How to Record Inventory Adjustments in CrmLeaf
All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Availability: All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Overview
An inventory adjustment is a manual correction to recorded stock. It is how you bring the system into line with a physical count when the difference is not explained by a purchase, a requisition, a transfer or a dispatch. Each adjustment carries a reason, and files can be attached as evidence.
How It Works
You record the adjustment against the warehouse and product whose recorded quantity is wrong, state the corrected position, give the reason, and attach supporting files such as a count sheet or a photograph. Because the reason and files stay with the record, stock corrections remain auditable instead of appearing as unexplained changes.
Count physically → Compare with recorded stock → Record adjustment with a reason → Attach evidence → Verify the row
- Adjustments are manual corrections, with a reason and attached files.
- They apply to a warehouse and product row, because stock is tracked per warehouse and product.
- They are not the record for material physically moving between warehouses. That is a stock transfer.
- They are not the record for material issued to a project. That is a material requisition.
- After an adjustment, the row's available figure is recalculated as quantity minus reserved minus stock-out.
Who Can Use This Feature?
Administrator
- Record adjustments and review those recorded by others.
- Decide which reasons are acceptable for your business and require evidence.
- Control which roles may adjust stock.
User
- Record an adjustment for a counted difference, where permitted.
- Enter the reason and Upload supporting files.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Purchase add-on module enabled for the account.
- The warehouse and product already carrying a stock row.
- A completed physical count, or another documented reason for the correction.
- Supporting files ready to attach, where your process requires evidence.
For Users
Step 1: Confirm the difference is a correction
What to do: Compare your physical count with the recorded quantity for that warehouse and product. Check whether the difference is explained by a delivered transfer, a dispatch, or a requisition that has not been approved yet.
What to verify: The difference is genuinely a correction. If material moved, record a transfer instead.
Step 2: Record the adjustment
What to do: Record the inventory adjustment for the warehouse and product, enter the corrected quantity, and give the reason for the correction. Save the record.
What to verify: The reason describes what actually happened, not simply "correction", so the record is useful later.
Step 3: Attach evidence
What to do: Upload the count sheet, photograph or damage note that supports the adjustment.
What to verify: The files are attached to the adjustment record.
Step 4: Verify the stock row
What to do: Re-open the warehouse and product row and confirm the quantity and the derived available figure are now what you expect.
What to verify: Available equals quantity minus reserved minus stock-out after the adjustment.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Warehouse | The location whose stock row is being corrected. | Yes |
| Product | The item being adjusted. | Yes |
| Quantity | The corrected stock position for that warehouse and product. | Yes |
| Reason | Why the correction is being made. Kept with the record for audit. | Yes |
| Files | Supporting evidence attached to the adjustment. | No |
Expected Result
The adjustment is recorded against the warehouse and product with a reason and any supporting files. The stock row shows the corrected quantity, and the available figure is recalculated from it.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This feature depends on the Purchase add-on module. Confirm it is included in your plan.
- Keep adjustments rare. Frequent adjustments usually mean transfers, requisitions or dispatches are not being recorded as they happen.
- Always give a specific reason and attach evidence. An adjustment without context cannot be audited.
- Restrict who may adjust stock. It is the one movement that is not driven by another document.
Common Scenarios
Example: damage found during a count. Ten units are found damaged and unusable in plant A. The store keeper records an adjustment for that warehouse and product, gives damage during handling as the reason, and attaches a photograph.
Example: a difference that is not an adjustment. Stock appears short at the central store, but a dispatch was confirmed that morning, which deducts from per-warehouse stock. No adjustment is needed; the movement is already recorded.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The adjustment cannot be saved | The reason or another mandatory field is empty | Complete every mandatory field, including the reason, and Save again. |
| The stock row still shows the old quantity | The adjustment was recorded for a different warehouse or product | Check the warehouse and product on the adjustment record. |
| Available did not change as expected | Reserved or stock-out quantities exist on the row | Available is quantity minus reserved minus stock-out, so review those figures. |
| Adjustment screens are not visible | The Purchase add-on module is not enabled, or the role has no access | Ask your Administrator to enable the module and grant access. |
| Repeated adjustments for the same product | Movements are not being recorded through transfers, requisitions or dispatches | Fix the underlying process rather than adjusting stock again. |
Frequently Asked Questions
Is a reason mandatory on an adjustment?
The adjustment is documented as a manual correction with a reason and files, so record the reason in every case.
Can I attach files to an adjustment?
Yes. Files can be attached as supporting evidence.
Should stock moving between locations be an adjustment?
No. Use a stock transfer, which follows approve, deliver and cancel.
Does an adjustment change the available quantity?
Indirectly. Available is derived as quantity minus reserved minus stock-out, so correcting the quantity changes the available figure.
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