Skip to main content

Reconcile Your Inventory

For: Admin, Manager, Coordinator, Employee (assigned locations only) | Tier: All plans

Inventory reconciliation is a periodic walkthrough where you confirm that the chemicals in your inventory match what is actually on your shelves. You go location by location, verifying container counts and fill levels for each chemical. The whole process typically takes 10-20 minutes for a site with 30-50 chemicals.

Prerequisites​

  • You must have Admin, Manager, or Program Coordinator role to start a reconciliation session
  • Employees can confirm chemicals at locations assigned to them, but cannot start or complete a session
  • At least one site with chemicals in your inventory

Steps​

Step 1: Start a Reconciliation Session​

  1. Navigate to ChemIQ > Reconciliation
  2. Select the site you want to review
  3. Click Start Review

You can also start directly from:

  • The dashboard alert banner when a review is due (click Confirm Inventory)
  • The inventory page banner (click Confirm Inventory)
  • An email notification link

Step 2: Review the Session Home​

The session home screen shows every storage location at your site, the number of chemicals in each, and the current progress. From here you can:

  • Tap a location to start reviewing its chemicals
  • Assign locations to team members (optional — tap Assign on a location card to delegate it)
  • See which locations are complete, in progress, or not yet started

Step 3: Confirm Chemicals (Mobile)​

For each chemical, you see a card with the product name, CAS number, current container count, fill level, and estimated weight. Choose one of three actions:

  1. Same — Tap Same if the container count and fill level have not changed. This confirms the chemical and automatically advances to the next one.

  2. Update — Tap Update if the count or fill level has changed:

    • Enter the new container count
    • Select the fill level (Full, Three-quarters, Half, Quarter, or Nearly Empty)
    • If containers have mixed fill levels, check Mixed fill levels and distribute the count across fill levels using the stepper buttons
    • The estimated weight updates in real time as you make changes
    • Tap Confirm Update to save and advance

  3. Removed — Tap Removed if the chemical is no longer at this location. You will see a confirmation prompt before the chemical is marked as removed.

You can also:

  • Skip a chemical to come back to it later
  • Add a note for context (e.g., "relocated to Building B")
  • Swipe left to skip forward or swipe right to go back

Step 3 (Alternative): Confirm Chemicals (Desktop)​

On desktop, chemicals are displayed in a table grouped by location:

  1. Expand a location section to see its chemicals
  2. For each chemical, select Same, Update, or Remove in the action column
  3. If you select Update, edit the container count and fill level inline
  4. Use the All Same button on a location header to confirm all chemicals in that location as unchanged

The "Needs Attention" section at the top highlights chemicals trending toward regulatory thresholds — review these first.

Step 4: Add New Chemicals (If Needed)​

If your facility received new chemicals since the last review:

  1. Click Add New Chemical at the bottom of the reconciliation view
  2. Follow the standard add chemical flow
  3. The new chemical is recorded as part of this reconciliation session

Step 5: Complete the Review​

Once all chemicals have been confirmed, updated, or removed:

  1. Click Complete Review
  2. Tellus updates your inventory, recalculates site quantities, and generates an AI compliance insight
  3. Review the post-completion summary showing:
    • How many chemicals were confirmed, adjusted, removed, or added
    • AI-generated compliance insights (threshold projections, HazCom plan impacts, storage concerns)
    • What the reconciliation unlocked (Tier II snapshot, fire code status, HazCom plan accuracy)

Expected Result​

Your inventory now reflects current quantities. Site quantity calculations, fire code threshold checks, and regulatory aggregations are updated automatically. A quantity snapshot is captured for Tier II reporting purposes. The next review date is set (default: 90 days from now).

Tips​

  • Start on mobile. The mobile experience is designed for walking the floor — one chemical at a time with large tap targets. Use desktop for review and history.
  • Delegate locations. If different people manage different areas of your facility, assign locations so everyone can confirm their own section in parallel.
  • Use "All Same" liberally. On desktop, if you know a location has not changed, confirm everything at once with the All Same button.
  • Do not skip the AI insight. The compliance insight generated after completion often catches things you would not notice — like a chemical trending toward a Threshold Planning Quantity or a hazard class approaching fire code limits.
  • Add notes for context. Notes like "moved to Building B" or "will reorder next month" help you and your team understand changes during future reviews.
  • Check your history. After a few reconciliations, visit the per-chemical history view to see quantity trends and verify your Tier II data is building up correctly.

Troubleshooting​

ProblemSolution
Cannot start a new sessionOnly one active session can exist per site. Complete or let the current session expire (30 days) before starting a new one.
Session shows as expiredSessions expire automatically after 30 days if not completed. Start a new session — no data from the expired session was applied.
Assigned user cannot see the sessionAssigned users see only the locations delegated to them. Verify the location assignment on the session home screen.
Completion is taking a long timeAfter you click Complete Review, Tellus runs inventory updates, quantity recalculations, and AI analysis. This typically takes under a minute. If it takes longer than 10 minutes, the session automatically recovers so you can try again.