Adjust Stock Out of Store

Inventory

If you are using the Stock Batch Tracking option, make sure to select the Batch Number for C-Class (non-serialised) items when adjusting stock. For more details, refer to Inventory: Stock Batches.

Ribbon Select Inventory > Adjustments

The Adjustment Requests listing screen will be displayed.

Select the Site.

In this image, KwaZulu-Natal has been selected.

The status will default to New.

Click on Add.

The Add new Adjustment Request screen will be displayed.

Adjustment Request Reason/Details

Reason Code: Click on the drop-down arrow and select from the menu the applicable reason code.
Requestor: This will auto populate with the person currently logged on to the system. Click on the drop-down arrow and select from the list an alternative person, if required.

Contra Account: Click on the search button in this text box.

The Select a contra account for this adjustment screen will pop up.
Select the row of the account number that you wish to link to this adjustment.
Click on Ok.

Request Date and Time: This will populate with the current date and time.
- You can either type in or click on the drop-down arrow and use the calendar function to select an alternative date if required.
- You can either type in or click on the arrow indicators to select an alternative time if required.

Adjustment Request Comments

Comments: Click in this text box and type in a comment relating to this adjustment.

Parts Data Grid

Method 1

Click in the Part Code text box. (As you click in this field, the Contra Account Code text box will populate with the previously selected Contra Account Code.)
An Ellipsis button will be revealed.
Click on this button to display the Select a part pop-up screen.

Method 2

In the Parts / Items frame, right click anywhere in a row of this data grid. (As you click in this field, the Contra Account Code text box will populate with the previously selected Contra Account Code.)
A Process menu will pop up.
Click on Add - Add Item to display the Select a part pop-up screen.

In the Select a part pop-up screen, select the row of the part/item that you wish to adjust out of store.
Click on Ok.

The row will now populate with the selected Part Code, Part Description and Part Type details.

Warehouse Name: This will populate with the default warehouse name but this can be changed.
Bin Location Name: This will populate with the default bin location name but this can be changed.
Unit Cost: This will populate with the cost set up on the selected item.
Quantity This will populate with 1.

Note: If the selected item is an A-Class or B-Class item, you will only be able to adjust one item at a time. If the selected item is a C-Class item, then the quantity can be changed when you move along this row adjusting the details, as required.

Select Warehouse and Bin

Click in the Warehouse Name text box.
An ellipsis button will be revealed.
Click on this button.
The Select a Warehouse for this part request screen will pop up.
Select the row of the Warehouse that you wish to remove this item from.
Click on Ok

Click in the Bin Location Name text box.
An ellipsis button will be revealed.
Click on this button.
The Select a bin for this part request screen will pop up.

Note: If there is only one bin linked to the selected warehouse then the BinLocationName field will populate with that one bin name. Otherwise the Select screen will pop up.

Select the row of the Bin Location where you wish to remove this item from.
Click on Ok.

Select Batch/Serial Number

Click in the Batch Number text box.
An ellipsis button will be revealed.
Click on this button.
The Select a batch//serial no. for this request screen will pop up.
Select the row of the batch/serial number that you wish to adjust.
Click on Ok.

Unit Cost: This will auto populate with the cost of the selected part once the Bin Location Name has been selected.
Qty SOH: This is the current Stock on Hand quantity and auto populates when the batch/serial number has been selected.

Select Quantity

Quantity: Type in or use the arrow indicators to select the end stock on hand quantity, i.e.: the quantity of stock you'll have after the adjustment is complete.
(Example: Currently 12 in stock, adjusting out 1, Quantity must be 11).

Line Cost of Adjustment Request

Line Cost: The system will auto calculate the sum of the unit cost x the quantity. (In this case, 450.00 Unit Cost x -1 Quantity = -450.00 Line Cost).
In the new row you can add more items to the list if required.

Note 1: You cannot adjust two line items of the same part number in one adjustment.
Note 2: Serialised items can only be adjusted one item at a time, so the quantity adjusted in or out will always be 1.

Save Adjustment Request

When you have finished adding the adjustment request items, click on Save.

Print Adjustment Request

A Report Generation message box will pop up asking -

Do you want to print the adjustment request [ ]?

Click on Yes.

You will return to the Adjustment Requests listing screen.
An Adjustment Request Processing message box will pop up informing you that -

Adjustment Request No. [ ] saved successfully.

Click on OK.

You can then view the Adjustment Request report preview screen
From here you can View, Print, Export or Email the Adjustment Request.
Close the report preview screen when done.

Note: This request must be authorised before the Stock Adjustment is completed.