Adjust stock (damaged, lost, found, expired)
Use a stock adjustment when stock has changed for a reason other than buying, selling or moving it. The reason is saved with the change, so losses can be reported later.
Where:
Who: inventory.stock.adjust, the Stock adjustments feature, and access to the warehouse's
business unit. If the page is missing for everyone, the feature is off; ask your administrator.
Steps
- Go to .
- Fill in the form:
| Field | What to enter | Example |
|---|---|---|
| Product | The product | Ceramic Mug |
| Product Variant | The variant (every product has at least one) | Standard |
| Warehouse | The warehouse | Main Warehouse |
| Location | Where the change happened | A-01-02 |
| Adjustment Type | Increase (you have more than the system says) or Decrease (you have less) | Decrease |
| Reason | Damaged, Found or Lost (see the known issue below about Correction and Expired) | Damaged |
| Quantity | How many to add or take away, not the new total | 3 |
| Notes | What happened, who checked it (up to 500 characters) | Dropped carton during put-away; 3 cracked. Moved to bin. |
- Select Submit Adjustment. (Reset clears the form.)
What you'll see: the Updated Stock Balance panel shows the warehouse, location, and the new On Hand, Reserved and Available.
Which type and reason?
| What happened | Adjustment Type | Reason | Example |
|---|---|---|---|
| Items broken or unusable | Decrease | Damaged | 3 mugs cracked |
| Items missing; can't be found | Decrease | Lost | 2 T-shirts missing after a shop event |
| Items past their use-by date | Decrease | Damaged, with "Expired" in the notes | 6 boxes of tea past date |
| Items turned up that weren't recorded | Increase | Found | 4 mugs found behind a pallet |
| A data-entry mistake (wrong quantity entered earlier) | Increase or Decrease | Found or Lost, with "Correction of …" in the notes | Ali entered 100 instead of 10 |
The Correction and Expired reasons are listed on the form but are currently refused when you submit. Until this is fixed, use the closest of Damaged, Found or Lost, and say what really happened in the Notes.
Quantity is the difference, not the new total. If the system shows 50 and the shelf has 47, choose Decrease, quantity 3.
In the stock history
An increase is recorded as ADJUSTMENT_IN and a decrease as ADJUSTMENT_OUT, with the reason and your notes, in .
Messages
| Message | Meaning |
|---|---|
| "Quantity must be greater than 0" | Enter how many, as a positive number. Choose Decrease to take away. |
| "Insufficient stock on hand." | A decrease is more than what's there. |
| "Available quantity cannot be negative in inventory balance" | A decrease would take away stock that's reserved. Release or change the reservation first. |
| "Notes must be 500 characters or less" | Shorten the notes. |
Don't adjust products one by one. Use a stock count instead: it works out every difference and adjusts them all when you post it.
If damaged goods stay on site waiting for a decision (repair, return, scrap), you can instead move them to a DAMAGED location so they can't be sold. Adjust them out when they're thrown away.