Inventory Adjustments

Inventory adjustment entries are changes made in the system to correct the quantity of products on hand. These changes can occur for various reasons, such as counting errors, lost or damaged products, among others.

Adjustments can either increase or decrease the quantity of products recorded in the system, depending on what is needed. For example, if you find during a physical inventory count that you have more items on hand than the system indicates, you would make an adjustment to add the excess to the system.

It's important to make these adjustments regularly to ensure that the system's information is accurate. This will help you make better decisions regarding what items to purchase, how much you can sell, and more.

1. Record an Inventory Adjustment Entry

To record an inventory adjustment entry:

1. Go to the main menu, navigate to Inventory, and then click on Inventory Entries.
2. In the list of entries, click on the (+) button, and then select New Entry.
3. In the inventory adjustment entry form, choose the Warehouse, price list, date, state (draft or closed), and employee.
4. In the content section, for each line, select a product/item and specify the counted quantity or variation. Depending on whether you set the counted quantity or variation, the system will automatically calculate the corresponding adjustment.
5. If you need to add more lines for additional products/items, simply click on the (+) button below the list and repeat the previous step.
6. Finally, you can define a Memo to provide additional information if needed.
7. Click Save to save the document.

2. Edit an Inventory Adjustment Entry

To edit an inventory adjustment entry in the draft state:

1. Go to the main menu, navigate to Inventory, and then click on Inventory Entries.
2. In the list of entries, find the entry you want to edit.
3. Click on the actions menu (represented by three horizontal dots).
4. If the Inventory Adjustment Entry is in the Draft state, click on Edit.
5. If the Inventory Adjustment Entry is in the Closed state, you won't be able to edit it, and you'll need to Void it and create a new document instead.
6. Make the necessary adjustments.
7. Click Save to save the changes.

3. Deleting or Voiding an Inventory Adjustment Entry

There may be occasions when you need to delete or void an inventory adjustment entry. This could be due to an error or mistake. To void or delete an inventory adjustment entry:

1. In the main menu, go to Inventory, and then click on Inventory Entries.
2. In the list of entries, find the entry you wish to delete.
3. Click on the actions menu (usually represented by three dots or a gear icon) next to the entry.
4. If the Inventory Adjustment Entry is in Draft status, you will see an option to Delete. Click on it.
5. If the Inventory Adjustment Entry is in a Closed state, you won't be able to delete it directly. Instead, you will need to Void it. Click on the Void option.
6. You will be asked to confirm the action. Confirm the deletion or voiding of the entry.

Please note that voiding an entry means it will be retained in the system for audit purposes, while deleting it permanently removes it from the records.

4. List of Entries and Options

The options in the action menu for each inventory adjustment entry are as follows:

• Preview
  ‍This option allows you to view the inventory adjustment entry in a printable format. It's useful for verifying information before taking any further action.
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• Edit
  ‍If you need to edit an inventory adjustment entry, this option allows you to make changes, but only if the entry is in draft status (Borrador). You can see this option only for entries in draft status.
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• Audit
  ‍The audit option displays the changes made to the document, providing a detailed log of modifications.
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• Upload File
  ‍This option allows you to attach files related to the inventory adjustment entry, such as supporting documents or attachments.
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• Delete
  ‍If you need to delete an inventory adjustment entry for any reason, you can do so using this option. Please note that you can only delete entries that are in draft status (Borrador).
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• Void Document
  ‍If you need to void an inventory adjustment entry after it has been issued, you can use this option. A voided entry cannot be deleted and remains in the system for auditing and record-keeping purposes.
  

Tips & Best Practices

1. Regular Inventory Review
   Inventory adjustments are essential for maintaining inventory accuracy. Conduct periodic reviews of your inventory and make adjustments as needed.
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2. Proper Use of Counted Quantity and Variation
   Ensure you understand the difference between 'Counted Quantity' and 'Variation.' Both are useful, but choose the one that best fits your needs for each adjustment.
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3. Define Price List
   Don't forget to define the Price List when making an adjustment. This step is crucial for calculating the monetary value of changes in stock.
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4. Document Status
   Take note of the status of your document. Documents in 'Draft' status can be modified, while those in 'Closed' status already impact inventory and accounting and cannot be modified, only voided.
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5. Modify and Void Documents
   If you need to modify a closed document, you must void it and recreate it. This is the only way to reverse a transaction that has already affected accounting.
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6. Delete Documents Carefully
   Only delete a document if it is in 'Draft' status. If it is 'Closed,' you should void it. Remember that voiding leaves an audit trail, which is useful for tracking transactions.
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7. Files and Audit
   Use the 'Upload File' and 'Audit' options to maintain a detailed record of your inventory adjustments. These options will help you gain better control and tracking of your transactions.
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These tips and best practices can assist you in effectively and efficiently managing your inventory adjustments. Always remember to regularly review your inventory and make necessary adjustments to maintain accuracy in your system.

Common Issues

Here are some common problems and their solutions:

1. Discrepancies Between Physical Count and Recorded Inventory
   One of the most common issues during inventory adjustment is the discrepancy between physical counting and the system's recorded inventory. This problem can arise due to counting errors, product loss or damage, or even theft. To correct these discrepancies, it's important to regularly perform inventory adjustments and ensure that the counted quantity and variation are correctly recorded.
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2. Errors When Entering Counted Quantity or Variation
   Making errors when entering the counted quantity or variation is common, especially when dealing with large quantities of inventory. Such errors can lead to significant discrepancies between physical and recorded inventory. To avoid these errors, it is recommended to double-check the entered data and use the system's automatic calculation function.
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3. Changing Document Status Without Review
   A common mistake is changing the document status from Draft to Closed without properly reviewing the data. Once the document is in Closed status, it can no longer be modified and directly affects inventory and accounting. Therefore, it is crucial to thoroughly review all data before changing the document's status.
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4. Failure to Update the Price List
   The price list is crucial for calculating the monetary value of inventory changes. If the price list is not up to date, it can lead to inaccurate inventory valuation. Therefore, it's important to keep the price list updated at all times.
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5. Incorrect Deletion or Voiding of Adjustment Entries
   There may be a need to delete or void an adjustment entry due to an error or mistake. However, it's important to remember that only entries in Draft status can be deleted, and those in Closed status can only be voided. Additionally, any deletion or voiding of an adjustment entry generates a transaction that affects accounting.
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6. Failure to Upload Related Files with the Adjustment Entry
   Another issue that may arise is forgetting to upload related files with the adjustment entry, such as supporting documents or attachments. These files can be useful for future reference and auditing.
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7. Lack of Tracking Changes Made in Entries
   If changes made in adjustment entries are not adequately tracked, it can be difficult to determine what modifications were made and why. The system's audit trail option allows for detailed tracking of changes made in the document, so it's important to use it.

Remember that if you cannot resolve the problem, it's always best to contact technical support for assistance and to avoid potential errors that could affect your accounting records.