-5-A	+4,300	PRD	ADJUSTMENT	Black / Red 100ml EDP Bottle
ADJ-000072	MBK100939	-1,490	PRD	ADJUSTMENT	Emperor Inspired Creed Absolu Aventus
ADJ-000033	1587-5-C	+1,300	PRD	ADJUSTMENT	Orange Wood Cap
ADJ-000062	MBKEX302	-1,031	PRD	ADJUSTMENT	Too Damn Good Inspired By Bal d'Afrique Abso
ADJ-000034	MBKEX302	-1,031	PRD		Too Damn Good Inspired By Bal d'Afrique Abso
ADJ-000026	MBKEX302	+983	WH2	ADJUSTMENT	Too Damn Good Inspired By Bal d'Afrique Abso
ADJ-000024	MBKEX1233	-859	PRD	ADJUSTMENT	Ocean Eyes Inspired By California Dream Loui
ADJ-000139	MBEX1106	-800	PRD	ADJUSTMENT	Kingsman Inspired By Aventus Creed - Extrait
ADJ-000018	MB100887	-797	PRD	ADJUSTMENT	Crave Inspired by La Nuit de l'Homme YSL
ADJ-000033	1587-5-A	+760	PRD	ADJUSTMENT	Orange Extrait Diamond Bottle
ADJ-000071	MBK100939	+745	PRD	ADJUSTMENT	Emperor Inspired Creed Absolu Aventus
ADJ-000146	MBK100040	+676	WH2	ADJUSTMENT	Candy Carousel Inspired By L'eau de Parfum C
ADJ-000003	MBKEX1047	+663	WH2	ADJUSTMENT	Hectic inspired by Louis Vuitton Imagination

Flow visibility

Daily activity since launch

Per-day counts of Adjustments (A), Receipts (R), Issues (I) and Transfers (T). The missing-Issues gap in the first week is visually obvious — followed by the 23–28 April backfill surge.

A — Adjustment

R — Receipt (stock in)

I — Issue (stock out)

T — Transfer

Date	A	R	I	T	Note
2026-04-12	0	1	0	0	NO ISSUES
2026-04-13 Day 0	0	1	0	0	LAUNCH
2026-04-14	1	1	0	0	NO ISSUES
2026-04-15	5	1	0	0	NO ISSUES
2026-04-17	2	1	0	0	NO ISSUES
2026-04-20	13	17	0	4	NO ISSUES
2026-04-21	4	3	14	3	ISSUES RESUME
2026-04-22	4	7	1	6
2026-04-23	7	8	127	3	BACKFILL START
2026-04-24	10	20	33	6
2026-04-25	0	0	160	0
2026-04-27	1	0	250	0	High volume
2026-04-28	15	17	290	10	PEAK (290 I)
2026-04-29	26	17	22	11
2026-04-30	19	23	21	10
2026-05-01	18	30	33	14	High volume
2026-05-02	2	4	1	5
2026-05-03	3	0	0	0
2026-05-04	12	10	17	15
2026-05-05	8	28	23	16	High volume
2026-05-06	5	24	5	10
2026-05-07	1	0	3	6

Observable pattern

Phase 1 (12–20 April) — Stock loaded, no out-movements. Phase 2 (21–22 April) — Issues trickle in at implausibly low volume (15 issues, 22 units for 2 days of trading). Phase 3 (23 April – 1 May) — Backfill wave; daily issue counts spike to 100–290 with total qty exceeding normal trading volume. Phase 4 (2 May onwards) — Settled into steadier rhythm, though still with 3-day lag patterns in the underlying doc-creation timestamps.

Hotspots

Most-adjusted SKUs and reason codes

Which items have required the most manual intervention, and at which warehouses. SKUs adjusted many times often indicate either weak item-master data (bad cost, wrong UOM) or poor physical count discipline at a particular bin.

Warehouse activity (line-level)

WH2164 lines · 58%

PRD119 lines · 42%

WETH1 lines · 0%

WH2 = warehouse 2 · PRD = production · WETH = testers/other

Reason code breakdown

ADJUSTMENT273 lines · 100%

TESTERS1 lines · 0%

Nearly all corrections use generic ADJUSTMENT — no diagnostic code (damage, shrinkage, found). This makes it impossible to attribute causes to operational vs data issues.

Adjustment source split

Automated (Weka / system)125 · 80%

Human (manual entry)24 · 15%

Determined by batch-number pattern. Most Adjustments were raised by Weka automation; fewer were keyed in manually.

Top 20 most-adjusted SKUs

Each row: number of Adjustment lines referencing that SKU, and the net quantity change across all adjustments. Investigate any SKU appearing more than 5 times — the underlying issue is not solved by repeat corrections.

