Purpose of this procedure:
To adjust the product quantity in the system to match the actual quantity in the warehouse, whether it is an increase or a decrease.
Scenario 1: System quantity exceeds actual inventory. #
(Example: The system shows 4 units more than what is actually in the warehouse)
❶ From the main interface
- Go to the “Damaged Inventory” list.
❷ Adding Damaged Inventory
- Click on “Add Damaged Inventory”.
❸ Selecting the product and quantity
- Select the desired product.
- In the quantity field, enter 4 (or the number you wish to deduct).
❹ retention
- Click “Save”.
Result:
✅ 4 units will be deducted from the system so that the figure matches the actual inventory.
Second scenario: System shortage relative to actual inventory. #
(Example: The system shows 4 units fewer than what is actually in the warehouse)
❶ From the main interface
- Go to the “Products” menu.
❷ Product List
- Select “Product List”.
❸ Product Selection
- Find the desired product, then click the Options icon ⋮ next to it.
❹ Add or edit opening stock
- From the drop-down menu, select “Add or Edit Opening Stock.”
❺ Adjusting the quantity (depending on product status):
Case 1: An existing “Opening Balance” record.
- A screen will appear containing the “Remaining Quantity” field.
- Edit this field directly and enter the exact balance amount you want.
- Example: If the current balance is 10 and you want it to become 14, enter 14 directly.
- The system will recalculate everything to match the new figure.
Second scenario: There is no existing “opening balance” record.
- (Example: A product such as “Osca 200ml,” where the previous stock balance originated from regular purchases rather than an opening balance.)
- A blank or new screen will appear (without any previous numbers).
- Any amount you enter in this case will be considered a new payment added to the existing balance.
- There is no “previous total” on this screen to be changed or replaced.
❻ Preservation
- After entering the required number, click “Save”.
Result:
✅ The quantity will be added to the product balance, making it match the actual stock.
⚠️ Important Notices: #
- Ensure the correct scenario: use the first scenario (damaged stock) if the system quantity exceeds the actual stock, and the second scenario (opening stock) if the system quantity is less than the actual stock.
- Precise Quantity Specification: Ensure the correct number is entered, as any error will directly affect inventory levels.
- The difference between the two cases in the second scenario: Pay attention to whether or not the product has a prior opening balance, as the adjustment method differs, as explained above.
- Reviewing Inventory After Adjustment: After saving, check the product quantity in the product list to verify the update.
💡 Additional tips: #
📌 Documenting Changes
- Maintain a log of all inventory adjustments for review and audit purposes.
📌 Review before saving
- Verify the actual quantity in the warehouse before making any adjustments in the system.
📌 Using periodic inventory
- It is preferable to conduct a periodic inventory count and make adjustments in a single batch, rather than adjusting each product individually.
