Resolve Inventory Availability Discrepancies

ServiceCore keeps an eye on your inventory for you. When something's off, you'll see a banner or alert pointing you straight to the problem instead of having to go looking for it.

Most of these issues come down to the same handful of causes:

• A job that wasn't completed.
• A product quantity that wasn't updated correctly.
• A rental that wasn't closed out.
• A serial number that got linked to the wrong unit.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• ServiceCore shows the five most recent Jobs with Missing Items in the Inventory Management section of your Dashboard. Check this at least once a day to keep ahead of inventory discrepancies.
• If your availability looks off for a particular day, click on any number in the table to see a list of the jobs scheduled for that day with direct links for each one.
• Your account may have the “Allow Overselling Available Inventory?” setting enabled, which intentionally allows more units to be booked than are physically available. To learn more about product availability and how this setting works, click here.
• Exchange jobs with matching inventory being dropped off and picked up don't affect your availability count. 
• Historical availability data only goes back to 2/4/2026. Activity before that date isn't included.

My Inventory Availability Doesn't Match What I Expect or Is Showing a Negative Number

Your availability reflects an expected end-of-day, per-product total: what's in your yard right now plus today's remaining Pick-Ups minus today's remaining Deliveries. Out of Service units are removed from your availability too.

If your availability looks inaccurate first thing in the morning or during the day, it's often due to that day's jobs still being worked through. Check again once the day's jobs are complete.

Availability mismatches that persist usually occur for one of the below reasons:

1. Rentals were never closed with a Pick-Up job.
2. Delivery or Pick-Up jobs were marked 'Unable to Service' or not updated by the driver at all.
3. Pick-Up jobs don't have the correct product quantity, either from a partial pick-up or input error.
4. Delivery jobs were completed and then cancelled, but the product quantity wasn't updated.
5. More units were booked than are physically available, meaning products were added to Delivery Jobs when there isn't anything to actually deliver.
6. A product is sitting in a different yard than expected (multi-yard accounts only).

Because there are different reasons why your availability may not match what you're expecting, ServiceCore displays a banner whenever it detects items 1-5 listed above or something else that means a product's unit count doesn't match your In Progress rentals.

It's meant to catch inventory issues early and help you find the rentals that may have incomplete jobs or still have units marked onsite that shouldn't be/aren't.

The banner includes a link to the rentals that ServiceCore's identified for you to review and update as needed to fix inventory availability issues. 

To resolve detected mismatches and correct your inventory's availability, just follow the instructions below:

1. From either the Yards tab or the Availability tab, click on the product that you're seeing inaccurate availability for.
   
   
2. Click on the link in the banner at the top of the product's details page.
   
   
   
   TIP: You can also click on the "Mismatches" button in the Rentals tab. This is where the link takes you.
   
   
3. From the list of rentals ServiceCore has flagged for you, click the "View Rental" button.
   
   
4. At the top of the rental's details page, you'll see a banner with the individual jobs ServiceCore has identified as having an inventory issue. Click on the link to review the job's details and update it.
   
   
   
   Please Note: You'll need to review the rental and each flagged job to confirm what action to take.
5.  Repeat Steps 3-4 until all the rentals and their jobs have been corrected. You should now see the correct inventory availability.

Resolve Common Scenarios for Mismatches

Once you've opened a flagged rental or job and reviewed it, you'll need to update it in order to correct your inventory availability.

Rental Doesn't Have a Pick-Up Job

All you have to do is create a Pick-Up job for the rental with the same product(s)/quantity. 

Depending on what happened, you can either dispatch the job like normal to actually retrieve the product(s) or mark it Complete immediately because the product(s) already been picked up.

A Pick-Up Job Was Marked 'Unable to Service' or 'Partial Service' and Still Shows a Product Quantity

If a driver marks a Pick-Up job as 'Unable to Service' or 'Partial Service', that doesn't automatically return the associated product's full quantity to your yard.

If a product quantity is still attached to the job, ServiceCore keeps counting those units as unavailable.

Depending on what happened, you can either dispatch the job again so the driver can mark it complete or you can edit the job and change the product's quantity to 0.

A Pick-Up Job's Quantity Doesn't Match What Was Delivered

Sometimes a Pick-Up job gets marked complete, but the quantity picked up doesn't match what was originally delivered.

For example, if 8 units went out and only 6 came back, the difference stays counted as unavailable even if it was a data entry mistake rather than inventory actually left behind.

To fix it, just edit the Job Completion record and update the quantity to the correct number.

This works the same way whether fewer units were picked up than delivered or more units were picked up than were actually delivered. If you're not sure which is correct, confirm with your customer before adjusting the count. The units may genuinely still be onsite.

Additional Units Were Delivered, but a New Delivery Job Was Never Created

All you have to do is create a new Delivery job and mark it Complete so that the rental now includes the total number of units currently onsite or included in the Pick-Up job.

A Delivery Was Completed and Then Cancelled, but the Quantity Wasn't Updated

If a rental gets cancelled after its Delivery job was already marked complete, that job's product(s) and quantity stays counted as being rented out even though the rental is not active.

To fix it, just edit the Job Completion record and update the quantity to the correct number.

Track Missed Rental Jobs Ahead of Time

The discrepancy banner flags issues as they come up, but you can also check for missed jobs at any point, which is a good end-of-day reconciliation habit to get into for staying ahead of your availability numbers.

To review the list of missed jobs in your account, just follow the instructions below:

1. Click into "Rentals".
2. Click into "Jobs".
3. Click on the "Quick Filters" button.
4. Click on the 'Missed Rental Jobs' option.
   
   

Working through this list regularly, even just clearing a few at a time, keeps small gaps from piling up into bigger discrepancies.

TIP: Every time you log into your ServiceCore account, you'll land on the Dashboard which lists the five most recent Jobs with Missing Items for you to review.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!