Adjusting stock
Change stock by hand with a reason: the ten reasons, which way each one can move stock, and when a note is required.
An adjustment changes a stock figure by hand, for example after a delivery, a recount or breakage. Every adjustment needs a reason. The reason is not free text. It is a fixed choice that feeds your shrinkage reports, so the same event is always recorded the same way.
Who can do this: adjusting and receiving stock need the inventory add and edit permissions. The Administrator and the Admin, Store Admin and Inventory Manager roles have them. Anyone who can view inventory can open a stock page read only.
Before you start#
- Select the store in the top bar. Stock belongs to one store.
- Know the true reason for the change. See the table below.
Adjust stock#
- Go to Inventory > Inventory management.
- On the product's row, open the menu and select Edit inventory.
- Under Standard stock increments / decrements, choose + Increment (add stock) or - Decrement (subtract stock) and type the quantity.
- Choose the Adjustment reason / justification. For Other, type a note.
- Select Save adjustments.
For a product sold by measure, you can type decimals, such as 3.25 kg. For a whole-unit product, only whole numbers are accepted.
Receive a delivery#
- Select Add inventory on the inventory page, or on the product's row menu.
- Pick the product, or scan its barcode with Start camera scanner.
- Choose the Reason for intake, usually Received.
- For a batch-tracked product, choose Select existing batch or Create new batch and fill in its number, cost and dates. See Batches & expiry.
- For a serialized product, scan or type each serial number. Each one is checked against the serials already in your business.
- Select Save stock intake.
The reasons#
| Reason | Direction | Counts as shrinkage |
|---|---|---|
| Received | Adds | No |
| Return restock | Adds | No |
| Stock recount | Either | No |
| Correction | Either | No |
| Damaged | Removes | Yes |
| Theft or loss | Removes | Yes |
| Expired | Removes | Yes |
| Return to supplier | Removes | No, the supplier makes it good |
| Promotion or donation | Removes | No, given away on purpose |
| Other | Either | No, and a note is required |
Behind the scenes#
- A reason knows its direction. Recording Damaged as an increase is refused. A reason that points the wrong way would spoil the shrinkage report.
- Other needs a note, so the history never shows a change nobody can explain.
- The system has reasons of its own. In stock history you also see reasons no menu offers, such as Sale, Quarantine, Cancelled order restock and Order line removed. The system writes these when orders, returns and holds move stock. You cannot choose them. To hold stock, use quarantine, not an adjustment.
- Saved at once. An adjustment saves straight away. Leaving the page does not undo it.
Watch out#
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| The reason you want is not in the list. | Reasons are filtered by direction. Damaged only removes stock, for example. | Switch between increment and decrement, or pick a reason that fits. |
| "A note is required when the reason is Other". | Other always needs a note. | Type a short explanation. |
| A decimal quantity is refused. | The product is sold in whole units. | Turn on Allow fractional quantities on the product, if it is sold by measure. |
| "Cannot decrement more than the current stock on hand". | You tried to remove more than the store has. | Check the count and enter a smaller number. |