Stock Control and Automatic Deductions – End Ghost Inventory
Ghost inventory – when the system shows something different from what is actually in storage – is a well-known problem that creates uncertainty and extra work. In Agdir, this is eliminated through automatic deductions directly from the treatment journal and systematic quality routines that keep numbers up to date. The result is inventory you can trust.
Automatic Deductions – How It Works
When treatments are carried out and logged in Agdir, consumption is automatically calculated based on registered doses and field areas. This is immediately deducted from stock levels, and the batch/lot is linked to the journal entry. This way, inventory is updated without separate registration.
Core Principles for Accurate Stock Control
- All consumption goes through the system
No withdrawals are logged manually afterward – everything happens when the job is performed. - Regular counts
Systematic spot checks detect and correct discrepancies before they become large. - Waste categorization
Registering causes of waste (spillage, quality loss, measurement errors) provides a basis for improvement. - Delivery control
All incoming deliveries are registered and verified against orders and delivery notes.
How to Set Up Automatic Deductions
- Define standard doses
Enter typical spraying and fertilization doses per crop and treatment type. - Link products to treatments
Each treatment template must be connected to the inventory items to be deducted. - Activate automatic deduction
Enable the function that deducts stock when journal entries are created. - Verify the first times
Check that deductions match actual usage and adjust doses if needed.
Handling Common Causes of Discrepancies
- Measurement errors during treatment
Inaccurate sprayers or spreaders can cause systematic deviations. Calibrate equipment and adjust doses in the system. - Spills and accidents
Register spills as their own category to separate them from actual treatment usage. - Incorrect field registration
Accurate field maps reduce errors in area calculation and dosage deductions. - Delivery discrepancies
Check deliveries against orders and register deviations upon receipt.
Practical Implementation of Counting and Reconciliation
- Monthly spot checks
Count 10–20% of inventory items each month to catch discrepancies early. - Quarterly full counts
Complete stock counts at seasonal changes or quarterly reviews. - Systematic discrepancy management
Investigate causes of deviations beyond set thresholds and implement corrective actions. - Documentation of adjustments
All stock adjustments must be documented with reason and responsible person.
Special Considerations for Different Product Types
- Crop protection products
High value and strict traceability requirements make accurate counting critical. - Bulk fertilizers
Large volumes mean small percentage deviations result in significant absolute amounts. - Liquid products
Temperature variations can affect volume and create measurement errors. - Seeds
Moisture variation and cleaning can impact weight and quality.
Technology That Improves Accuracy
- QR/Barcode scanning
Reduces errors in registration and deductions by eliminating manual input. - Weight-based systems integrated with inventory
Automatic consumption registration based on weight loss from tanks/containers. - Machine integration
Modern equipment can report actual consumption directly back to the inventory system.
Routines That Maintain Accuracy
- Daily quick check
5-minute review of critical stock levels and alerts. - Weekly discrepancy review
Systematic review of discrepancies and implementation of improvements. - Monthly inventory report
Summary of stock levels, consumption, and discrepancies for management and advisors. - Annual system audit
Review of routines, thresholds, and automation level.
Summary
Ghost inventory is an unnecessary problem that can be easily solved with the right routines and automatic deductions. When treatments deduct stock automatically and regular counts correct discrepancies, you get inventory numbers you can rely on.
Set up automatic deductions for your most common treatments and implement monthly spot checks – uncertainty disappears, and control returns.
