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Atomix Inventory Accuracy & Guarantee Policy
Atomix Inventory Accuracy & Guarantee Policy

Inventory Management

Zainab Millwala avatar
Written by Zainab Millwala
Updated today

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:

    1. Physical stock on hand (warehouse count)

    2. Sales data (fulfilled orders)

    3. Receipt records (received inventory)

  • System verification with item-specific checkboxes

  • Documented photographic evidence of counts

  • Immediate flagging of any discrepancies

Types of Protected Scenarios:

  1. Phantom Stock Issues:

    • System shows inventory but items aren't physically available

    • Immediate credit issued upon discovery

  2. Missing Inventory:

    • Received quantities don't match expected amounts

    • Discrepancy between physical count and system records

  3. Shipping Errors:

    • Wrong items shipped

    • Incorrect quantities fulfilled

What happens if inventory is missing?

Detailed Step-by-Step Process:

  1. Discovery Phase:

    • Discrepancy identified through cycle count or daily operations

    • Immediate documentation of missing items

    • System flag raised for investigation

  2. Credit Issuance:

    • Automatic credit applied to your account within 48 hours

    • Credit memo generated and sent via email

    • Amount visible in your dashboard

  3. 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

  4. Resolution: If Found Within 45 Days:

    • Items located and verified

    • Credit reversal notification sent

    • Account adjusted accordingly

  5. If Not Found:

    • Credit becomes permanent

    • Investigation findings documented

    • Final report available upon request

How is credit calculated?

Credit Calculation Methods:

  1. With Manufacturing Invoice on File:

    • Credit based on exact invoice cost

    • Additional fees or duties included if documented

    • Currency conversion rates applied if applicable

  2. 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:

  1. 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

  2. Documentation Requirements:

    • Advance shipping notice (ASN)

    • Schedule your shipment via Conduit

    • Detailed packing list including:

      • SKU numbers

      • Quantities per SKU

      • Batch numbers

      • Country of origin

      • Special handling instructions

    • Manufacturing invoices (recommended)

    • Certificate of origin (if applicable)

  3. 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:

  1. Documentation Process:

    • Photos taken of non-compliant items

    • Detailed report generated

    • Account Manager notification

    • Client notification within 24 hours

  2. Impact Levels: Minor Non-Compliance:

    • Missing packing list but items properly labeled

    • Incorrect SKU format but scannable

    • Solution: 48-hour resolution window

  3. Major Non-Compliance:

    • No labels or unscannable barcodes

    • Mixed SKUs without separation

    • Immediate void of guarantee

  4. Critical Non-Compliance:

    • Safety hazards

    • Damaged/unsellable items

    • Rejection of shipment

Manufacturing Invoices

What is the process for providing manufacturing invoices?

Submission Methods:

  1. Proactive Submission (Recommended):

    • Upload via client portal

    • Email to designated contact

    • Batch upload for multiple SKUs

    • API integration available

  2. Required Information:

    • Manufacturer details

    • Purchase date

    • SKU numbers

    • Unit costs in Dollars

    • Quantities

    • Currency ($)

    • Payment terms

  3. Verification Process:

    • Cost validation

    • Currency conversion if needed

    • System entry and locking

    • Confirmation email sent

Why are manufacturing invoices important?

Critical Functions:

  1. Credit Calculation:

    • Ensures accurate compensation

    • Prevents disputes

    • Speeds up credit issuance

  2. Inventory Valuation:

    • Insurance purposes

    • Financial reporting

    • Tax compliance

  3. Risk Management:

    • Fraud prevention

    • Audit trail

    • Dispute resolution

Credit Process

How does the credit issuance and reversal process work?

Detailed Credit Lifecycle:

  1. Initial Credit Issuance: Day 1:

    • Discrepancy discovered

    • Credit memo generated

    • Client notification sent

    • Dashboard updated

  2. Days 1-45:

    • Investigation period

    • Regular updates provided

    • Search documentation maintained

  3. Day 45:

    • Final determination made

    • Credit finalized or reversed

    • Final notification sent

  4. Credit Reversal Process: If Found:

    • Immediate hold on credit

    • Verification of found items

    • Reversal notification sent

    • Account adjustment completed

    • Final documentation provided

  5. 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:

  1. Regular Updates:

    • Quarterly cycle count reports

    • Monthly inventory summaries

    • Weekly activity reports (optional)

  2. Event-Based Updates:

    • Missing inventory alerts

    • Credit notifications

    • Investigation findings

    • Non-compliance notices

  3. Custom Reporting:

    • Configurable dashboard alerts

    • Automated email reports

    • API data feeds

    • Custom scheduling available

What documentation should I maintain?

Recommended Record Keeping:

  1. Essential Documents:

    • Manufacturing invoices

    • Credit memos

    • Cycle count reports

    • Receiving documentation

    • Correspondence history

  2. Additional Records:

    • Investigation reports

    • Non-compliance notices

    • Resolution documentation

    • System access logs

    • Custom reports

  3. 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.

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