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Stock Adjustment

The Stock Adjustments module (Stock > Stock Overview > Stock Adjustment) allows you to manually correct your software inventory so it perfectly matches your physical warehouse counts.

What is this?​

Over time, physical reality and software records can drift due to handling losses, spoilage, undocumented returns, or data-entry errors. A Stock Adjustment increases or decreases the available quantity of a crop without requiring a formal Purchase or Sale transaction.

When should I use it?​

Use this feature when you conduct a physical audit of your warehouse and discover that the actual amount of a crop is slightly different from what the Stock Overview dashboard reports.

How to adjust stock​

  1. Open Stock > Stock Overview from the main menu and click Stock Adjustment.
  2. Click Record Adjustment to add a new adjustment.
  3. Select the Adjustment Date.
  4. Select the Crop / Commodity.
  5. Choose the Adjustment Type (Increase or Decrease).
  6. Enter the variance Quantity.
  7. Select a Reason / Category for the audit trail (e.g., Damage / Moisture Loss).
  8. Optionally enter explanatory notes in Remarks.
  9. Select Save.

Stock Adjustments Register

Fields explained​

FieldWhat it meansWhat to enter
Adjustment DateWhen the correction is recorded.Defaults to today.
Crop / CommodityThe crop being corrected.Select the specific commodity.
Adjustment TypeWhether to add or remove stock.Increase: Adds to available stock. Decrease: Removes from available stock.
QuantityThe amount of the variance.The exact difference you need to correct.
Reason / CategoryWhy the correction was made.Select the required categorization (e.g., "Spoilage", "Audit Correction").
RemarksExplanatory note.Optional free text providing further context.

What happens after saving?​

When the Stock Adjustment is saved:

  1. Stock Effect: The available quantity of the selected commodity immediately updates up or down based on your entry.
  2. Accounting Effect: Stock Adjustment changes inventory quantity and does not automatically create a financial accounting voucher.

Managing Records​

Existing Stock Adjustment records can be edited or deleted if needed. Note that when editing an existing adjustment, the Crop / Commodity and Adjustment Type fields are locked to prevent data corruption.

Common mistakes​

  • Using Adjustments instead of Sales: Never use a Stock Decrease to represent a commercial sale to a buyer. Decreases do not generate bills or party ledger balances. Always use the Sale screen for commercial transactions.
  • Negative Stock: Before saving a Decrease, check the available stock carefully. The current workflow may allow a decrease even when it results in a negative stock balance.