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Stores Stock Adjustments
Stock adjustments correct discrepancies between the system's recorded stock and the actual physical stock. They are used after a physical stock count, or to correct data entry errors.
The Stores module supports several types of adjustments:
| Adjustment Type | Purpose |
|---|---|
| Department Adjustment | Adjust stock at a specific department |
| Staff Adjustment | Adjust stock allocated to a specific staff member |
| Purchase Rate Adjustment | Correct the purchase cost rate of items in stock |
| Retail Sale Rate Adjustment | Correct the selling price rate |
Navigation: Stores → Transactions → Adjustment (Department)
Steps:
- Select the store department.
- Search for the item to adjust.
- Enter the actual quantity (the system shows the current system quantity).
- Add a reason for the adjustment.
- Click Save.
The system creates an adjustment record showing the before/after quantities.
Known Issue #5600 — Expiry date should also be captured during Store Adjustment (enhancement pending).
Used when items are allocated to specific staff members and a discrepancy is found.
Navigation: Stores → Transactions → Adjustment (Staff)
Corrects the purchase cost of items already in stock when the original cost was entered incorrectly.
Navigation: Stores → Transactions → Adjustment (Purchase Rate)
Caution: Purchase rate adjustments affect stock valuation and financial reports. Ensure approval from the finance department before making changes.
Corrects the selling price of store items.
Navigation: Stores → Transactions → Adjustment (Retail Sale Rate)
While the system does not have a dedicated store-level stock count workflow (unlike pharmacy which has a full stock-take feature), adjustments serve as the mechanism to align system stock with physical counts.
Recommended process:
- Print the current stock report for the department.
- Physically count all items.
- For each discrepancy, record a Department Adjustment.
- Document the reason (count discrepancy, breakage, expiry, etc.).
All adjustments are logged and can be reported.
Navigation: Stores → Reports → Adjustment Reports