Adjustments

A stock adjustment corrects the quantity of stock in one warehouse when you already know what is wrong and by how much: goods were damaged, expired, stolen, found, used internally or miscounted earlier. Each line either increases or decreases stock. Nothing moves until you post the adjustment; posting writes the movements to the inventory ledger and locks the document.

Use an adjustment when you know the difference. If you want to count the shelf and let SolaStock work out the difference, use a Stock count instead; posting a count creates an adjustment for you. To move stock between warehouses, use a Transfer, not two adjustments. To load the first quantities of a new warehouse or item, use Opening stock.

Typical users: storekeepers and inventory controllers who record write-offs and finds, and owners or SolaStock Administrators who correct posting mistakes.

Where to find it

• The menu item is shown to anyone who can view stock balances. Click Operations to expand the group if it is collapsed.
• Creating, posting and reversing need the Create / post / reverse stock adjustments permission (see Permissions). Without it, New adjustment is greyed out; hover it to see "You do not have permission for this action." Opening /adjustments/new directly shows Access denied — "This page requires additional SolaStock permissions."
• Adjustments created by a stock count also appear here, numbered COUNT- plus the count number.

Before you start

• Inventory items only. The item picker lists active inventory items only. Service and non-inventory items never move stock; if one reaches the server, saving is refused with "Item SKU is a service or non-inventory item; it cannot have stock movements."
• Adjustment reasons. If your organization has set up reasons in Admin → Settings → Adjustment Reasons, every adjustment must use one of them. Otherwise the reason is free text. See Settings.
• Negative stock. Unless Negative stock is allowed in Settings → Inventory Policy, a decrease that would take an item below zero is refused when you post.
• Warehouse access. You can only pick, see and post adjustments for warehouses you are assigned to. Owners and SolaStock Administrators see every warehouse.
• SolaCount connection. If your organization is connected to SolaCount, the inventory and adjustment gain/loss accounts must be mapped before posting works (see SolaCount integration).

Screen tour: the adjustments list

The page is titled Stock Adjustments, with the note "Increase/decrease lines are posted to the canonical inventory ledger."

• Header (top-right): New adjustment (primary button).
• Filters, search, bulk actions, export: none on this screen. The list shows the 50 most recent adjustments for your warehouses, newest first, with no paging. For older adjustments, date ranges or an export, use the Adjustment Report in Reports, or the Stock Ledger.
• Row action: click the number to open the adjustment. There is no row menu.

Empty state: No adjustments — "Create one to correct stock." You also see this if you are a scoped user with no warehouse assigned.

Statuses and lifecycle

Draft → Posted → Reversed. A posted adjustment never goes back to draft and cannot be deleted. Drafts cannot be deleted either; leave an unwanted draft unposted.

Create an adjustment

1. Go to Operations → Adjustments and click New adjustment (top-right). The page is titled New adjustment.

2. Fill in the header:

   Field	Required	Rules / defaults	Notes
   Document number	—	Read-only. Shows Assigned automatically when saved.	SolaStock assigns the next number (ADJ-000001, ADJ-000002, …) on first save. You cannot type or change it.
   Date	No	Defaults to today.	Used as the movement date in the ledger. You can back-date.
   Warehouse	Yes	Only your assigned warehouses are listed (shown as CODE · Name).	The warehouse whose stock changes. One warehouse per adjustment.
   Reason code	Yes, when reasons are configured	With configured reasons: a list starting with Select reason, showing each active reason's label. Without: a text box (e.g. damage, found, cycle_count), up to 50 characters.	Errors: "Select an adjustment reason.", "The selected adjustment reason is not configured." The list and detail page show the reason code.
   Notes	No	Free text.	Internal only.

3. In Lines, add one row per item. Click + Add line under the table for more rows, and × at the end of a row to remove it.