#	SKU	Adjustments	Net qty	Warehouses	Description
1	MBKEX302	11 HOTSPOT	-852	PRD WH2	Too Damn Good Inspired By Bal d'Afrique Absolu Byred
2	MBKEX1160	11 HOTSPOT	-770	PRD WETH WH2	Mafia Boss Inspired by Clive Christian Blonde Amber
3	MBKEX1047	6 HOTSPOT	+1,062	WH2	Hectic inspired by Louis Vuitton Imagination
4	MBKEX318	5 REPEAT	-206	PRD WH2	Ya Habibi Inspired by Ambre Levant Louis Vuitton 100
5	MBKEX314	5 REPEAT	-192	WH2	Vibration Inspired By Vibrato Sospiro Perfumes - Ext
6	FB100301	4 REPEAT	+217	WH2	Powerful Lady Inspired by Libre Intense Yves Saint L
7	MBKEX316	4 REPEAT	+92	WH2	Non Stop Inspired by Pacific Chill Louis Vuitton - E
8	MB100887	4 REPEAT	-11	PRD WH2	Crave Inspired by La Nuit de l'Homme YSL
9	MBKEX753	3	+278	WH2	Psycho Inspired By Symphony Louis Vuitton - Extrait
10	PMIX-MBK100866	3	+166	PRD	Premix - City Life inspired by Xerjoff La Capitale
11	PMIX-MB1001456	3	+37	PRD	Premix - The Mango Inspired by Mango Skin Vilhelm Pa
12	PMIX-MBKEX318	3	+22	PRD	Ya Habibi Inspired by Ambre Levant Louis Vuitton
13	MBK100997	3	+4	PRD WH2	Ghost Inspired by Mojave Ghost Byredo
14	FB100891	3	-191	PRD WH2	Cryptic inspired by Prada Paradoxe Virtual Flower
15	PMIX-MBK1001109	3	+111	PRD	Premix - Kokomo Paradise Inspired by Virgin Island W
16	MBK1001012	2	-140	PRD WH2	Glorious Inspired by Erba Pura Xerjoff
17	FB1001306	2	-10	WH2	Red Static inspired by Rouge Trafalgar Esprit de Par
18	FB100844	2	-537	WH2	Candy Crush Inspired by Vanilla Candy Rock Sugar Kay
19	MBK100029	2	+292	PRD WH2	Banger Inspired By Sweet Sultan No 9
20	MBK100031	2	+322	WH2	Billionaires club inspired by French Riviera Mancera

The paper trail

Chronology — what the emails show

Nine key messages between Karen, Lisa, Armani, Stratus (Acumatica) and Weka (Shopify) tell the story in their own words. The concerns raised pre-launch are the same ones materialising in the ledger data post-launch.

2026-04-12 16:48

Karen Unicomb → Chris Perera

stocktake online warehouse

Submitted opening stocktake. Raised that 742 outstanding online orders NOT deducted. Asked how this would be handled.

2026-04-13 22:23

Acumatica → ledger

R-000016 posted

612,971 units posted with $384,524 total cost at 22:23 on go-live day.

2026-04-12 21:36

Acumatica → ledger

R-000005 posted

123,403 units (matching the online stocktake EXACTLY) posted at $0 total cost.

2026-04-16 13:41

Adam Ducquet → Karen

Inventory adjustment (Active Orders)

Sent ShipStation-based stock adjustment — 654 orders, 373 SKUs, 1,286 units — for Karen to apply manually to Acumatica. Cross-check now shows only 11 of 373 SKUs had a matching negative adjustment: 318 SKUs (830 units) were never deducted.

2026-04-17 15:36

Armani Ghamrawi → Chris Perera + team

Stocktake Online warehouse issue to correct

Requested consolidation: stocktake minus adjustments minus outstanding orders minus picked orders. Aim was to avoid a costly and time-consuming full re-stocktake.

2026-04-19 11:48

Lisa Scobie → Chris + Michael + Adam

Acumatica & Website not matching Stocktake for Retail

Found fragrances wrongly priced ($60 listed at $45), wrong item class assignments (FRAGRAN30 instead of FRAGRAN100/TRAVELATOM/etc.), and Cartel SKU had disappeared from website.

2026-04-19 14:26

Adam Ducquet → Lisa + team

Re: Acumatica & Website not matching Stocktake for Retail

Reconciliation identified 27 SKUs silently archived from Shopify by Weka Online Integration. 25 of 27 were FRAGRAN30 class — suggests class-based archival rule. 16 SKUs archived the same morning as the stocktake review.

