Stock Adjustment

1. Overview

Stock Adjustment in Inaya is used to correct the quantity of an inventory item when the physical stock does not match the quantity recorded in the system.

2. Why Is Stock Adjustment Important?

Stock Adjustment helps maintain accurate inventory records and ensures that the quantity in Inaya reflects the actual physical stock.

Benefit	Description
Inventory Accuracy	Keeps system quantities aligned with physical stock.
Traceability	Records the reason and details of each adjustment.
Audit Control	Provides a history of inventory corrections.
Stock Visibility	Keeps inventory balances and reports accurate.
Loss Management	Records damaged, expired, lost, or missing stock.

3. Requirements to Adjust Stock

Before creating a stock adjustment, ensure that:

Requirement	Description
Item	The inventory item exists in Inaya.
Store	The correct store is identified.
Batch	The correct stock batch is selected.
Physical Quantity	The stock has been physically verified.
Unit	The correct inventory unit is selected.
Reason	An appropriate adjustment reason is available.
Description	A clear explanation can be provided.
Permission	The user has permission to adjust stock.

4. Scenarios and Examples

Counting Error

The system shows 100 bottles, but the physical count shows 97 bottles.

Physical Quantity - System Quantity

97 - 100 = -3

Adjustment: -3 bottles

Reason: Counting Error

Damaged Stock

The system shows 50 units, but 4 units are damaged.

Adjustment: -4 units

Reason: Damaged Stock

Description:

Expired Stock

A physical inspection identifies 10 expired units that are still included in the system quantity.

Adjustment: -10 units

Reason: Expired Stock

Description:

Stock Recount

The system shows 75 units, but an authorised recount confirms 80 units.

80 - 75 = +5 units

Adjustment: +5 units

Reason: Stock Balancing

Adjustment Values

Value	Action	Example
Positive (+)	Adds stock	+5 bottles
Negative (-)	Removes stock	-5 bottles

5. Step-by-Step Guide

Step 1: Open Adjust Stock

Navigate to:

Items → Adjust Stock

Inaya displays the available stock batches.

Step 2: Select the Stock Batch

Select the batch that requires adjustment.

For example:

Batch 000 → Main Store

Verify:

Store
Batch
Current quantity
Unit
Expiry date

Step 3: Enter the Adjustment Quantity

Enter the quantity to add or remove.

To add stock:

+5

To remove stock:

-5

Step 4: Select the Unit

Select the unit that matches the item's configured inventory unit.

Examples:

Bottle
Piece
Box
Pack
Tablet
Kilogram

Step 5: Select the Adjustment Reason

Select the reason that best explains the adjustment.

Examples:

Stock Balancing
Counting Error
Damaged Stock
Expired Stock
Lost Stock
Theft
Other Inventory Correction

Step 6: Enter a Description

Enter a clear explanation of why the adjustment is required.

Example:

A good description should explain:

What happened + Why it happened + What was corrected

Step 7: Review the Adjustment

Before saving, verify:

Field	Check
Store	Correct store
Batch	Correct batch
Quantity	Correct positive or negative value
Unit	Correct unit
Reason	Appropriate reason
Description	Clear explanation

Step 8: Save

Click Save to apply the adjustment.

Step 9: Verify the Updated Stock

Example:

Previous Quantity: 100
Adjustment:         -4
New Quantity:       96

The adjustment is also recorded in the inventory movement history.

6. What Happens After Saving?

After saving, Inaya updates the stock balance and records the adjustment transaction.

Event	What Happens
Stock Quantity	The current stock quantity is updated.
Inventory Movement	The adjustment is recorded as an inventory movement.
Reason	The selected adjustment reason is recorded.
Description	The adjustment explanation is stored.
User	The user who performed the adjustment is recorded.
Timestamp	The date and time are recorded.
Reports	The transaction becomes available in relevant inventory reports.
Audit History	The adjustment remains traceable for review.

Before Adjustment

100 bottles

Adjustment

-4 bottles

After Adjustment

96 bottles

7. Configurations

Stock Adjustment relies on the item's inventory and store configuration.

Configuration	Description
Item	The inventory item being adjusted.
Store	The location where the stock is held.
Unit	The item's configured inventory unit.
Batch	The batch containing the stock.
Expiry Date	The expiry information for applicable items.
Adjustment Reasons	Reasons available when recording an adjustment.
User Permissions	Controls who can perform stock adjustments.
Quantity Limits	Optional minimum and maximum stock levels.

Stock Quantity Limits

Stock Quantity Limits define the minimum and maximum quantity that should normally be maintained for an item in a specific store.

Limit	Description
Minimum Quantity	The lowest recommended stock level.
Maximum Quantity	The highest recommended stock level.

Field	Value
Allow Quantity Limits	Enabled
Store	Main Store
Unit	Bottle
Minimum Quantity	1
Maximum Quantity	100

8. Common Problems and Solutions

No.	Problem	Possible Cause	Solution
1	Wrong quantity entered	Physical stock was not verified	Recount the stock and confirm the adjustment.
2	Stock increased instead of decreased	Positive value was entered	Use a negative value to remove stock.
3	Stock decreased instead of increased	Negative value was entered	Use a positive value to add stock.
4	Wrong batch selected	Multiple batches exist	Verify the batch number, store, quantity, and expiry date.
5	Incorrect unit	Wrong unit selected	Select the item's configured inventory unit.
6	Adjustment cannot be saved	Required information is missing	Complete all required fields.
7	User cannot adjust stock	Insufficient permission	Contact an authorised administrator.
8	Adjustment is not visible in a report	Incorrect report filters	Check the item, store, date range, and report filters.
9	Quantity limits are incorrect	Store limits are not configured correctly	Review the item's minimum and maximum quantities.

Quick Reference

Step	Action
1	Go to Items → Adjust Stock
2	Select the stock batch
3	Verify the current quantity
4	Enter the adjustment quantity
5	Select the unit
6	Select the adjustment reason
7	Enter a description
8	Review the adjustment
9	Click Save
10	Verify the updated stock quantity