Managing Inventory Adjustments

The Inventory Adjustment module allows you to manually correct and update stock levels in your system. This is crucial for maintaining accurate inventory records when dealing with opening stock, shortages, excess stock, damaged goods, or routine stock-taking.

1. Accessing the Inventory Adjustment Module

To begin managing your stock levels, navigate to the Inventory Adjustment page:

1. Log in to your AiPSoft dashboard.
2. On the left-hand navigation menu, click on Inventory to expand the dropdown.
3. Select Inventory Adjustment from the list.

**[Image: Left navigation menu showing the Inventory Adjustment option selected]**

2. Viewing and Filtering Inventory Adjustments

The main dashboard displays a comprehensive list of all previous inventory adjustments. You can easily find specific records using the available filters and search options.

• Pagination: Use the "Show [10] entries" dropdown to control how many records appear on a single page.
• Filter by Status: Click the "Status" dropdown to filter adjustments by All, Held, or Approved statuses.
• Filter by Branch: Use the "Branch" dropdown to view adjustments specific to a certain location (e.g., Abu Dhabi, Sharjah).
• Search Bar: Use the search input box on the top right to find specific records by typing relevant details like reference names or user names.
• Sorting: Click on any column header (such as #Purchase, Date, Reference, Branch, Amount, or Status) to sort the data accordingly.

**[Image: Main Inventory Adjustment dashboard showing the data grid and filtering options]**

3. Exporting and Approving Records

From the main grid, you can manage the status of adjustments or export the data for external reporting.

1. Select a record by clicking the checkbox next to its Purchase ID.
2. At the bottom of the grid, utilize the following action buttons:
   • Print: Directly print the selected adjustment record.
   • Export to PDF / Excel: Download the adjustment data in your preferred format.
   • Delete: Remove the selected record (if you have the required permissions).
   • More Dropdown: Contains workflow actions. Choose Submit For Approval if you are a cashier/user requesting an adjustment, or choose Approve if you are an Administrator authorizing the change.

**[Image: Bottom action bar showing Export to PDF, Excel, and the More dropdown for approvals]**

4. Creating a New Inventory Adjustment

To add a new adjustment record, click the blue + Add New button located in the top right corner of the screen.

Step 4.1: Fill in the Primary Details

• Branch: Select the branch where the adjustment is taking place.
• Reference: Select the reason for the adjustment from the dropdown. Options include: Opening Stock, Excess Stock, Shortage Stock, Damage Stock, or Stock Taking.
• Date: The system defaults to today's date, but you can change it if logging a past event.
• Stock Account: Leave as Default or select the appropriate stock account.
• Remark: Enter any descriptive notes explaining why this adjustment was made.

Step 4.2: Adding Products

Under the Product tab, you will define exactly which items are being adjusted.

1. Barcode / Name: Scan the item's barcode, or manually type the item name to search and select it.
2. Unit: Verify the unit of measure (e.g., CTN, PCS).
3. Quantities: Review the Qty Available (auto-populated). Enter the New Qty On Hand or the Quantity Adjusted.
4. Rates: Check the Adjusted Qty Value/Cost and Net Amount which will calculate automatically.
5. Add Item: Click the green Tick (Checkmark) icon at the end of the row to add the item to the adjustment list below. Repeat for multiple items.

**[Image: New Inventory Adjustment form showing the Product tab and item entry fields]**

Step 4.3: Miscellaneous and Settings Tabs (Optional)

• Miscellaneous Tab: Allows you to create custom data fields on the fly. Enter a "New Field Name", select the "Field Type" (Input or Text Area), and click Create New Miscellaneous Fields. You can then fill out this new custom field for the adjustment.
• Settings Tab: Primarily used by administrators or developers. Here you can toggle specific data columns and parameters on or off for this specific adjustment view (e.g., turning off multi-rate, hiding order quantities, etc.). Use the toggle switches in the "Status" column.

Once all items and details are entered, click the Save button at the bottom of the screen to record the adjustment.

5. Managing Existing Adjustments

After an adjustment is saved, you can review its full details at any time.

1. Click on any record from the left-hand side list to open its details pane. Scroll down and click Load More if you need to see older records.
2. Details Tab: View a summary of the adjustment, including the total items adjusted, their rates, and the net amount.
3. Approvals Tab: Track the approval status of the document.
4. Notes & History Tab: Review any historical changes or comments added to this record.
5. Attachments Tab: View or upload supporting documents related to this adjustment.
6. Modifying the Record: Use the buttons at the top right of the details view to Edit the adjustment, Print it, or Delete it. Additional actions may also be found under the Options dropdown menu.

**[Image: Document details view showing the Details, Approvals, Notes & History, and Attachments tabs]**