Stock Adjustments
Table of Contents
- 1. Use Cases — 4 common scenarios
- 2. Features — Search & Filter / Data List / Statuses & Reasons / Actions
- 3. FAQ — 7 questions + Notes
- 4. Related Features
1. Use Cases
Quick Links: Adjust Quantity Discrepancies | Damaged Write-off | Batch Import | Approve Adjustments
Case 1: Found a quantity discrepancy — create an adjustment
Situation: During daily work you find a shelf's actual quantity doesn't match the system and need to correct the system inventory.
Steps:
- Click "New" in the top-right corner
- Click "Add" to add an adjustment item, then search and select the inventory to adjust
- Enter the "Actual Quantity" for each shelf row; the system calculates the difference automatically
- Select the "Reason" (e.g. "Count Error")
- Click "Submit"
Result: The adjustment is created in "Pending" status; inventory is updated only after approval.
Case 2: Write off damaged goods
Situation: A batch of goods is found damaged and can no longer be shipped; it must be deducted from inventory.
Steps:
- Click "New" to create an adjustment
- Add the damaged inventory items and set the "Actual Quantity" to the quantity after removing the damaged units
- Select the reason "Damaged" and describe the situation in the "Note"
- Click "Submit" and notify your supervisor to review
Result: After approval, the damaged quantity is deducted from inventory; the deduction record can be found in the "Inventory Ledger".
Case 3: Import adjustments from a file
Situation: After the annual stock take, many items need adjustment and creating them one by one is too slow.
Steps:
- Click "Import" in the top-right corner
- Download the template in the dialog and fill in the adjustment data following its format
- Upload the file
Result: Imported adjustments appear in the list awaiting approval; you can track the import progress and result in the "Background Tasks" panel.
Case 4: Review pending adjustments
Situation: As a supervisor, you need to review stock adjustments submitted by your team.
Steps:
- Use the "Status" filter and select "Pending"
- Click an "Adjustment No" to open the detail page
- Verify the adjustment items, quantity differences and reasons
- Click "Approve" or "Reject" and confirm in the dialog
Result: Once approved, the inventory change takes effect immediately and the adjustment becomes "Completed"; rejected adjustments do not change inventory.
2. Features
When system inventory doesn't match reality — stock-taking differences, damaged goods, data entry mistakes — create a stock adjustment here to correct the quantity. Every adjustment must be approved before it takes effect, so each inventory change is double-checked and traceable. Click the question-mark icon next to the page title for a concept guide.
Quick Jump: Search & Filter | Data List | Statuses & Reasons | Actions
2.1 Search & Filter
Search Box
- Location: Top of the page
- Searchable: Adjustment No, Note (partial keywords supported)
- Usage: Enter a keyword and press Enter
Filters
| Filter | Description | Usage |
|---|---|---|
| Adjustment No | Filter adjustments by number | Text input, multiple values supported (pinned by default) |
| Status | Filter adjustments by status | Dropdown |
| Created At | Filter by date range | Date range picker |
2.2 Data List
| Column | Description | Notes |
|---|---|---|
| Adjustment No | Unique number of the adjustment | Click to open the detail page, sortable |
| Status | Current processing status | Shown as a colored tag, see below |
| Note | Additional description of the adjustment | "-" if empty |
| Applicant | Person who created the adjustment | - |
| Created At | When the adjustment was created | Sortable, newest first by default |
2.3 Statuses & Reasons
Statuses
| Status | Description |
|---|---|
| Draft | Not yet submitted for review |
| Pending | Submitted and awaiting review |
| Completed | Approved; inventory updated |
| Rejected | Not approved; inventory unchanged |
Reasons
Each adjustment item requires a reason, which helps later tracing and statistics:
| Reason | When to Use |
|---|---|
| Damaged | Goods damaged and unsellable |
| Expired | Goods past their expiration date |
| Count Error | Actual quantity differs from the system |
| Data Entry Error | Correcting a previous data entry mistake |
| Quality Check Failed | Goods failed quality inspection |
| Other | Other reasons; describe in the note |
2.4 Actions
▸ Create an Adjustment
- Click "New" in the top-right corner
- Leave the "Adjustment No" blank to auto-generate, or click "Suggest Name"
- Click "Add" to search and select the inventory to adjust
- In the dialog, enter the "Actual Quantity" per shelf and select the "Reason"
- Click "Submit"; to create several in a row, click "Save and Add Another"
Result: The adjustment enters "Pending" status, awaiting someone with approval permission.
▸ Import Adjustments
- Click "Import" in the top-right corner
- Download the template and fill it in
- Upload the file
Result: Track the import progress in the "Background Tasks" panel; imported adjustments appear in the list when done.
▸ Review an Adjustment
- Click the "Adjustment No" to open the detail page
- Adjustments in "Pending" status show "Edit", "Reject" and "Approve" buttons (depending on your permissions)
- Verify the content and click "Approve" or "Reject"
Result: After approval the inventory updates immediately; if rejected, inventory stays unchanged and the adjustment is marked "Rejected".
3. FAQ
3.1 FAQ
▪ What's the difference between Stock Adjustments and Inventory Transformations?
- Stock Adjustments: correct inventory "quantity", e.g. stock-taking differences or damaged write-offs
- Inventory Transformations: change inventory "attributes" (batch, expiration date, inventory type, etc.) while quantity stays the same
If a batch or expiration date was recorded incorrectly, use an inventory transformation — don't deduct and re-add quantity with an adjustment.
▪ Why do adjustments need approval before taking effect?
Inventory quantities drive shipping and reconciliation; changing them directly is error-prone and hard to trace. Submitting first and having a supervisor approve means every quantity change gets a second pair of eyes, and you can always see who requested and who approved it.
▪ Who can approve stock adjustments?
Only staff with stock adjustment approval permission can approve or reject. If you don't see the "Approve" button on the detail page, contact your administrator to check your permissions.
▪ Can an approved adjustment be reverted?
No. Once approved, the inventory change takes effect immediately and cannot be undone. To correct it, create a new adjustment in the opposite direction.
▪ Why can't I edit an adjustment?
Only adjustments in "Pending" status can be edited, and edit permission is required. "Completed" or "Rejected" adjustments can no longer be modified.
▪ After approval, where can I confirm the inventory was updated?
Check the latest quantity in "Stock Inquiry", or look for records with source "Stock Adjustment" in the "Inventory Ledger".
▪ Where do I find the import template?
After clicking "Import", the dialog contains a template download link. Fill in the template columns and upload the file.
3.2 Notes
⚠️ Important Reminders
- Investigate before adjusting: Check the "Inventory Ledger" first to find the cause of the discrepancy, so adjustments don't mask process problems
- Approval is final: Inventory changes take effect immediately on approval and cannot be undone — verify carefully when reviewing
- Choose reasons honestly: Reasons are kept for statistics and audits
- Attributes go to transformations: Use "Inventory Transformations" for batch or expiration date corrections, not quantity adjustments
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Stock Inquiry | View current inventory | Go |
| Stock Taking | Perform stock-taking operations | Go |
| Inventory Ledger | View all inventory change history | Go |