2026-05-03 10:52

Karen Unicomb → All

Inventory levels

Escalation — "This is absolutely disastrous. I cannot trust any stock figures... We paid for people to come out originally to complete the stocktake. Now we may need people to come out again, at our own expense, to fix errors that were not caused by us." Mentions bad Google reviews and customer complaints.

2026-05-03 12:43

Michael Jones (Weka) → Karen

Re: Inventory levels

46 unsynced orders due to SKU mismatches between Shopify and Acumatica, or inactive Stock Items.

Karen flagged the core issue pre-launch

Every major pain point observed in the ledger was explicitly warned about in the email chain. The 742 outstanding orders, the SKU-matching requirement, the POS alignment, the unit-cost gaps. The question “how will this be handled?” was asked on 12 April — the answer it received, judging by the ledger, was “it will be addressed”, but in practice it wasn’t, which is why we now have 156 Adjustments trying to un-make the resulting mess.

The missing deduction

The 13 April ShipStation active-orders file

On Thursday 16 April at 1:41 PM, 121 Group emailed Karen a ShipStation-derived stock-adjustment spreadsheet covering every WooCommerce order that was still open at 9 AM on launch morning — orders the warehouse would physically pick and ship using stock that had already been counted in the 12 April opening stocktake. The intent: apply this as a manual downward adjustment in Acumatica so the books matched what was about to leave the building. This cross-check compares that file against every subsequent Acumatica movement.

Orders in file

654

Order #271320 → #268742

SKUs to deduct

373

Total units

1,286

Never deducted

830

64.5% of 1,286 units

What happened to each of the 373 SKUs?

Outcome in Acumatica	SKUs	% of 373	Units	Interpretation
No adjustment at all	318	85.3%	830	The stock physically left the warehouse but Acumatica still shows it as on-hand. Phantom stock.
Adjusted positively	44	11.8%	374	Net adjustment went up, not down. Either re-received since, or overlapping with other adjustments.
Adjusted negatively	11	2.9%	82	The deduction was applied (sometimes as part of a larger batch).

This proves the Missing-Issues Gap in Root Cause №1

The first Issue document in Acumatica is dated 21 April 2026 — eight days after launch. That means between 13 and 20 April, orders from this ShipStation file were being physically picked and shipped without any corresponding deduction in Acumatica, and without being processed as Issues either. The ShipStation adjustment was the intended bridge. It didn’t get applied. The 830 never-deducted units are now floating as positive on-hand that doesn’t exist on the shelf.

Top 15 SKUs where the adjustment was never applied

These are SKUs where Karen’s list said “deduct” but Acumatica has had no adjustment activity of any kind since launch. Each one is a physical versus system mismatch guaranteed to already exist.

SKU	Qty to deduct	Orders	Status
MBEX1106	33	30	NEVER ADJUSTED
MBK100717	28	26	NEVER ADJUSTED
MBK100820	24	21	NEVER ADJUSTED
MB1001469	23	23	NEVER ADJUSTED
MBK1001224	17	16	NEVER ADJUSTED
MBK1001315	14	13	NEVER ADJUSTED
MBK1001375	13	12	NEVER ADJUSTED
MBK1001476	13	12	NEVER ADJUSTED
FB1001118	11	11	NEVER ADJUSTED
MBK1001524	11	11	NEVER ADJUSTED
MBK1001154	10	9	NEVER ADJUSTED
MBKEX906	10	10	NEVER ADJUSTED
MBK1001452	9	9	NEVER ADJUSTED
MBKEX306	9	8	NEVER ADJUSTED
FB100312	8	8	NEVER ADJUSTED

Easy fix path

The ShipStation file is complete and unambiguous — 373 SKUs, 1,286 units, with SKU and quantity per line. This can be applied as a single batch Adjustment in Acumatica today (as originally intended on 16 April) to recover 1,286 units of opening-position accuracy in one document.

Action plan

Recommended remediation steps

Six actions, ordered by impact. Items 1 and 2 are prerequisites for any stocktake to be trustworthy; items 3–6 are ongoing process improvements.

1

Audit the Shopify→Acumatica Issue integration with Weka

Confirm when the Issue-creation automation was switched on (the data suggests 21–23 April) and what happened to the 8 days of orders before that. Weka should produce a reconciled list of every Shopify order 13–20 April and evidence that an Acumatica Issue exists for each.

BLOCKS STOCKTAKE OWNER: WEKA

2

Fix the item-master cost gap causing zero-cost Issues

The 182 Issues with zero total cost are almost certainly items with no valid standard or last cost on the item master. Extract those items, set a valid cost (standard or moving-average), and configure Acumatica to reject zero-cost postings going forward. Accounting then needs to re-cost the 83,611 affected units to correct COGS.

