Reconcile a supplier packing list against a Shopify transfer

LabelCraft - barcode labels for Shopify that print at exactly the size you set.

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The guarantees behind every label

Exact to ±0.1 mm

Every label prints at the size you set - measured, not approximate.

Never a silent failure

Overflow or a missing barcode always raises a visible warning before you print.

Whole-dot barcodes

Modules snap to your printer's dots, so codes stay crisp and scan first time.

Your barcodes, untouched

We never overwrite or reassign a product's existing barcode.

When a supplier ships against a Shopify transfer, the packing list and the counts you actually received rarely line up perfectly. LabelCraft reconciles the two before you print a single label, so a short ship, a swapped barcode, or a credit line never turns into a wrong label at the till.

Matching comes first, then reconciling

Reconciliation runs in two steps. First LabelCraft matches each row of your supplier file to a transfer line - barcode first, with a SKU fallback. Then it checks the details of every matched pair and flags anything that does not add up. This guide is about the second step: the discrepancy report.

For how the matching itself works - barcode-first keying, the leading-zero fold, and generating a code for a blank line - see matching a supplier list by barcode. Everything below assumes the rows are already matched.

Quantity mismatches

A matched line whose shipped count differs from the received count is flagged as a quantity mismatch. If the packing list says 10 and you received 8, the line is never silently marked reconciled - the worklist shows both numbers so you can chase the two missing units before the labels print. A blank or unreadable count is treated as unknown, never as a shipped zero, so a missing cell can never fake a short ship.

When the counts cannot be checked

Sometimes a count genuinely cannot be compared - the file has no quantity column, every count cell is blank, or only some rows carry a number. LabelCraft never lets the green all reconciled banner claim the counts were checked when they were not. It tells you exactly which rows could not be verified so you confirm them yourself.

There is one more honest case. If the file carries a case, pack, or unit-of-measure column, the shipped number might be cases rather than individual units - 12 cases is not 12 eaches. Rather than invent a units-per-case factor and cry wolf with a false short ship on every line, LabelCraft suppresses the per-unit comparison and says plainly that counts were not reconciled. It never multiplies a quantity it cannot prove.

The barcode on the list is not the one on file

When a row matches by SKU but the barcode on the packing list disagrees with the barcode stored on the variant, the label will print the stored code - which is not the one the supplier put on the box. That mismatch is flagged so you can decide which code is correct before committing the roll. Leading-zero forms of the same GTIN are treated as equal, so a UPC-A and its EAN-13 form never raise a false alarm.

A line will print blank but the list supplies the code

The opposite case is just as dangerous. If a matched variant has no stored barcode - so its label would print with no scannable code - but the supplier file supplies one, LabelCraft surfaces the available code so you can add it before printing instead of running a batch of blank labels. It never writes the code for you; it only shows you the one the supplier shipped.

Returns and credit lines

A packing list sometimes carries a negative quantity, like -5, to mean the supplier is returning or crediting units. A plain count parser would read that as unknown and the reconcile would look green. LabelCraft flags every negative line so a credit is never hidden behind an all reconciled banner. The count itself is left as is - it is never negated or compared.

Rows with no key, and an empty file

If a row has neither a barcode nor a SKU, it cannot be matched, so it is itemized as an unkeyable row rather than dropped. If the file has no barcode or SKU column at all, or no data rows under the header, LabelCraft says so directly instead of showing a misleading empty result. Every one of these cases is a row on the downloadable worklist, so nothing the file contained is ever silently lost.

Download the full discrepancy worklist

The on-screen banners show a short sample of each problem; the downloadable CSV is the complete, uncapped list - one row per discrepancy, with what it is, the product and keys, the quantity, and what to do. A station operator can hand it straight back to the supplier. The download is offered whenever there is anything to record, including a file with no key column or no data rows.

Print labels the moment receiving reconciles

Reconcile first, print second. Once the discrepancies are resolved, LabelCraft prints pixel-exact, scannable labels straight from the same receiving screen - no export to a separate tool. Migrating from another receiving workflow? See the Stocky cutover guide, and for a transfer that arrived short, labeling a partial shipment.

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