Inventory Adjustment
The stock-take document: per product, system stock (Recorded Qty) is compared with the physical count and the difference becomes a stock addition or reduction with its value. Stock actually changes only when the document is posted.
When To Use This Form
- Routine (monthly/yearly) stock takes per warehouse.
- Bringing system stock in line with reality after losses, mis-entries, or unit mix-ups.
- It can stay saved as a draft (unposted) while counting continues, then be posted once when agreed.
Fields To Watch
| Field | What to watch |
|---|---|
| Division, Department | Branch and warehouse where stock changes. A role locked to one division/department cannot change them. |
| Invoice, Date, Time | Document number (automatic when numbering is on) and transaction time - this time sets the COGS order. |
| Offset Account | Required. The account for the difference: inventory shortage expense (reduction) or inventory surplus income (addition). |
| Fill From Product Group | Button that fills rows with every product of one group and their Recorded Qty - the fastest way to prepare a count sheet. |
| Product, Unit, Serial Number, Expiration Date | One row per product (and serial when used); the unit follows the base unit and cannot be changed. |
| Recorded Qty | System stock at the document date, automatic and locked. |
| Physical Qty | The count you type. |
| Purchase Price | COGS per unit used to value the difference; pre-filled from the running COGS. |
| Plus / Minus (Quantity, Value) | Automatic: Physical - Recorded becomes Plus when positive, Minus when negative; Value = difference x Purchase Price. |
| Post This Product Adjustment | Toggle. Off = draft; on = stock, COGS, and journal change. Turning it off again withdraws the change. |
What Happens After Posting
- Each product's stock in that department is set to the Physical Qty.
- Additions write a new COGS record like Incoming Inventory; reductions use the running COGS.
- Automatic journal: additions Dr inventory / Cr Offset Account, reductions Dr Offset Account / Cr inventory.
- The Inventory Adjustment report reads posted documents only.
- When the approval workflow is on for inventory documents, stock and journals change only after the document is approved in the Approval Inbox.
Common Problems
- Recorded Qty differs from today's stock report: that column is read at the document date; later transactions are excluded. Date the document when the count was taken.
- Stock did not change: the document is saved but the Post toggle is still off.
- Recounting after posting: turn posting off, fix the physical figures, turn it on again - do not create a second document for the same products on the same date.
Menu Location
- Products & Inventory / Stock Operations / Inventory Adjustment
/form/inventoryadjust