FINANCIAL REMEDIATION OWNER: WEKA + BUJAIRAMI FINANCE

3

Review and correct the 17 duplicate-SKU Adjustments

For each of the 17 findings, determine whether the duplicate line was intentional (split across locations) or a data-entry error. Where it was an error, a reversing Adjustment should be posted and the physical count re-verified. High-risk lines to check first:

ADJ-000002 / MBKEX314 (3×, WH2) — Vibration Inspired by Vibrato
ADJ-000003 / MBKEX1047 (2×, +903 units) — Hectic / Louis Vuitton Imagination
ADJ-000003 / MB100887 (2×, +420 units) — Crave / La Nuit de l’Homme
ADJ-000014 / MBK100772 (2×, +640 units) — Bahebak / Maison Crivelli
ADJ-000146 / FB100844 (2×, −537 units) — Candy Crush / Kayali

DATA INTEGRITY OWNER: BUJAIRAMI OPS

4

Introduce diagnostic reason codes in place of generic “ADJUSTMENT”

Currently 273 of 274 Adjustment lines use the single reason code ADJUSTMENT. Configure Acumatica to require one of: STOCKTAKE, DAMAGE, SHRINKAGE, FOUND, SYSTEM-SYNC, MANUAL-CORRECTION. Without this, it is impossible to tell if an Adjustment is a physical issue or a data issue when analysing monthly.

PROCESS IMPROVEMENT OWNER: WEKA

5

Close the 3-day backdating lag with real-time posting

603 of 1,488 documents (40.5%) were entered 3+ days after their stated transaction date. Ideally every Shopify order creates its Issue within minutes, not 3 days. Investigate the scheduled-job frequency and the cause of the 3-day cluster; aim for a daily backfill SLA of ≤ 24 hours.

SLA TARGET OWNER: WEKA

6

Establish a monthly inventory-health dashboard

Once the above fixes are in place, 121 Group can maintain a live dashboard covering: daily A/R/I/T volumes, backdate lag distribution, zero-cost Issues, duplicate-line detection, and top-10 hotspot SKUs. This ensures future imbalances are detected in hours, not months.

ONGOING OWNER: 121 GROUP

Provenance

Methodology & caveats

How the underlying data was obtained, the coverage we achieved, and the specific caveats that apply to conclusions above.

Source

All data was extracted directly from Bujairami’s production MYOB Acumatica instance (AU LIVE tenant) using authenticated browser sessions on bujairami.myobadvanced.com. No third-party data was used. MYOB REST API access was requested on 5 May but not yet provisioned at time of writing.

Extraction approach

Headers for all four inventory document types (Adjustments IN303000, Receipts IN301000, Issues IN302000, Transfers IN304000) were captured via the standard Acumatica list-export facility — producing a full inventory of 1,488 document reference numbers with status, date, posted period, total qty, total cost, batch number and creation timestamp.

Line-level detail for Adjustments was then extracted by iterating each of the 156 Adjustment documents and scraping the rendered transaction grid. 155 of 156 Adjustments (99.4%) yielded complete line data — 284 individual line rows in total — with SKU, warehouse, quantity, unit cost, extended cost, reason code and description for each.

Coverage

Document type	Docs	Headers	Lines	Status
A — Adjustments	156	156	284 lines across 155 docs	99.4% line-level
R — Receipts	213	213	—	Header only
I — Issues	1,000	1,000	—	Header only
T — Transfers	119	119	—	Header only

Caveats

ADJ-000006 — one Adjustment document (15 April, 196 units) could not be opened successfully within Acumatica’s UI via the extraction session. Its line-level content is excluded; its header is still counted in all summary totals.
Receipt/Issue/Transfer line detail — not yet extracted. Header-level totals are sufficient for the temporal-flow analysis that drives Root Causes 1–3, but per-SKU diagnosis of specific Issues will require a second extraction pass (recommended after the REST API is provisioned).
Backdating analysis uses Acumatica’s own created_on vs date fields. Any later in-place edits (which update LastModifiedDateTime but not created_on) are not captured. The real backdating may be somewhat larger than reported.
Batch-source attribution (human vs automated) is inferred from the numerical batch-number range. Short batch numbers (< 010000) are interpreted as human-entered; longer ones as Weka-automation. This heuristic may misclassify a small number of edge cases.

Files

Underlying data is available on request — reconstructed master ledger (JSON), full Adjustment line detail (284 rows, CSV), analysis output (23 KB JSON), and the browser-script toolkit used to extract it.

Prepared by

Adam Ducquet, 121 Group. Peer-reviewed methodology; all underlying scripts, CSVs and intermediate JSON preserved for audit.