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Spot shrinkage and odd write-offs before an auditor does
For operations and finance teams who want Dynamics GP inventory adjustments reviewed for patterns, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.
The problem
Stock write-offs hide one adjustment at a time
Inventory adjustments in Dynamics GP pile up one document at a time and are hard to see as a pattern. Spotting repeat write-offs, round numbers or unposted adjustments means scrolling transactions and checking counts by hand.
Without PopdockAI
- Scroll inventory transactions for adjustments and variances
- Filter out transfers that do not change value
- Total quantity and cost by item and site in a spreadsheet
- Check counts by hand to explain big decreases
With PopdockAI
- Adjustment and variance documents are read, leaving transfers out
- Net quantity and cost are totalled by item and site
- Repeat, unposted and round number lines are flagged
- Big decreases come with on hand and last count date
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Audit inventory adjustments and variances between `{from-date}` (default 90 days ago) and `{to-date}` (default today) at site `{site-id}` (default all) for shrinkage and unusual write-offs.
Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.
**Step 1: Transactions**
Call `dynamics-gp-get-iv-inventory-transaction` with `document-date.from`, `document-date.to` and `transaction-location` when a site is given. Keep adjustment and variance documents (by `document-type`); transfers move stock without changing its value, so leave them out.
**Step 2: Analyse**
* Net quantity and `extended-cost` by item and by site; decreases and increases separately.
* The 15 largest single lines by absolute extended cost.
* Items adjusted three or more times in the period.
* Adjustments whose document is still unposted (`document-status`).
* Round-number quantities or costs on large lines.
**Step 3: Context**
For the ten items with the largest net decrease, call `dynamics-gp-get-iv-item-quantity` by `item-number` for on hand and `last-count-date`, so the report can say whether a count explains the adjustment.
**Step 4: Report**
Headline net write-off, the by-site table, the largest lines (document number, date, item, site, quantity, cost, batch), repeat offenders, unposted adjustments, and the context for the top decreases.
**Rules & Guidelines:**
* This prompt is read-only. Do not call any tool whose name does not contain `get` (no add, update, note or email tools).
* An adjustment is not wrongdoing. Word findings as items to explain.
**Validation:**
* If there are no adjustments in the period, say so and stop.Who it's for
One answer, three teams that use it
Inventory managers
Catch items adjusted again and again
Items adjusted three or more times stand out, so you can fix a counting or process problem instead of writing it off each month.
Which items at the EAST site were adjusted three or more times in Dynamics GP last quarter?
Cost accountants
Know the cost of write-offs by site
Net quantity and cost by item and site give you the shrinkage figure for the period, with the largest lines listed.
Total our Dynamics GP inventory write-offs by site for the year to date and show the 15 largest lines.
Internal auditors
Explain big decreases with count context
The largest decreases come with on hand and the last count date, so you can see whether a count explains each change.
Audit Dynamics GP inventory adjustments over the last six months and flag unposted or round number lines.
How it works
What PopdockAI does when you ask
You give a date range and optionally a site, and your AI assistant reads and analyses the Dynamics GP adjustments. Findings come back as items to explain, and nothing is changed.
01
Ask
You give a date range, and optionally a site.
02
Read
It reads adjustment and variance documents, leaving out transfers.
03
Analyse
It totals by item and site and flags repeats, round numbers and unposted lines.
04
Report
You get findings with on-hand and last count context for the biggest decreases.
What PopdockAI provides
The tools behind the answer
Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.
microsoft-dynamics-gp-get-iv-inventory-transaction
microsoft-dynamics-gp-get-iv-item-quantity
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Shrinkage explained before the auditor asks
Related use cases
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One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
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