Stock Management — Adjustments & Transfers

Keeping your stock accurate is essential for a smooth-running business. This guide covers how to adjust your stock when things change and how to transfer products between your locations.

What You'll Learn

• How to adjust stock levels (damaged, lost, or found items)
• How to transfer stock between locations
• How to check current stock levels
• How to set reorder alerts

Stock Adjustments

Stock adjustments let you correct your stock when the physical count doesn't match the system — for example, when products are damaged, expired, lost, or found.

How to Add a Stock Adjustment

1. Go to Stock Adjustment → Add Stock Adjustment from the left sidebar.
2. Fill in:
   • Business Location — Which location's stock you're adjusting
   • Reference Number — Auto-generated or enter your own
   • Adjustment Date — When the adjustment was discovered
   • Adjustment Type:
     • Normal — Standard adjustment (damage, loss, etc.)
     • Abnormal — Unusual circumstances (theft, disaster, etc.)
   • Reason — Brief explanation of why the adjustment is needed
3. Search for products and add them to the list.
4. For each product, enter:
   • Quantity — How many to adjust
   • Action — Choose:
     • Remove from stock — Reduce the count (e.g., damaged items)
     • Add to stock — Increase the count (e.g., found items)
5. Click Save.

📸 [Screenshot: The Add Stock Adjustment form with products and quantities]

⚠️ Important: Stock adjustments directly change your stock levels. Always double-check the quantities before saving.

How to View Stock Adjustments

1. Go to Stock Adjustment → List Stock Adjustments.
2. View all adjustments with date, reference, location, and total amount.
3. Click Actions → View to see the full details of any adjustment.

📸 [Screenshot: The stock adjustments list]

Stock Transfers

If you have multiple business locations, you can transfer stock from one to another.

How to Add a Stock Transfer

1. Go to Stock Transfers → Add Stock Transfer from the left sidebar.
2. Fill in:
   • From Location — Where the stock is coming from
   • To Location — Where the stock is going to
   • Transfer Date — When the transfer happens
   • Reference Number — Auto-generated or enter your own
   • Status:
     • In Transit — Products are on the way
     • Completed — Products have arrived
     • Pending — Transfer is planned but not started
3. Search for products and add them.
4. Enter the Quantity for each product.
5. Click Save.

📸 [Screenshot: The Add Stock Transfer form showing from/to locations and products]

💡 Tip: Use the In Transit status when products are being shipped between locations. Update to Completed when they arrive.

How to View Stock Transfers

1. Go to Stock Transfers → List Stock Transfers.
2. View all transfers with source, destination, status, and date.
3. Click Actions → View to see details.
4. Click Actions → Edit to update the status.

📸 [Screenshot: The stock transfer list with status indicators]

Checking Current Stock Levels

Stock Report

1. Go to Reports → Stock Report.
2. You'll see every product with:
   • Current Stock — What's available now
   • Total Purchased — Total bought
   • Total Sold — Total sold
   • Total Transferred — Moved between locations
   • Total Adjusted — Stock adjustments
3. Use filters to narrow by location, category, brand, or unit.

📸 [Screenshot: The Stock Report with filtering options]

Stock Value Report

1. Go to Reports → Stock Value Report.
2. See the total financial value of your current stock.
3. Useful for accounting and insurance purposes.

Stock Alerts & Reorder Levels

How to Set Reorder Levels

1. Edit any product (Products → List Products → Edit).
2. Find the Alert Quantity field.
3. Enter the minimum stock level (e.g., 10). When stock falls below this number, you'll get an alert.
4. Click Update.

Where to See Stock Alerts

• Dashboard — The Stock Alerts section shows low-stock products
• Reports → Stock Reorder Report — A complete list of products below their reorder level

📸 [Screenshot: The Stock Alerts section on the Dashboard]

Settings & Options

Common Questions

Q: Can I adjust stock without affecting my accounts? A: Stock adjustments are recorded as a cost to your business. The value of the adjustment is tracked for accounting purposes.

Q: What happens to the stock at the source location after a transfer? A: The stock is immediately reduced at the source location and increased at the destination when the transfer status is set to "Completed".

Q: Can I undo a stock adjustment? A: You can't undo an adjustment, but you can create a new adjustment in the opposite direction (add stock if you previously removed it).

Tips & Best Practices

• 📌 Do regular stock counts and use adjustments to keep the system accurate
• 📌 Always include a reason when making adjustments — it helps with auditing
• 📌 Use stock transfers instead of making separate adjustments at each location
• 📌 Set reorder levels for your most important products to avoid running out
• 📌 Review the Stock Report at least once a week