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Looking to do a bulk stock adjustment?                                                                                                                                                                                                                       




Here's how to easily update your custom fields for Stock



Stock Adjustment with Custom Fields

Please Note that stock adjustments of products which contain 'Purchase Order Product Custom fields' require adjustment via Sales Order & Purchase Order

Stock Adjustment with Purchase Order Product Custom Fields:


There are two ways to adjust stock records:

  1. Through adjustment records (recommended method: additional SOPs / POPs which are used to increment / decrement stocks)
  2. Through directly modifying the existing stock record (not recommended as it's harder to tell what has happened).

To find out how to access the Stock Adjustments, follow the instructions in the Stock Movements to locate the stock you want to adjust and use the button shown below to Adjust Stock.


Adjustment Records:

Creating stock adjustments via Adjustment Records is the recommended way to adjust stock holdings because it creates a very clear, traceable path for what happened to the stocks. For example, a Stock movement report will show the Adjustment SOP decrementing the POP.
In this scenario, adding stock is handled by creating new 'Adjustment' Purchase Order Products, and removing stock is handled by creating new 'Adjustment' Sale Order Products.


DirectionAdjustment Created
Increase StockPurchase Order / Purchase Order Product
Decrease StockSale Order / Sale Order Product


Internally, when an adjustment is loaded, the POPs / SOPs are generated automatically. And they also either create, or use an existing adjustment PO / SO to hold the record.
For each customer we allow one Adjustment SO / PO to be created per day. Therefore, if multiple corrections are made on a single day, they'll all appear under the same SO / PO. 


Differences between Regular SOs/POs and Adjustment SOs/POs:

Adjustment SOs and POs display the same way as a regular SOs / POs, however the order is not charged to the customer (never invoiced), and is not visible to the customer. 


Adjustment Sale Order Product:

When an adjustment Sale Order Product is created it immediately decrements the Free and Onhand stock of the Purchase Order Product, and will also set the date_depleted if the stock has now hit zero quantity  (The only exception is there is sibling SO awaiting for dispatching while customer settings set to attempting depletion at dispatching)


Adjustment Purchase Order Product:

An adjustment Purchase Order Product is created when new stock is added. This is a separate POP record from the original stock, which is sometimes confusing because after the user makes the adjustment they don't see that the stock has changed quantity. This stock record is immediately allocated to a warehouse location, and storage charges will begin immediately.


Adding Stock to a Warehouse Location through Stock Adjustments

If there is no stock in the warehouse location and you want to add some in, this is the same process and effect of the Stock Adjustments mentioned here, however you can add it through the Warehouse Location. By selecting the warehouse location desired, then going to the Stock tab and using the Add Stock button to increase stock using the Stock Adjustments process. This will create adjustment Purchase Orders.

 

Directly Modifying:

Directly modifying stock allows the user to directly modify the Initial, Onhand and Free quantities.
For example, if the user directly increases the stock holding by 5, all 3 quantities are increased by the same amount: 


beforeafter
initial2025
onhand1520
free1217


Conversely, if the stock holding is decreased by 5:


beforeafter
initial2015
onhand1510
free127


Directly modifying stock records is permitted, but not recommended because traceability becomes difficult.

For example, the customer may have received an email notification that 200 cartons of cherries had arrived, and they've recorded this in their own ERP system. If the quantity is then modified directly down to 150 cartons, it'll be very hard for them to determine what happened, as the system no longer shows that 200 ever arrived. It simply shows that 150 arrived.

In certain circumstances, however, the ability to directly modify the stock records is beneficial, especially when additional quantity needs to be added without having the product split into two Purchase Order Product Records (as this would occur when using the Adjustment method for increasing stock quantity) - one of the primary issues with having two Purchase Order Product records is that 2 barcodes are now needed to move the stock around, which is cumbersome. So in these circumstances, directly modifying stocks can be the simplest option.


Limitations:

It is not possible to reduce the Initial Quantity of a POP to 0 using the direct modification method, as this would render the record completely useless / hidden.

This means, if a POP exists and has not had any SOPs allocated against it (Initial Quantity = Onhand Quantity = Free Quantity), then the stock can not be reduced directly to 0, this will need to be handled via an adjustment to make it clear that this record actually existed. This is because POPs with 0 initial quantity do not show directly on the Purchase Order. This is because when stock is moved between warehouse locations the initial quantity of the old record is decreased. Therefore, if stock was allocated to a location, and then immediately reallocated to another location, it would become an overkill to show the user all of these movements on the Purchase Order Screen, so POPs with 0 initial quantity are not shown.

Hence, allowing the user to reduce the initial quantity to 0 would be dangerous because they then wouldn't see this stock record appear on any Purchase Orders, nor on any Stock Movement Reports - it would give the user a very easy way to simply 'erase' a particular stock if it had been lost, reducing the transparency the system is designed to provide.


Stock Adjustment with Unique Purchase Order Product Custom Fields:

If your products have unique custom fields e.g. SSCC numbering, Serial Numbers etc please adjust the quantity by creating a sales order  (Adding a Sale Order) to zero the stock and then return the new stock quantity with a purchase order (Creating a Purchase Order).

This method must be used to keep the data integrity of these unique fields.


 





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