Inventory adjustments

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Introduction

In warehouse management, maintaining accurate inventory records is crucial. However, discrepancies between system records and physical stock often occur due to factors such as damage, human error, or theft. To resolve such differences, inventory adjustments are used to align system data with the actual stock in the warehouse.

Accessing Inventory Adjustments

 

To view inventory adjustments, navigate to:


Inventory App → Operations → Physical Inventory

Only products with a quantity greater than zero appear on this page. To see items with zero quantity, go to:


Inventory App → Reporting → Stock

 

Inventory Adjustment Fields

 

Each line on the Inventory Adjustments page contains the following columns:

  • Location – Where the product is stored (shown if Storage Locations are enabled).
  • Favorite – Indicates favorited products.
  • Product – The product being adjusted.
  • Lot/Serial Number – The product’s tracking code.
  • Expiration Date – The expiry date of the item.
  • Last Count Date – Date when the product was last counted.
  • Package – The container/package of the product.
  • On Hand Quantity – Quantity currently in the system.
  • Counted Quantity – Actual counted quantity (editable).
  • Difference – Automatically calculated difference between On Hand and Counted quantities.
  • Scheduled Date – When the count is planned.
  • User – Person assigned to the count.

 

Creating an Inventory Adjustment

 

To create an adjustment:

  1. Click New on the Inventory Adjustments page.
  2. Select a product under the Product
  3. If the product is tracked by lots or serial numbers, select the appropriate one.
  4. Enter the actual count under Counted Quantity.
  5. Optionally adjust the Scheduled Date and User.
  6. Click away to save the line.

 

Color Indicators in the Difference Column:

  • Green = Counted Quantity > On Hand
  • Red = Counted Quantity < On Hand
  • Blank = Quantities match

 

Applying the Adjustment

 

Apply the changes using one of two methods:

  • Click the Apply button on the product line.
  • Select the checkbox, then click Apply from the top action bar.

A pop-up will allow you to enter a reason. By default, it uses today’s date. Click Apply to finalize.

 

This creates a Stock Move Line (SML) in the Moves History report for traceability.

Relocating Products

 

To move products:

  1. Select the checkbox next to the product.
  2. Click Relocate at the top of the page.
  3. Enter:
    • To Location
    • To Package
    • Reason for Relocation
  4. Click Confirm.

 

Only internal locations can be used. Only admins can perform this action.

 

Setting Inventory to Zero

 

To clear inventory:

  1. Select the product(s).
  2. Click Actions → Set to 0.
  3. Apply the adjustment.

 

Product Counting Process

 

To update product counts:

  1. Go to Inventory App → Operations → Physical Inventory.
  2. If the count matches the system:
    • Click the Set icon to copy On Hand → Counted Quantity.
  3. If it differs:
    • Enter the actual number in the Counted Quantity
    • Click away to save.
    • The Difference column updates automatically.

 

Reverting Adjustments

 

To revert a count:

  1. Navigate to Inventory → Reporting → Moves History.
  2. Select the line.
  3. Click Actions → Revert Inventory Adjustment.

 

Scheduling Inventory Adjustments

 

By default, adjustments are scheduled for December 31. To change:

  1. Go to Inventory App → Configuration → Settings.
  2. In the Operations section, modify the Annual Inventory Day and Month.
  3. Save changes.

 

Planning Large Inventory Counts

 

To perform a full inventory count:

  1. Go to Inventory App → Operations → Physical Inventory.
  2. Select the products (or use the header checkbox to select all).
  3. Click Request a Count.
  4. Fill in the form:
    • Inventory Date
    • User
    • Accounting Date
    • Count:
      • Leave Empty – Manual entry required
      • Set Current Value – Prefills with system quantity
  1. Click Confirm.

Barcode app users only see counts assigned to them and scheduled for today or earlier.

 

Inventory History & Audit

  • To view adjustment history: Click the History
  • The Reference field shows the counter and applier of the adjustment.
  • To export a Count Sheet:
    • Select lines on the Inventory Adjustment page.
    • Click Print → Count Sheet (PDF export).

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