Stock Adjustment Processing

This form is used for entering actual inventory counts for purposes of generating adjustments into the inventory records.

Basically, adjustments are corrections which the system automatically generate in order to reconcile the inventory on-hand on the system's records with that of the actual physical inventory on-hand. For some industries or companies, however, adjustments are used to directly calculate the net consumption of stock items. This is especially true in cases whereby the stock-outs are not done consistently or cannot be practically done consistently.

The adjustments themselves may take the form of stock-ins or stock-outs which are automatically inputed by the system. If the actual inventory is less than the inventory on-hand per record, obviously there can be one or more stock-outs that have not been recorded in the system. This is the usual case. It is, however, also possible that actual physical counts will be more than the balance shown in the inventory records.

The treatment of discrepancies (or the adjustments) in terms of further verification is outside the coverage of the system. It depends on what is the purpose for which inventory counts are conducted. If the purpose is to ascertain the accuracy of records, the discovered discrepancies may be a basis for conducting further investigation. If, however, intended to cover for lack of recording of stock consumption or issuance, then the discrepancy is usually what is expected anyway by the responsible party mandating the inventory count.


Explanation of Header Fields


Ref. No.


This field is required. Cannot be changed by the user after the transaction has been saved.




This is the date of the transaction. Default to the system’s current date.




The location where adjustment is being done. Required. Capslock. Error “Location is required”.


The location entered by the user must be a valid location. This field can be edited only when the transaction is new. If the transaction is being amended this cannot be edited. Set to disabled during edit mode.


Cost Centre


Relevant only if Accounting is implemented for this company.







Explanation of Detail Fields


Item No.


Required. Capslock. The code must be a valid code in the GBITEM table. Error “Invalid item number”. Allow entry even if item is not authorized.


If Item_Type must not be “Non-stock”. Error “Item specified is a non-stock type”.


If Item_Type must not be “Assortment”. Error “Item specified is an assortment”.


Cannot be changed by the user after the record has been saved.


Item Name


For display only.




For display only.



Qty. Per Record


For display only.


Qty. Per Count


This is the actual quantity (as entered by the user). Must not be less than zero. Error “Inventory count must be zero or more”.