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Stock adjustments: correcting balances after a stocktake
An adjustment is the correct way to fix any stock balance. It takes effect immediately and posts its own journal entry.
How do I run a stock adjustment?
From Inventory → Stock Adjustments, click Create New, choose the date and warehouse, add items with the real quantity you counted, and save. The system works out the difference, moves the stock and posts the entry.
When to use one
- After a stocktake — the physical count differs from the system.
- Opening balances — bringing in an item you already held.
- Damage, breakage or theft — goods that left without an invoice.
- Stocking the store warehouse — moving a balance into the online warehouse when you are not transferring.
Where to find it
Inventory → Stock Adjustments, or /dashboard/stock-adjustments.
Permissions: stock_adjustment:view to see, stock_adjustment:add to create, stock_adjustment:edit to change, stock_adjustment:delete to remove.
The form
The header
| Field | Required? | Details |
|---|---|---|
| Adjustment Number | — | Generated as SA-{company code}-{year}-{sequence} |
| Posting Date | ✅ | The date of the count or correction |
| Warehouse | ✅ | Choose it first — the item list is disabled until you do |
| Notes | No | Write down the reason — invaluable when reviewing later |
The item lines
| Column | Editable? | Details |
|---|---|---|
| Item | ✅ | The list is scoped to the warehouse you chose |
| Current Qty | ❌ | The balance the system currently holds |
| Adjusted Qty | ✅ | Enter the real counted quantity |
| Difference Qty | ❌ calculated | Adjusted − current · green for a gain, red for a loss |
| Valuation Rate | ✅ | Filled from average cost, or purchase price |
| Amount | ❌ calculated | Difference × valuation rate |
Type the final quantity, not the difference. If the system says 100 and you counted 95, enter 95 and the system records a difference of −5.
What happens on save
Immediately, with no submit step:
- Stock changes — each item's balance in that warehouse becomes the adjusted quantity.
- Stock ledger rows are written — one per item, type Stock Adjustment, referencing the adjustment number.
- A journal entry is posted — for the net of the line amounts, debiting the inventory account and crediting the adjustment account for a gain, and the reverse for a loss.
There is no draft on adjustments. Saving is committing. Review the lines before you press save.
Average cost is not affected
An adjustment changes the quantity and posts an entry for the monetary difference, but it does not recalculate average cost. That only happens when purchase invoices are submitted.
So an odd valuation rate on an adjustment affects that entry alone, not the item's cost in future reports.
Tips
- Run one adjustment per warehouse. An adjustment belongs to a single warehouse.
- Write the reason in the notes — "month-end count", "damaged in transit". You will want it in two months' time.
- Check the valuation rate before saving. Odd numbers distort the adjustment report.
- Follow up in the Stock Adjustment report — it shows every line with its difference and amount.
Frequently Asked Questions
Does an adjustment take effect immediately, or is there a submit step?
It takes effect immediately. There is no draft stage on adjustments. The moment you save, stock changes, stock ledger rows are written and the journal entry is posted. Check carefully before saving.
What do I type in the adjusted quantity field?
Type the real quantity you counted, not the difference. The system works out the difference itself as adjusted quantity minus current quantity.
How is the valuation rate decided?
It is filled in from the item's average cost, falling back to its purchase price. You can change it. That number sets the monetary value of the adjustment, and therefore the value of the journal entry.
Does an adjustment change average cost?
No. Average cost is only recalculated when purchase invoices are submitted. An adjustment changes the quantity and posts an entry for the monetary difference, but the item's average cost is untouched.
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