How to Record Stock Adjustments

Purpose

This guide shows how to keep an item's stock level correct. You will check the current on-hand quantity and record a stock movement each time stock comes in or goes out. Each movement is saved as a transaction, and the on-hand balance is the running total of everything you have added and deducted.

Before you start

• The item must be a storable product. Only storable, active items appear in the stock list. Services and non-storable items are not tracked here.
• Confirm the item already exists in Inventory > Items. If not, add it first using the "Manage items" guide.
• Have the movement details ready, such as the quantity, unit, and any serial number, lot number, or expiry date you need to capture.

Procedure

Check current stock

1. Go to Inventory > Items and open the Inventories tab.
2. In the item list on the left, search for the item you need.
3. Read the Stocks figure shown beside the item name — this is the current on-hand quantity in the item's unit.

Record a stock movement

1. Still on the Inventories tab, click the item in the left list. Its transaction history opens on the right.
2. Click Add above the transaction table.
3. Choose the Variant for the item, then confirm the Unit.
4. Enter the Quantity being moved.
5. Set the Flow — choose Added when stock comes in, or Deducted when stock goes out.
6. Enter the Cost Price and Sell Price for this movement if you track them.
7. Where relevant, fill in the Serial number, Lot number, and Expiry date.
8. Add a short note in Remarks to explain the movement, such as "Received from supplier" or "Damaged stock write-off".
9. Click Save.

Review or correct a movement

1. Find the movement in the transaction table for the item.
2. Use the pencil icon to edit it, or the times icon to delete it. Deleting or editing a movement recalculates the on-hand balance.

Expected result

The new transaction appears in the item's transaction list with the flow direction and quantity you entered. The on-hand Stocks figure on the Inventories tab updates to reflect the movement — rising for an Added flow and falling for a Deducted flow.

Troubleshooting

• The item is not in the stock list — only storable, active items appear. Confirm the item type is Product and that it is marked storable and Active.
• On-hand did not change — check that you set a Flow and entered a quantity. A movement with no flow direction will not move the balance.
• Expiry date will not accept my entry — click the field to use the date picker rather than typing the date.
• I cannot find a movement to correct — use the variant filter above the transaction table to narrow the list, then edit or delete the correct row.