Adjusting Inventory Records

September 25, 2025 17:36

What is the process for adjusting existing inventory?
Once an inventory record has been added or received through the Purchase Order module, you should only make consumption error adjustments through this module. Consumption errors include material used up through cutting errors or shrinkage, end-of-roll adjustments, and theft. Receiving errors should be adjusted via the Purchase Order Receipt Adjustments feature. To make an adjustment, select the inventory record and enter it into the Edit Inventory Item screen. At the On Hand field, adjust the quantity to the amount that physically resides in the warehouse. The system will prompt a red “X” next to the On Hand field. If you need to cancel before saving, click “X” to reset the amount. To proceed, click the Save button. The system will prompt the following:

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It is always a good idea to record a comment about why the adjustment is being made. This comment will appear on the Inventory Audit report, along with a record of the adjustment and the value change in the inventory record. Changes to the Cost field will also prompt the Enter Comment box above and appear on the Inventory Audit report. If you click Yes in the box above, the system will prompt an Enter Adjustment Comment box as follows:

The Existing Comments field allows for selecting pre-built Comments by clicking the down arrow. The default of User Defined will allow you to type a custom comment in the User Defined Comment box. Click Save when complete. The system will then prompt an Adjustment Date box. Enter to accept the current date or override to an earlier date if applicable. Once the change has been saved, you will see a Pointer Record for the adjustment in the Edit Inventory Item screen and in the View Pointer Records screen. Any changes affecting financial data should be posted directly to the General Ledger.