Inventory Adjustments

An inventory adjustment corrects the stock when the real quantity differs from the figure in Beelocity. Use one when goods are damaged, lost, miscounted, past their date or found. You write the adjustment, someone who can approve adjustments approves it, and posting changes the stock.

Adjustment Types

Each adjustment has a type that says why the stock was wrong. You can filter the list by it, and it does not change what posting does. A new adjustment opens on Cycle count, so change it if another reason applies.

Adjustment Lifecycle

The road runs Draft → Pending approval → Approved → Posted. You can cancel the adjustment at any step before Posted.

The road at the top of an adjustment’s page shows these steps from left to right. The steps already passed are ticked, and the step that the adjustment is at is in bold. The next step is a button, and no step moves by itself. Each move asks you to confirm it with a button that names the move, such as Move to Posted. Rest on a step to see when the adjustment reached it and who moved it there.

Click the step that the adjustment is at, and the list of moves opens. It lists each status that the adjustment can move to from here. This is where you cancel.

The list never offers a way back from Pending approval to Draft. To change the lines after Draft, cancel the adjustment and write a new one.

Nothing comes after Posted. To fix a mistake after the stock has moved, write a second adjustment.

Creating an Adjustment

1. Go to Adjustments in the sidebar under Inventory and press New.
2. Fill in:
   • Adjustment number: it opens on the next number of your adjustment series, such as ADJ-2026-000001. You can type your own number instead.
   • Warehouse: the warehouse that you correct. You cannot change it after you save.
   • Adjustment type: why the stock was wrong.
   • Adjustment date: the day that the stock changed. It opens on today.
   • Reference number: the number of the paper behind this adjustment, such as a damage report or a count sheet. It is optional.
   • Reason: say in plain words why the stock was wrong. The person who approves it reads this.
3. Press Add above the Lines, beside the details. Beelocity saves the adjustment as Draft with its number, and its first line opens (Adding lines before you save). To add the lines later, press Save instead.
4. Add a line for each product that you correct.
5. Press Pending approval, the next step on the road, and confirm. The adjustment needs at least one line.

The Adjustments list searches by number, reference or reason. Its filter button narrows the list by Type, Status, Warehouse, a Date range, or a range of Lines or Cost impact (see Working with lists). So you can list the drafts still to submit, or the adjustments that wait for approval.

Lines counts the adjustment’s lines as you add or remove them, a draft’s too. Cost impact stays empty until the adjustment is posted. Beelocity works it out at posting, from what the stock cost on that day.

Adjustment Lines

The lines sit beside the adjustment’s details, and you can write them only while it is Draft. Each line corrects one product:

• Product: the product that you correct. The list offers only products stocked as themselves, so you cannot add a line for a variant here. A line from a count task can show a Variant instead. To correct a variant’s stock by hand, press Edit on its stock record.
• Stock status: the stock that the line corrects. Choose Available, Quarantine, Damaged or Expired. A new line starts at Available. The list also offers Reserved, and Beelocity refuses it.
• Location: where the stock is. If you leave it empty, a reduction can take from any location of that status.
• Expected: the quantity that Beelocity recorded. On a line that you add, it opens on On hand from the stock levels when you pick the product. That is what the warehouse holds of the product in the line’s Stock status and on its Location. If you left Location empty, it is the whole warehouse. Beelocity adds up the product’s records there for you. You can change the figure. From a count task, Beelocity copies it from the count line.
• Actual: what you really found.
• Difference: what you found, less what Beelocity expected. Beelocity fills it in when you save the line. Below zero takes stock away, and above zero adds it.
• Unit cost: what one unit is worth. For stock found, type the cost here. The cell opens after you save a line whose Difference is above zero. On a line that takes stock away, you do not type it. Posting fills in what that stock cost.
• Reason: why this line differs, such as miscounted, broken or gone.
• Cost impact: what this line’s difference is worth. Beelocity fills it in when you post. Below zero means that the warehouse lost value.

Posting applies the Difference, and it does not set the stock to Actual. It adds the difference to the stock as it stands on that day. So if Expected was wrong, the stock ends up wrong too. After a count, read the warning on the cycle counting page before you post.

Posting takes stock away lot by lot, expiring first, from the stock of the line’s status. So a product and a status are enough, even if that product is kept in several lots. Beelocity values stock taken away at what it cost, lot by lot. It values stock found at the unit cost on the line. If a line adds stock with no unit cost, that line posts with no value, and Cost impact counts nothing for it.

An old line can disagree with itself. A line saved before Difference filled itself in can show one figure there and another in its two counts. Posting refuses it, with a message that gives the three figures. The lines are closed at that step, so cancel the adjustment and write a new one.

Write off expired, damaged or quarantined stock

Some stock has gone off, broken or failed its quality check. It stays in your stock figures, apart from what you can sell, until you write it off. A write-off is an adjustment whose lines name the status that the stock is held in.

1. Open Adjustments, press New and fill in the form. Choose Expired or Damage as the Adjustment type.
2. In the Lines, press Add. Beelocity saves the adjustment as a draft, and its first line opens.
3. Pick the Product. Set Stock status to the status that the stock levels page shows: Expired, Damaged or Quarantine.
4. Expected opens on On hand from that page. Type what you keep in Actual, usually 0. Pick the Unit.
5. Save the line. Difference fills itself in, below zero.
6. Press Pending approval, and confirm. Someone who can approve adjustments then presses Approved, and then Posted.

The stock falls by the difference. So if Expected was the On hand figure, the stock falls to what you kept. The stock journal records one entry for each lot taken away. The adjustment’s Cost impact says what the write-off was worth.

Stock promised to an order stays. If part of that stock is reserved for an order, Beelocity refuses the post. The message says how much is on hand, how much is reserved and how much you asked to take away. The reservation ends when the order ships or is cancelled. Post again after that, or cancel this adjustment and write a smaller one.

Approval Workflow

An adjustment changes no stock until someone posts it. After Pending approval, two moves remain: Approved and Posted.

Who can approve. The owner of your organization can approve and post. No other built-in role can. To let another person do it, the owner gives them a role with the Manage and Approve permissions on adjustments (Roles and Permissions). Approving and posting need the same right, so one person usually presses both. A person with Manage alone can press Pending approval, and Beelocity refuses the next two steps. A person without Manage sees the road with no button.

1. Someone writes the adjustment and presses Pending approval, the next step on the road.
2. The adjustment waits in Adjustments to post on the Inventory page. Beelocity sends no message, so tell the person who approves.
3. That person reads the lines and the Reason, then presses Approved.
4. To refuse it, that person opens the list of moves and cancels it. The adjustment cannot go back to Draft.
5. Someone who can approve presses Posted. Beelocity changes the stock and writes a permanent entry in the stock journal.

If the stock cannot cover a line, Beelocity refuses the whole post, and the adjustment stays Approved. The lines are closed at that step. So post again when the stock allows it, or cancel this adjustment and write a new one.

This road does not use the approvals module. A workflow that you set up for inventory adjustments does nothing here. Nothing reaches an Inbox, the adjustment shows no Approvals tab, and no amount calls for a second approver.

One person can write, approve and post the same adjustment, if their role allows it. Beelocity does not stop this. So if you want a second person to check, agree on that rule in your business.

The fields Created by, Approved by and Posted by say who did each step. The road says when.