Discrepancy Management

The Discrepancy Management system helps identify and correct transactions that don’t match the expected harvest day setup. This ensures data integrity and accurate reporting.

What is a Discrepancy?

A discrepancy occurs when transaction data doesn’t align with room assignment configuration. The system detects three types:

Discrepancy Type	Description
Room Not Assigned	Transaction recorded in a room that has no room assignment for that harvest day
Picker Not Assigned	Transaction picker is not assigned to that room on that harvest day
Wrong Supervisor	Transaction’s supervisor doesn’t match the room assignment’s supervisor

Dashboard Discrepancy Widget

The main discrepancy view is on the Dashboard, which shows the “Recent Harvest Discrepancies” widget.

Widget Location

1. Navigate to Dashboard
2. Look for the “Recent Harvest Discrepancies” panel
3. This shows all discrepant transactions with filters

Widget Columns

Column	Description
Date	Transaction date
Room	Room name (red badge if room not assigned)
Picker	Picker username (red badge if picker not assigned)
Supervisor	Supervisor name (red badge if wrong supervisor)
Weight (kg)	Transaction weight
Issues	List of discrepancy types for this transaction

Color Coding

• Green badge: This field is correctly assigned
• Red badge: This field has a discrepancy

Empty State

If there are no discrepancies, you’ll see:

“No Recent Discrepancies” “All recent transactions match harvest day setups.”

This is the ideal state!

Filtering Discrepancies

Date Range Presets

The filter panel includes preset date ranges:

Preset	Description
Today	Current day only
Last week	Past 7 days
Last month	Past 30 days
This year	January 1 to today
Last year	Previous full year

Using Presets

1. Click the filter icon
2. Click the Preset Ranges dropdown
3. Select a preset
4. The From/To dates auto-fill
5. Apply the filter

Custom Date Range

1. Click the filter icon
2. Use the From Date and To Date pickers
3. Select your custom range
4. Apply

Additional Filters

• Room: Filter to discrepancies in a specific room
• Picker: Filter to discrepancies for a specific picker

Default Filter

If no filter is applied, the system defaults to showing Today’s discrepancies only.

Bulk Correcting Discrepancies

Who can do this: Super Admin, Operations Manager

Note: Supervisors cannot fix discrepancies. They can view discrepancies but need to contact a Super Admin or Operations Manager to correct them.

The system allows you to correct multiple transactions at once using the bulk edit feature.

Step-by-Step: Bulk Correction

1. Select Transactions

   • Check the boxes next to discrepant transactions you want to fix
   • Tip: Select transactions from the same harvest day for best results

2. Open Bulk Edit

   • Click the Actions dropdown
   • Select Fix Selected Transactions

3. Fill Correction Form

   The modal shows:

   Field	Description
   Correct Room	Select the correct room (leave empty to keep original)
   Correct Picker	Select the correct picker (leave empty to keep original)
   Correct Supervisor	Select the correct supervisor (leave empty to keep original)
   Correction Notes	Optional notes for audit trail

   Important: Only fill in fields you want to change. Empty fields keep the original values.

4. Apply Corrections

   • Click Update Transactions
   • Confirm when prompted

5. Verify

   • The transactions are updated
   • They should no longer appear as discrepancies (if corrected properly)

Dropdown Options

The correction dropdowns show contextually relevant options:

• Rooms: Only rooms assigned to that harvest day appear
• Pickers: Only pickers assigned to rooms on that harvest day appear
• Supervisors: All users with the Supervisor role

Correction Notes

Use the Correction Notes field to document:

• Why the correction was needed
• What was wrong with the original data
• Any relevant context for auditing

These notes are stored with the correction record.

Harvest Day Discrepancy View

When viewing a specific Harvest Day, you’ll see a discrepancy widget showing only transactions for that day.

1. Go to Harvest Days
2. Click View (eye icon) on a harvest day
3. Look for the “Harvest Day Transaction Status” panel
4. This shows discrepancies only for that specific day

This view has the same columns and correction features but is pre-filtered to the selected harvest day.

Understanding Discrepancy Types

Room Not Assigned

Cause: A transaction was recorded for a room that doesn’t have a room assignment for that harvest day.

Possible Reasons:

• Room assignment wasn’t created before picking started
• Runner selected the wrong room when recording the transaction
• Room assignment was deleted

Fix:

• Correct the transaction’s room to an existing assignment, OR
• Create the missing room assignment

Picker Not Assigned

Cause: The picker on the transaction isn’t in the room assignment’s picker list.

Possible Reasons:

• Picker was added to the room mid-day but not updated in the system
• Picker worked in a room they weren’t assigned to
• Wrong picker was selected at the terminal

Fix:

• Add the picker to the room assignment, OR
• Correct the transaction’s picker to someone who is assigned

Wrong Supervisor

Cause: The supervisor recorded on the transaction doesn’t match the supervisor assigned to that room.

Possible Reasons:

• Supervisor changed during the day
• Terminal had wrong supervisor configured
• Transaction was recorded under different supervision

Fix:

• Update the room assignment’s supervisor, OR
• Correct the transaction’s supervisor

Audit Trail

All transaction corrections are logged for auditing purposes:

• Original values are preserved
• Changed fields are recorded
• Who made the correction and when
• Correction notes (if provided)

This ensures data changes can be reviewed and audited later.

Common Workflows

Throughout the Day Monitoring

Check discrepancies multiple times during the day to catch issues as quickly as possible:

1. Open Dashboard
2. Set date filter to “Today”
3. Review any discrepancies
4. Correct issues immediately to prevent them from accumulating
5. Repeat this process several times throughout the day (e.g., mid-morning, after lunch, mid-afternoon)

Benefits of frequent checks:

• Catch wrong QR code scans before they multiply
• Identify room assignment setup issues early
• Fix problems while the day’s details are still fresh
• Reduce end-of-day cleanup work

Daily Discrepancy Review

1. Open Dashboard
2. Set date filter to “Today”
3. Review any discrepancies
4. Correct as needed
5. Repeat before end of day to ensure clean data

Historical Discrepancy Cleanup

1. Open Dashboard
2. Set date filter to target range (e.g., “Last week”)
3. Sort or filter to identify patterns
4. Correct in batches by room or picker
5. Document corrections with notes

Investigating a Specific Picker

1. Set Picker filter to the picker’s name
2. Review their discrepant transactions
3. Determine if it’s a training issue or system issue
4. Correct and follow up as needed

Troubleshooting

Cannot See “Fix Selected Transactions” Button

Only Super Admins and Operations Managers can fix transactions. Supervisors can view discrepancies but cannot fix them. If you’re a Supervisor and need to correct discrepancies, contact a Super Admin or Operations Manager. If you need this access, contact your administrator.

Correction Failed - Validation Error

Common validation errors:

• “Selected transactions span multiple dates”: Select transactions from only one harvest day at a time
• “Selected room is not assigned to the harvest day”: Choose a room that has a room assignment
• “Selected picker is not assigned to any room”: Choose a picker that’s assigned to a room on that day

Discrepancy Still Showing After Correction

• The widget may need to refresh - reload the page
• Verify the correction was actually applied
• Check if there are multiple issues (e.g., both room AND picker problems)

Too Many Discrepancies to Handle

If you have a large backlog:

1. Use date filters to work through one day at a time
2. Start with the most recent and work backwards
3. Look for patterns (same picker, same room) to fix in batches
4. Consider whether room assignments need to be updated for future days