When Should You Use Stock Adjustments?
If there’s an error in quantity or cost after uploading products to the platform.
To add an opening balance for inventory.
ℹ️ Note: You can add products without quantities and start selling, then update quantities later by selecting the adjustment date.
How to Use the Stock Adjustments Feature
Download the Excel file from:
Products & Inventory > Stock Operations > Stock Adjustments
Open the file and make the required changes.
Upload the file to the platform.
Review the data validation results.
Select the adjustment date.
Click Confirm Adjustments to complete the process.
For more details, follow the steps below.
Step 1: Download the Excel File
Go to Products & Inventory > Stock Operations.
Click More Actions on the left side of the screen > Stock Adjustments.
Select the branch (location) where you want to update product data.
Click Download Template to download the Excel file to your device.
Step 2: Edit Product Data
Open the Excel file. All your products will appear with their current quantity and cost.
Update the quantity for the products you want to adjust.
Update the unit cost per item (excluding tax).
Review the Entry Validation column to make sure the data is correct.
Click the 💾 Save icon, then close the file.
ℹ️ Note: The system automatically calculates the total product value based on the quantity and cost you enter.
ℹ️ Note: To ensure accurate cost calculations for sales, make sure the product cost is entered correctly.
Step 3: Upload the Excel File to the Platform
Go to Products & Inventory > Stock Operations.
Click More Actions on the left side of the screen > Stock Adjustments.
Click Browse Files and select the file from your device, or drag and drop it into the upload area.
Once the upload is complete, a (✅) icon will appear.
Click Next to validate the data.
Step 4: Review Data Validation Results
If all data is valid: Click Import to apply the product updates.
If there are data errors: You can choose one of the following options:
Option 1: Ignore the warning and import valid data only
Download the error report to review the data that needs fixing later.
Click Import. Only valid data will be imported.
Option 2: Fix the errors and upload the file again
Click Download Adjustment Report to see the data with errors.
Fix the errors in the original file.
Click Replace File and upload the corrected file.
Step 5: Select the Adjustment Date
After uploading the file, a window will appear showing a table with product quantity and cost before and after the adjustment.
To apply adjustments with today’s date:
Click Confirm. The adjustments will be recorded with today’s date.To apply adjustments with a previous date:
Click Change Update Date.
Select the appropriate date (as long as it’s not within a closed financial period).
Step 6: Confirm Adjustments
Review all data carefully.
Click Confirm Adjustments.
The changes will be applied immediately on the platform.
How Stock Adjustments Are Reflected
1. Accounting
When increasing quantity or cost:
The system creates an automatic entry from the Inventory account (Debit) to the Inventory Adjustment account (Credit).When decreasing quantity or cost:
The system creates an automatic entry from the Inventory account (Credit) to the Inventory Adjustment account (Debit).
2. Reports
Product Movement Report
Product Cost Change Report
Financial reports, based on the generated journal entries
3. Dashboard
Inventory value is updated to reflect increases or decreases.
FAQs
Can I update product quantities for multiple branches at the same time?
Yes. You can update product quantities for multiple branches at the same time.
Can I add new products using the Stock Adjustments file?
No. The adjustments file is only used to update products already added to the platform.
What’s the difference between Stock Adjustments and Inventory Count?
Inventory Count: Used to compare actual warehouse stock with system quantities, or when products are damaged.
Stock Adjustments: Used to update quantity or cost if products were uploaded incorrectly or to add opening inventory balances.
I sell a product with a negative quantity (-20). If I add 100 units, how is the final quantity calculated?
If you select today’s date as the opening balance date:
The new quantity is added as is, as long as no sales or purchases occur at the same time.If you select a previous date:
The system balances the quantity based on movements after that date.Example:
01/01/2025: Products were added without quantity.
01/03/2025: Actual warehouse quantity was 100, while the platform showed (-20).
01/04/2025: You updated the quantity and selected 01/03/2025 as the opening balance date.
Between 01/03 and 01/04, 50 units were sold.
Final quantity calculation:
(Quantity at adjustment date) − (Quantity sold before adjustment) − (Quantity sold after adjustment)
(100) − (20) − (50) = 30 units → This is the final quantity shown in inventory.