Stock Adjustments

The Stock Adjustments tab is your tool for correcting inventory discrepancies that occur outside of standard buying, selling, or manufacturing processes. Unlike a Stock Take — a planned physical audit — an adjustment is typically a reactive measure used to quickly fix an error, write off damaged goods, or log unrecorded scrap.

Stock adjustments live alongside Stock Inventory and Stock Transfers inside the Stock module.

Typical uses

• Write off materials that were damaged on the shop floor (e.g., a dropped tray of sensors)
• Correct a minor data-entry error without doing a full facility stock take
• Finalize the variances discovered during a Stock Take order
• Log items that were used for internal testing or prototyping and cannot be sold

---

The Stock Adjustments master table

The master table provides a historical log of every manual adjustment made to your inventory.

Each row represents a single adjustment record:

• Order Number — the unique identifier for the adjustment record (e.g., SA-192838-29389)
• Issuer — the specific user who authorized or created the adjustment
• Reason — a brief snippet of the explanation provided for the adjustment
• Adjusted Value — the total financial impact of the adjustment (positive or negative)
• Status — usually SA Draft (pending approval) or Complete (permanently applied to the ledger)

Notes

• Direct ledger impact — Clicking Continue on the creation modal instantly rewrites the Stock number on your main Inventory tab. It is an immediate and permanent action.
• Ties to stock takes — When a Stock Take order is completed with discrepancies, the system often automatically generates a draft Stock Adjustment containing those variances for a manager to approve.

Best Practices

• Enforce the "Reason" field — Never allow a Stock Adjustment to be created with a blank or vague reason. If an auditor looks at a £2,000 write-off six months from now, "Broken" is not a sufficient explanation. Require details like "Forklift incident in Aisle 4, items crushed."
• Limit permissions — Not everyone on the floor should be able to click Create Order on an adjustment. Staff should typically only be able to save drafts; a manager reviews the value impact before permanently altering the financial ledger.
• Adjust the "Adjusted Stock", not the difference — A common mistake is entering -5 when you want to remove 5 items. You must enter the final absolute number. If you have 10 items and want to remove 5, you enter 5 in the Adjusted Stock column.

---

Creating a stock adjustment

When an inventory correction is needed, create a new adjustment record.

1. Click the + New Stock Adjustment button at the top right of the master table.

2. Assign details — Fill in the Assigned To field (the person responsible for the adjustment) and the Issue Date.

3. State the reason — This is the most critical field. Type a detailed explanation for why the stock is being changed (e.g., "Writing off 23 metal covers that arrived scratched from the supplier" or "Found 30 extra super drills in the wrong bin").

4. Add items — Click + Add Item and select the affected item(s) from the dropdown.

5. Input the new quantity — In the Adjusted Stock column, enter the new, true physical quantity of the item on the shelf — not the amount you want to add or subtract.

   Example: if Current Stock says 250 but you only found 200, enter 200 into Adjusted Stock.

6. Save or execute:

   • Click Save Draft if you need a manager to review it.
   • Click Create Order to execute. A confirmation modal appears: "You are about to proceed with this action. Make sure all items are correct." Click Continue to finalize and instantly update your inventory levels.

Notes

• Absolute values — The Adjusted Stock column requires the final, actual number of units on the shelf, not the amount you are adding or subtracting.
• Immediate ledger impact — Clicking Continue instantly rewrites the Stock quantity on your main inventory ledger.
• Drafts for review — Use Save Draft to log the discrepancy and have a manager review the financial impact before it is finalized.

Best Practices

• Be specific in the reason — "Forklift incident in Aisle 4, items crushed" is auditable; "Broken" is not.
• Enter the new total, not the delta — If you have 10 and want to remove 5, enter 5, not -5.
• Separate creator and approver — Configure roles so that staff save drafts and only supervisors or managers click Create Order.

---

Reviewing a completed stock adjustment

Once an adjustment is Complete, it becomes a permanent financial record. Clicking the row in the master table opens the detailed Stock Adjustment Order view.

General Information tab

The system displays exactly how the adjustment impacted your books:

• Difference — the net change in units (e.g., +30 or -23)
• Value Impact — the financial gain or loss for that line item (e.g., +£3,000.00 or -£2,300.00)
• Adjusted Value — the new total value of the inventory for that item after the adjustment
• Total Adjusted Value — at the bottom right, the net financial impact of the entire adjustment order (e.g., a net gain of +£300)

Notes

• Automated financials — The system automatically calculates the Difference and multiplies it by the Unit Cost to produce the Value Impact for each line item.
• Immutable record — Once an adjustment is marked Complete, the Order History tab locks in the audit trail, logging exactly who made the change and when. This cannot be edited.

Best Practices

• Audit high-value changes — Set a regular schedule (weekly or monthly) to review completed stock adjustments. Pay close attention to the Total Adjusted Value to investigate the largest write-offs or unexplained gains.
• Cross-reference with operations — Frequent, repeated adjustments for "Scrap" or "Damaged" in a specific category often point to operational issues or material-handling training gaps.
• Trace back to stock takes — If an adjustment was generated from a stock-take variance, reference the original Stock Take order number in the Reason field for easy cross-referencing by your accounting team.

Order History tab

The Order History tab provides a non-editable audit log showing who created the draft, who approved it, and when each status change occurred.

---

Related topics

• Stock Inventory — on-hand quantities and valuations affected by adjustments
• Stock Takes — planned physical counts that often produce adjustment drafts
• Stock Transfers — moving stock between locations rather than correcting it
• Items — item master where unit cost is defined and consumed by the value-impact calculation
• Roles and Permissions — separate the staff who draft adjustments from the managers who execute them