At Atomix, we are committed to maintaining the highest standards of inventory accuracy and client satisfaction through our robust tracking systems, immediate credit policies, and thorough investigation procedures.
This guide serves as your primary reference for understanding how we protect your inventory, handle discrepancies, process credits, and maintain accurate records. Whether you're a new client or an existing partner, you'll find detailed explanations of our processes, specific examples, and clear guidelines for every aspect of our inventory management system.
Inventory Guarantee & Protection
How does the inventory guarantee work?
Our inventory guarantee provides comprehensive protection for your stored items through a rigorous auditing and verification system:
Quarterly Auditing Process:
Physical counts conducted within first 2 weeks of each quarter
Three-way reconciliation between:
Physical stock on hand (warehouse count)
Sales data (fulfilled orders)
Receipt records (received inventory)
System verification with item-specific checkboxes
Documented photographic evidence of counts
Immediate flagging of any discrepancies
Types of Protected Scenarios:
Phantom Stock Issues:
System shows inventory but items aren't physically available
Immediate credit issued upon discovery
Missing Inventory:
Received quantities don't match expected amounts
Discrepancy between physical count and system records
Shipping Errors:
Wrong items shipped
Incorrect quantities fulfilled
What happens if inventory is missing?
Detailed Step-by-Step Process:
Discovery Phase:
Discrepancy identified through cycle count or daily operations
Immediate documentation of missing items
System flag raised for investigation
Credit Issuance:
Automatic credit applied to your account within 48 hours
Credit memo generated and sent via email
Amount visible in your dashboard
Investigation Period (45 Business Days):
Comprehensive warehouse search
Review of all recent movements
Analysis of receiving records
Check of shipping documentation
Review of security footage if applicable
Resolution: If Found Within 45 Days:
Items located and verified
Credit reversal notification sent
Account adjusted accordingly
If Not Found:
Credit becomes permanent
Investigation findings documented
Final report available upon request
How is credit calculated?
Credit Calculation Methods:
With Manufacturing Invoice on File:
Credit based on exact invoice cost
Additional fees or duties included if documented
Currency conversion rates applied if applicable
Without Manufacturing Invoice: Process Timeline:
Day 1: Credit issued (pending final amount)
Day 1-3: Manufacturing invoice requested
Day 14: Deadline for invoice submission
Day 15+: Credit void process begins if no invoice received
Example Scenarios:
Scenario A: Complete Documentation
- Missing Item: SKU#12345
- Quantity: 100 units
- Manufacturing Invoice Cost: $10/unit
- Total Credit: $1,000
- Resolution: Immediate credit issued
Scenario B: Missing Invoice
- Missing Item: SKU#67890
- Quantity: 50 units
- Day 1: Credit issued (pending)
- Day 14: No invoice received
- Day 15: Credit voided
Receiving Guidelines & Compliance
What are the receiving guidelines?
To view our Receiving Guidelines, click here. It includes information on how to properly label shipments, requirements for packaging, and the importance of providing accurate shipment details.
We encourage you to review these receiving guidelines with your manufacturers to ensure compliance and avoid any delays in the receiving process.
Detailed Requirements:
Shipment Labeling:
Clear SKU numbers on each item
Batch/lot numbers if applicable
Readable barcodes meeting GS1 standards
Product description in English
Manufacturing date/expiration if applicable
Documentation Requirements:
Packaging Standards:
Appropriate protective materials
Box strength suitable for stacking
Maximum pallet height: 60 inches
Proper pallet wrapping
Clear orientation markings
How do receiving guidelines impact the guarantee?
Non-Compliance Consequences:
Documentation Process:
Photos taken of non-compliant items
Detailed report generated
Account Manager notification
Client notification within 24 hours
Impact Levels: Minor Non-Compliance:
Missing packing list but items properly labeled
Incorrect SKU format but scannable
Solution: 48-hour resolution window
Major Non-Compliance:
No labels or unscannable barcodes
Mixed SKUs without separation
Immediate void of guarantee
Critical Non-Compliance:
Safety hazards
Damaged/unsellable items
Rejection of shipment
Manufacturing Invoices
What is the process for providing manufacturing invoices?
