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Inventory Adjustments

Inventory Adjustments allow you to manually modify stock quantities and transfer parts between locations. All adjustments are logged with the administrator who made them and a required reason, creating a complete audit trail.

You can make adjustments from a part's detail page in Incidents > Parts Inventory.

Permission Required

To make inventory adjustments, you need the Adjust Parts Inventory permission assigned to your administrator role.

Types of Adjustments​

Manual Adjustments​

Change the quantity at a specific location:

  • Add stock - Record new inventory received from vendors
  • Remove stock - Account for damaged, lost, or disposed parts
  • Correct counts - Fix discrepancies found during physical inventory

Transfers​

Move parts between locations:

  • Redistribute - Balance stock across locations based on demand
  • Consolidate - Combine inventory from multiple locations
  • Reposition - Move parts closer to where they're needed

Making an Adjustment​

To add or remove stock at a location:

  1. Go to Incidents > Parts Inventory
  2. Click on a part name to view its details
  3. Click Adjust Inventory
  4. Select the Location to adjust
  5. Enter the Quantity Change:
    • Positive number to add (e.g., 10)
    • Negative number to remove (e.g., -3)
  6. Enter a Reason (required)
  7. Click Save

The system records:

  • Who made the adjustment
  • Date and time
  • Quantity before and after
  • The reason provided
Required Reason

Every adjustment requires a reason to maintain accountability. This creates an audit trail for inventory discrepancies and helps identify patterns.

Transferring Parts Between Locations​

To move parts from one location to another:

  1. Go to Incidents > Parts Inventory
  2. Click on a part name to view its details
  3. Click Transfer
  4. Select the From Location (source)
  5. Select the To Location (destination)
  6. Enter the Quantity to transfer
  7. Optionally add Notes
  8. Click Transfer

The system:

  • Decreases inventory at the source location
  • Increases inventory at the destination location
  • Records the transfer with both locations and administrator
caution

You cannot transfer more parts than are available at the source location.

Viewing Adjustment History​

For a Specific Part​

  1. Go to Incidents > Parts Inventory
  2. Click on a part name
  3. View the Inventory History section

This shows recent adjustments and transfers for that part.

Adjustment Record Details​

Each adjustment record includes:

FieldWhat It Shows
Date/TimeWhen the adjustment was made
AdministratorWho made the adjustment
LocationWhich location was affected
ChangeAmount added (+) or removed (-)
BeforeStock level before adjustment
AfterStock level after adjustment
ReasonWhy the adjustment was made

Common Workflows​

Scenario 1: Receiving New Stock​

A shipment of 20 replacement screens arrives:

  1. Go to Incidents > Parts Inventory
  2. Click on "iPad Screen Assembly"
  3. Click Adjust Inventory
  4. Select "Tech Office" as the location
  5. Enter 20 as the quantity change
  6. Reason: "Received shipment PO#12345 from vendor"
  7. Click Save

Scenario 2: Physical Inventory Count​

During inventory, you find 3 fewer batteries than the system shows:

  1. Click on "Chromebook Battery"
  2. Click Adjust Inventory
  3. Select the location where the discrepancy was found
  4. Enter -3 as the quantity change
  5. Reason: "Physical count discrepancy - verified count is 12, system showed 15"
  6. Click Save

Scenario 3: Damaged Parts​

You discover 2 screens were damaged during shipping:

  1. Click on "iPad Screen Assembly"
  2. Click Adjust Inventory
  3. Select the location
  4. Enter -2 as the quantity change
  5. Reason: "Damaged in shipping - filed claim with vendor"
  6. Click Save

Scenario 4: Redistributing Stock​

East High needs more keyboards but West Middle has excess:

  1. Click on "Chromebook Keyboard"
  2. Click Transfer
  3. From: "West Middle Storage"
  4. To: "East High Storage"
  5. Quantity: 5
  6. Notes: "Requested by East High tech"
  7. Click Transfer

Tips for Managing Adjustments​

✅ Do:

  • Use descriptive reasons (include PO numbers, ticket references)
  • Make adjustments promptly when stock changes
  • Perform regular physical inventory counts
  • Document discrepancies thoroughly
  • Transfer stock proactively based on usage patterns

❌ Don't:

  • Use vague reasons like "adjustment" or "fix"
  • Wait too long to record received stock
  • Skip documenting damaged or lost parts
  • Transfer more than necessary
  • Make adjustments without verification

Common Questions​

Q: Can I undo an adjustment? Not directly. Make a new adjustment in the opposite direction with a reason explaining the correction.

Q: Who can see adjustment history? Anyone with the View Parts Inventory permission can see adjustment history. Making adjustments requires Adjust Parts Inventory permission.

Q: What happens if I enter the wrong quantity? Make a correcting adjustment. For example, if you added 10 but meant 5, make another adjustment of -5 with a reason like "Correcting previous entry - should have been 5, not 10."

Q: Can I adjust inventory at inactive locations? No. Reactivate the location first if you need to make adjustments.

Q: Do transfers count as two adjustments? Transfers are recorded as a single transfer record showing source, destination, and quantity. They appear in the history for both locations.

Next Steps​

Accurate inventory adjustments keep your stock levels reliable and support good decision-making!

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