   Column	Required	Rules / defaults	Notes
   Type	Yes	Increase (default) or Decrease.	One adjustment can mix both.
   Item	Yes	Active inventory items, shown as SKU · Name.
   Bin	No	Bin (optional)… — bins of the chosen warehouse.	Pick the warehouse first. The bin must be active and belong to the warehouse.
   Quantity	Yes	Greater than zero.	For serial-tracked items this is not typed: it equals the number of serials ("Quantity equals serial count").
   Lot / Serial	For tracked items	Shown only for lot-, serial- or expiry-tracked items, with the badge "Traceability required on this item".	Increase: type a new Lot / batch code (and Expiry date if the item tracks expiry), or scan/type serial numbers ("Scan or type a serial number, then press Enter"; duplicates are skipped). Decrease: pick an existing lot from the Lot… list, or tick the serial number to remove (one per line, the badge shows 1 / 1 selected). For expiry-tracked lots a first-expiry (FEFO) hint suggests the earliest-expiring lot with a Use button.
   Unit cost	Recommended for increases	Disabled on Decrease lines.	Values the stock you add. If you leave it blank on an increase, SolaStock values the gain at the item's current costing basis instead of zero: the current average cost for a weighted-average item (the warehouse average if that bin or lot has no stock), the latest cost layer for a FIFO item, and as a last resort the item's most recent inbound cost. If there is no cost history at all (a brand-new item that never had stock) the draft is refused: "Item X has no cost history to value this stock gain. Enter a unit cost on an adjustment instead." A cost you type, including 0.00 for free samples, is always used as typed. Decreases always use the stock's existing cost (average or FIFO).

   Under the lines, Increase value shows the total quantity × unit cost of the lines where you typed a cost (a line left blank is valued by SolaStock when you save).

4. Save from the buttons at the bottom:

   • Cancel returns to the list without saving.
   • Save draft saves without moving stock. You see "Draft saved."
   • Save & post opens Post adjustment? — "Posting writes stock movements to the inventory ledger and locks this document. It cannot be edited afterwards." Click Post to save and post in one step (you see "Adjustment posted.") or Cancel to go back to the form.

Rows without an item, or without a quantity (or serials), are ignored. If no row is left you see "Add at least one line." After saving you land on the adjustment's detail page.

Screen tour: the adjustment detail page

• Header: the number, the status badge and, on drafts, Edit (top-right).

• Summary panel: Date, Warehouse, Reason, Reversal (reversal number and reason, once reversed; otherwise —), Increase value, Decrease value. On a posted or reversed adjustment both values and the Unit cost of every line show the actual posted cost from the ledger, so a decrease no longer shows 0.00.

• Tabs:

  Tab	Contents
  Lines	Type, Item (name · SKU), Bin (bin code), Quantity, Unit cost. Serial-tracked increases appear as one line per serial with quantity 1.
  Ledger result	The movements the adjustment created: Date, Item, Warehouse, Direction (In / Out), Quantity, Unit cost, Total, Running quantity (on-hand after the movement). Before posting: "No ledger entries yet. They appear here after posting." After a reversal, the reversal's opposite rows are not listed here; see the Stock Ledger.
  Audit	The events of this document and its own reversal only, oldest first, within your warehouse access: Draft adjustment created, Adjustment posted, Adjustment reversed. Each shows the time, User (user number), the document reference, and a collapsible Recorded changes with the before and after values. With none: Audit timeline - "No audit events were recorded for this document."

• Action buttons (bottom): Post on a draft; Reverse (red) on a posted adjustment. They are greyed out if you lack the permission.

Edit a draft adjustment

1. Open the draft and click Edit (top-right). The page is titled Edit adjustment.
2. Change the header or lines. The document number stays as assigned.
3. Click Save draft ("Draft updated.") or Save & post.

Only drafts can be edited. Opening the edit page of a posted or reversed adjustment shows "Posted documents are read-only." and returns you to the detail page.

When you reopen a draft, the lot and serial entries of its lines are not reloaded into the form. Before saving an edited draft that has lot- or serial-tracked lines, enter the lot or serials again in the Lot / Serial column.

Post a draft adjustment

1. Open the draft and click Post (bottom).
2. In Post adjustment? click Post.

You see "Adjustment posted." The status becomes Posted and the Ledger result tab fills in. If your organization is connected to SolaCount, an Adjustment posted event is sent so SolaCount can post the gain or loss.

Posting is refused, and the adjustment stays a draft, when:

Reverse a posted adjustment

Reversing adds opposite movements; it never deletes the original ones.

1. Open the posted adjustment and click Reverse (bottom, red).
2. In Reverse adjustment? — "Reversing appends opposite ledger entries from the original source. The original entries remain unchanged." — type a Reason (required, at least 3 characters, up to 500; placeholder "Explain why this source document is being reversed"). The Reverse button stays disabled until the reason is long enough.
3. Click Reverse. You see "Adjustment reversed."

The status becomes Reversed and Reversal shows the reversal number and your reason, for example REV-ADJ-000003 — Posted to the wrong warehouse. The opposite movements use the original unit costs. An Adjustment reversed event is sent to SolaCount when connected.