Submission Methods:
Proactive Submission (Recommended):
Upload via client portal
Email to designated contact
Batch upload for multiple SKUs
API integration available
Required Information:
Manufacturer details
Purchase date
SKU numbers
Unit costs in Dollars
Quantities
Currency ($)
Payment terms
Verification Process:
Cost validation
Currency conversion if needed
System entry and locking
Confirmation email sent
Why are manufacturing invoices important?
Critical Functions:
Credit Calculation:
Ensures accurate compensation
Prevents disputes
Speeds up credit issuance
Inventory Valuation:
Insurance purposes
Financial reporting
Tax compliance
Risk Management:
Fraud prevention
Audit trail
Dispute resolution
Credit Process
How does the credit issuance and reversal process work?
Detailed Credit Lifecycle:
Initial Credit Issuance: Day 1:
Discrepancy discovered
Credit memo generated
Client notification sent
Dashboard updated
Days 1-45:
Investigation period
Regular updates provided
Search documentation maintained
Day 45:
Final determination made
Credit finalized or reversed
Final notification sent
Credit Reversal Process: If Found:
Immediate hold on credit
Verification of found items
Reversal notification sent
Account adjustment completed
Final documentation provided
Credit Finalization:
Permanent credit status confirmed
Final documentation package
Account reconciliation completed
Case closed notification
Support & Communication
Who should I contact for discrepancies and support?
For questions regarding discrepancies and support, please direct all inquiries to your Account Manager who will coordinate with the appropriate teams on your behalf.
Your Account Manager serves as your primary point of contact and will manage communication with our Operations Team for receiving issues and warehouse questions, our Finance Team for payment and invoice matters, and our Technical Support Team for system access and reporting needs.
All inquiries will be prioritized according to urgency, with response times ranging from same day for critical issues to 48 hours for financial matters.
How often will I receive inventory updates?
Communication Schedule:
Regular Updates:
Quarterly cycle count reports
Monthly inventory summaries
Weekly activity reports (optional)
Event-Based Updates:
Missing inventory alerts
Credit notifications
Investigation findings
Non-compliance notices
Custom Reporting:
Configurable dashboard alerts
Automated email reports
API data feeds
Custom scheduling available
What documentation should I maintain?
Recommended Record Keeping:
Essential Documents:
Manufacturing invoices
Credit memos
Cycle count reports
Receiving documentation
Correspondence history
Additional Records:
Investigation reports
Non-compliance notices
Resolution documentation
System access logs
Custom reports
Retention Guidelines:
Active inventory: Current + 2 years
Resolved issues: 3 years
Credit documentation: 7 years
System logs: 1 year
System Access & Technical Integration
How do I access my inventory information?
All inventory information is accessible exclusively through the Atomix App, which is only available in desktop view. Through this platform, you can:
View real-time inventory status
Track your credit standing
Upload and download documents
Generate comprehensive reports
Set up automated reporting
Configure custom integrations
Please note that there is no mobile access available, and all functionality must be accessed through the desktop application.
We understand that proper inventory management is crucial to your business operations, and we are committed to maintaining the highest levels of accuracy and transparency. This FAQ document is regularly updated to reflect the latest policies and procedures at Atomix. If you have any questions that aren't addressed here, or need clarification on any topic, please don't hesitate to contact your Account Manager.
Remember:
Your inventory is protected by our comprehensive guarantee
Credits are issued immediately upon discovery of discrepancies
Our team is available to support you through any inventory related concerns
Regular communication and proper documentation ensure smooth operations
We are committed to continuous improvement and client satisfaction
For the most up-to-date version of this FAQ or for specific questions about your account, please visit your Atomix dashboard or contact your Account Manager. We appreciate your trust in Atomix as your fulfillment partner and are dedicated to exceeding your expectations.