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Adjust stock

A stock adjustment changes an item's on-hand quantity with a recorded reason. Use it for opening stock when you start out, for damage or loss, and for corrections after a physical count. The Total Stock field on the item form is read-only — it comes from the store-location rows you add there or from these adjustments — so this is the way to change how many units the system says you hold.

An adjustment recorded and reversed: Add 5 units with a reason, then Remove the same 5 — both stay in the item history.

Before you begin​

  • You need the edit permission on Items — without it, Stock Adjust doesn't appear in the row menu.
  • Know which store location the change belongs to, if you track stock per store.

Steps​

  1. On the Item Management list, open the row menu of the item and select Stock Adjust. The dialog opens with the item's name, its current stock, and its reserved quantity shown at the top.

    The Stock Adjustment dialog — yellow rings mark the fields to fill, and the quantity is required and cannot be zero.

  2. Pick the Store Location the adjustment applies to, or leave All Store Locations (Global) to adjust the item's overall stock.

  3. Pick the Adjustment Type:

    • Add (Increase Stock) — add units on top of the current quantity.
    • Remove (Decrease Stock) — take units away from the current quantity.
    • Correction (Set to Exact Qty) — replace the current quantity with the number you enter; the quantity label changes to Set Stock To.

  4. Enter the Quantity. It's required and can't be zero.

  5. Pick the Reason: Opening Stock, Damaged, Sold Without Invoice, Physical Count Mismatch, Return to Supplier, or Other.

  6. Optionally add Notes with any detail worth keeping — a batch number, the count sheet reference, who reported the damage.

  7. Select Apply Adjustment.

Verify​

The dialog closes and the item's Stock column reflects the new quantity straight away. If the change took the item to or below its minimum stock, the quantity turns red and the Low Stock badge appears immediately — and disappears the same way when an adjustment lifts the item back above its minimum.

Troubleshooting​

An error says the quantity is required and cannot be zero

The dialog refuses to apply an adjustment of zero units, because it would change nothing while still writing a record. Enter the number of units to add or remove — or, for a correction, the exact quantity the item should end at — and apply again.

The stock changed overall but not for the store you meant

The Store Location dropdown defaults to All Store Locations (Global), which adjusts the item's overall stock rather than one store's figure. Run another adjustment with the intended store selected. To check per-store numbers, filter the list by that store location or open the item's view, which lists stock for every store.