# Stock Management — Adjustments & Transfers Keeping your stock accurate is essential for a smooth-running business. This guide covers how to adjust your stock when things change and how to transfer products between your locations. --- ## What You'll Learn - How to adjust stock levels (damaged, lost, or found items) - How to transfer stock between locations - How to check current stock levels - How to set reorder alerts --- ## Stock Adjustments Stock adjustments let you correct your stock when the physical count doesn't match the system — for example, when products are damaged, expired, lost, or found. ### How to Add a Stock Adjustment 1. Go to **Stock Adjustment → Add Stock Adjustment** from the left sidebar. 2. Fill in: - **Business Location** — Which location's stock you're adjusting - **Reference Number** — Auto-generated or enter your own - **Adjustment Date** — When the adjustment was discovered - **Adjustment Type**: - **Normal** — Standard adjustment (damage, loss, etc.) - **Abnormal** — Unusual circumstances (theft, disaster, etc.) - **Reason** — Brief explanation of why the adjustment is needed 3. Search for products and add them to the list. 4. For each product, enter: - **Quantity** — How many to adjust - **Action** — Choose: - **Remove from stock** — Reduce the count (e.g., damaged items) - **Add to stock** — Increase the count (e.g., found items) 5. Click **Save**. 📸 *[Screenshot: The Add Stock Adjustment form with products and quantities]* > ⚠️ **Important:** Stock adjustments directly change your stock levels. Always double-check the quantities before saving. --- ### How to View Stock Adjustments 1. Go to **Stock Adjustment → List Stock Adjustments**. 2. View all adjustments with date, reference, location, and total amount. 3. Click **Actions → View** to see the full details of any adjustment. 📸 *[Screenshot: The stock adjustments list]* --- ## Stock Transfers If you have multiple business locations, you can transfer stock from one to another. ### How to Add a Stock Transfer 1. Go to **Stock Transfers → Add Stock Transfer** from the left sidebar. 2. Fill in: - **From Location** — Where the stock is coming from - **To Location** — Where the stock is going to - **Transfer Date** — When the transfer happens - **Reference Number** — Auto-generated or enter your own - **Status**: - **In Transit** — Products are on the way - **Completed** — Products have arrived - **Pending** — Transfer is planned but not started 3. Search for products and add them. 4. Enter the **Quantity** for each product. 5. Click **Save**. 📸 *[Screenshot: The Add Stock Transfer form showing from/to locations and products]* > 💡 **Tip:** Use the **In Transit** status when products are being shipped between locations. Update to **Completed** when they arrive. --- ### How to View Stock Transfers 1. Go to **Stock Transfers → List Stock Transfers**. 2. View all transfers with source, destination, status, and date. 3. Click **Actions → View** to see details. 4. Click **Actions → Edit** to update the status. 📸 *[Screenshot: The stock transfer list with status indicators]* --- ## Checking Current Stock Levels ### Stock Report 1. Go to **Reports → Stock Report**. 2. You'll see every product with: - **Current Stock** — What's available now - **Total Purchased** — Total bought - **Total Sold** — Total sold - **Total Transferred** — Moved between locations - **Total Adjusted** — Stock adjustments 3. Use filters to narrow by location, category, brand, or unit. 📸 *[Screenshot: The Stock Report with filtering options]* ### Stock Value Report 1. Go to **Reports → Stock Value Report**. 2. See the total financial value of your current stock. 3. Useful for accounting and insurance purposes. --- ## Stock Alerts & Reorder Levels ### How to Set Reorder Levels 1. Edit any product (**Products → List Products → Edit**). 2. Find the **Alert Quantity** field. 3. Enter the minimum stock level (e.g., 10). When stock falls below this number, you'll get an alert. 4. Click **Update**. ### Where to See Stock Alerts - **Dashboard** — The Stock Alerts section shows low-stock products - **Reports → Stock Reorder Report** — A complete list of products below their reorder level 📸 *[Screenshot: The Stock Alerts section on the Dashboard]* --- ## Settings & Options | Setting | What It Does | Where to Find It | |---|---|---| | **Stock Adjustment Prefix** | Prefix for adjustment reference numbers | **Settings → Business Settings → Prefixes** | | **Stock Transfer Prefix** | Prefix for transfer reference numbers | **Settings → Business Settings → Prefixes** | | **Enable Stock Expiry** | Track expiry dates on products | **Settings → Business Settings → Product** | | **Allow Overselling** | Allow sales even when stock is zero | **Settings → Business Settings → Sale** | --- ## Common Questions **Q: Can I adjust stock without affecting my accounts?** A: Stock adjustments are recorded as a cost to your business. The value of the adjustment is tracked for accounting purposes. **Q: What happens to the stock at the source location after a transfer?** A: The stock is immediately reduced at the source location and increased at the destination when the transfer status is set to "Completed". **Q: Can I undo a stock adjustment?** A: You can't undo an adjustment, but you can create a new adjustment in the opposite direction (add stock if you previously removed it). --- ## Tips & Best Practices - 📌 Do **regular stock counts** and use adjustments to keep the system accurate - 📌 Always include a **reason** when making adjustments — it helps with auditing - 📌 Use **stock transfers** instead of making separate adjustments at each location - 📌 Set **reorder levels** for your most important products to avoid running out - 📌 Review the **Stock Report** at least once a week