How to Do a Stock Adjustment or Physical Count
In short
Go to Stores & Inventory → Adjustments → New Adjustment, choose the warehouse, type and reason, and enter the physical quantity for each item — the system quantity and difference are shown. Click Create Adjustment, then Approve and Post Adjustment; posting sets the stock to the counted quantity.
| Where | Stores & Inventory → Adjustments |
|---|---|
| Who can do it | Admin and stores. |
| Steps | 6 |
Step by step
- 1
New adjustment
Go to Stores & Inventory → Adjustments. The Stock Adjustments page covers physical counts, damage, expiry and corrections. Click New Adjustment.
- 2
Adjustment Information
Choose the Warehouse first, then the Adjustment Type — Physical Count, Damage, Expiry, Correction or Opening Stock — and enter the Reason (all three required), Adjustment Date and Remarks.
- 3
Enter the count
Under Adjustment Items click Add Item and pick the item. System Qty fills in from that warehouse's current balance; type the Physical Qty you counted and the Difference shows in green or red. Add Unit, Rate and Remarks.
- 4
Create
Click Create Adjustment. It is numbered ADJ- and saved as Draft — stock has not changed yet. A draft can still be edited or deleted.
- 5
Approve
Open the adjustment and click Approve.
- 6
Post it
Click Post Adjustment and confirm. Each item's stock in that warehouse is set to the Physical Qty and an Adjustment entry is written to the stock ledger. Cancel stops a draft or approved adjustment instead.
Good to know
- A posted adjustment cannot be cancelled or deleted. If a count was wrong, post a new Correction adjustment.
Common questions
Does creating an adjustment change stock straight away?
No. It is saved as Draft; after Approve, Post Adjustment is what sets the stock to the counted quantity and writes the stock ledger entry.
Where does System Qty come from?
From the item's current balance in the warehouse you chose, read when you pick the item. Choose the warehouse first, otherwise System Qty stays at zero.
Can I undo a posted adjustment?
Not directly — a posted adjustment cannot be cancelled or deleted. Post a new Correction adjustment with the right physical quantity instead.
Which adjustment type should I use?
Physical Count after a stock-take, Damage or Expiry when goods are written off, Correction to fix a wrong entry, and Opening Stock for balances when you start.
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