1. Navigate to “Add Stock Adjustment” #

1. Log in to your restaurant management system.
2. In the sidebar, click Inventory.
3. Under Inventory, select Add Stock Adjustment.
4. The stock adjustment page will open showing:
   • Header fields for Business Location, Reference No., Date, and Adjustment Type.
   • A Status dropdown for adjustment workflow management.
   • A Search Products section for finding items to adjust.
   • A products table for entering adjustment quantities and details.
   • Summary fields showing Total amount recovered and Reason for adjustment.

2. Understanding Stock Adjustments #

Stock Adjustments are corrections made to inventory levels to reflect actual physical stock. They are necessary for:

• Physical Count Corrections – Adjusting system quantities to match actual counted stock.
• Damage and Waste – Recording items that are damaged, expired, or unusable.
• Theft or Loss – Accounting for missing inventory due to theft or unexplained loss.
• System Errors – Correcting mistakes in previous transactions or data entry.
• Supplier Discrepancies – Adjusting for delivery shortages or overages.
• Recipe Changes – Updating inventory when recipe quantities change.
• Promotional Samples – Recording items given away as samples or promotions.

3. Fill Basic Adjustment Information #

1. Business Location – Select the restaurant location where adjustment is being made:
   • Choose from dropdown list of available locations.
   • Ensure you select the correct location as this affects that location’s inventory.
2. Reference No. – Enter or generate adjustment reference number:
   • Use for tracking and audit purposes.
   • System may auto-generate or allow manual entry.
3. Date – Set the adjustment date:
   • Defaults to current date (01/09/2026 09:24 in example).
   • Can be changed to reflect when discrepancy was discovered.
4. Adjustment Type – Select the type of adjustment:
   • Choose from dropdown options (e.g., Physical Count, Damage, Loss).
   • This categorizes the adjustment for reporting purposes.
5. Status – Set the adjustment status:
   • Usually starts as “Draft” or “Pending”.
   • Can be changed to “Approved” or “Completed” when finalized.

4. Search and Add Products for Adjustment #

1. In the Search Products section:
   • Use the search box to find products by name, SKU, or barcode.
   • Type product name or scan barcode for quick selection.
   • Search results will appear as you type.
2. Select products from search results to add them to the adjustment table.
3. For each selected product, the system will show:
   • Product – Name and details of the item.
   • Current Quantity – Existing stock level in system.
   • Unit Price – Cost per unit for valuation purposes.
   • Adjustment Quantity – Amount to add or subtract.
   • Subtotal – Financial impact of the adjustment.
   • Remarks – Notes specific to this product adjustment.

5. Enter Adjustment Details #

1. Quantity Adjustments:
   • Positive Numbers – Increase inventory (found extra stock).
   • Negative Numbers – Decrease inventory (missing or damaged stock).
   • Enter the difference between actual count and system quantity.
2. Unit Price:
   • Usually auto-populated from product master data.
   • Can be adjusted if needed for specific valuation.
   • Affects the financial impact calculation.
3. Subtotal Calculation:
   • Automatically calculated as Quantity × Unit Price.
   • Shows financial impact of each line item.
   • Positive values increase inventory value, negative values decrease it.
4. Remarks:
   • Add specific notes for each product (e.g., “Expired items”, “Damaged packaging”).
   • Helps with audit trail and future reference.

6. Complete Adjustment Summary #

1. Total Amount Recovered:
   • Shows the total financial impact of all adjustments.
   • Automatically calculated from all line items.
   • Displays as “0.00” until products and quantities are entered.
2. Reason:
   • Enter detailed explanation for the overall adjustment.
   • Examples: “Monthly physical count discrepancies”, “Damaged goods from supplier delivery”.
   • This field is crucial for audit purposes and management review.
3. Review and Validation:
   • Double-check all quantities and calculations.
   • Ensure all required fields are completed.
   • Verify that adjustment reasons are clearly documented.

7. Save and Process Adjustment #

1. Click the purple Save button to process the adjustment.
2. The system will:
   • Update inventory quantities for all adjusted products.
   • Record the financial impact in accounting records.
   • Generate an adjustment transaction record.
   • Update product availability for POS systems.
3. After saving, you can:
   • Print adjustment reports for documentation.
   • View the adjustment in the stock adjustments list.
   • Create additional adjustments if needed.

8. Adjustment Types and Examples #

9. Best Practices for Stock Adjustments #

• Regular Schedule – Perform physical counts and adjustments on a regular schedule.
• Proper Authorization – Ensure adjustments are reviewed and approved by management.
• Detailed Documentation – Always provide clear reasons and supporting documentation.
• Immediate Processing – Make adjustments as soon as discrepancies are discovered.
• Segregation of Duties – Have different people count inventory and enter adjustments.
• Photo Evidence – Take photos of damaged goods or other evidence when applicable.
• Trend Analysis – Monitor adjustment patterns to identify systemic issues.
• Training – Ensure staff understand proper adjustment procedures and documentation.

10. Common Adjustment Scenarios #

1. Monthly Physical Count:
   • Count all inventory items physically.
   • Compare with system quantities.
   • Create adjustment for any discrepancies.
   • Reason: “Monthly physical inventory count variance”.
2. Damaged Delivery:
   • Receive delivery with some damaged items.
   • Accept good items into inventory.
   • Create negative adjustment for damaged items.
   • Reason: “Damaged items from Supplier XYZ delivery #12345”.
3. Recipe Change Impact:
   • Recipe modification changes ingredient usage.
   • Adjust inventory to reflect new consumption patterns.
   • Reason: “Recipe change for Product ABC effective [date]”.

11. Troubleshooting Adjustment Issues #

12. Adjustment Approval Workflow #

1. Draft Status – Initial creation, can be edited.
2. Pending Approval – Submitted for management review.
3. Approved – Management has approved the adjustment.
4. Completed – Adjustment processed and inventory updated.
5. Rejected – Adjustment rejected, requires revision.

Use the Status dropdown to manage the adjustment through this workflow.

13. Reporting and Analysis #

• Adjustment Reports – Generate reports showing all adjustments by period, location, or type.
• Variance Analysis – Identify patterns in inventory discrepancies.
• Cost Impact – Track financial impact of adjustments on profitability.
• Audit Trail – Maintain complete records for internal and external audits.
• Performance Metrics – Monitor adjustment frequency to improve inventory accuracy.

14. Done! 🎉 #

You can now effectively create stock adjustments to maintain accurate inventory levels, properly document discrepancies, and ensure your inventory records reflect actual physical stock!