Reversal is refused when:

• the adjustment is not posted ("Only a posted adjustment can be reversed …");
• it has Increase lines and some of that added stock has since left the same item/warehouse/bin/lot (sold, transferred, adjusted out): "Cannot reverse this receipt because downstream stock consumption exists on a received coordinate. Reverse the downstream source first.", or the stock is no longer all there: "Cannot reverse this receipt because its stock is no longer fully available." Reverse the later document first, or post a new Decrease adjustment instead.

Adjustments that only decrease stock can always be reversed.

If the result is not confirmed

If the connection drops while you save or post from the form, a yellow notice appears above the buttons:

• "We could not confirm whether the change completed. Check the current status before submitting again." — the server may or may not have saved it.
• "The request could not be completed. Check your connection and review the page." — usually the draft was saved but posting failed.

The save and post buttons stay disabled. Click Check current status to open the adjustment (or the list) and see what actually happened before trying again. This prevents a duplicate adjustment.

Permissions

Warehouse scope is enforced by the server, not just hidden on screen:

• The list only includes adjustments for warehouses you are assigned to; a scoped user with no warehouse sees none.
• Opening, editing, posting or reversing an adjustment in another warehouse is refused with "You are not assigned to this warehouse."
• Owners and SolaStock Administrators assign warehouses on Admin → Team access (see Team access).

Worked example 1: write off damaged stock

Al Noor Trading LLC finds 3 cartons of Arabic Coffee 500g (SKU COF-500) water-damaged in Dubai Main. The organization has the reason damage / Damaged stock configured. The item's average cost is AED 45.00.

1. Omar Haddad (the organization owner) opens Operations → Adjustments → New adjustment.
2. Warehouse DXB-MAIN · Dubai Main, Reason code Damaged stock, Notes "Water damage, aisle 4".
3. Line: Type Decrease, Item COF-500 · Arabic Coffee 500g, Bin A-04-02, Quantity 3. Unit cost is greyed out.
4. Save & post → Post. He sees "Adjustment posted."

Result:

Worked example 2: mixed correction, then a reversal

Sara Khan, SolaStock Administrator, finds that a delivery of Saffron 10g (SAF-10, lot-tracked with expiry) was put away at Jebel Ali while 5 jars of Cardamom 250g (CAR-250) were used for staff samples.

1. New adjustment: Warehouse Jebel Ali, Date 2026-10-05, Reason code Found in count (found).
2. Line 1: Increase, SAF-10, Quantity 20, Lot / batch code SAF-2610, Expiry date 2027-09-30, Unit cost 62.50.
3. Line 2: Decrease, CAR-250, Quantity 5.
4. Increase value shows 1,250.00. Save draft → ADJ-000015, Draft.
5. Next day she clicks Post → Post. Jebel Ali gains 20 saffron jars at AED 62.50 and loses 5 cardamom packs at their average cost.
6. The warehouse manager points out that the saffron really belongs to Dubai Main. Nothing has been sold yet, so Sara clicks Reverse, types "Saffron received at Dubai Main, not Jebel Ali" and confirms. The status becomes Reversed, Reversal shows REV-ADJ-000004 — Saffron received at Dubai Main, not Jebel Ali, and both lines are undone (the cardamom comes back too).
7. She posts two new adjustments: an increase of 20 saffron at Dubai Main and a decrease of 5 cardamom at Jebel Ali.

Had any of the 20 jars already been sold from Jebel Ali, the reversal would have been refused with the "downstream stock consumption" message, and she would have used a Transfer to move the remaining jars instead.

Worked example 3: found stock with no cost typed

Omar finds 8 cartons of PKG-CTN-M (weighted average, AED 3.20 average at Dubai Main, 280 on hand, value AED 896.00) behind a pallet, with no paperwork.

1. New adjustment, Warehouse Dubai Main, Reason code Found in count. Line: Increase, PKG-CTN-M, Quantity 8, Unit cost left blank. Save draft: ADJ-000016.
2. He posts it. SolaStock values the gain at the item's current average cost, AED 3.20: 8 x 3.20 = AED 25.60. On hand becomes 288, value AED 921.60, and the average cost stays AED 3.20 (it is not diluted by a zero-cost layer).
3. The posted adjustment shows + Value 25.60 in the list and on the detail page, and in SolaCount (when connected) Dr Inventory 25.60, Cr Inventory adjustment gain 25.60.
4. A new item NEW-PLT with no stock history and no cost behaves differently: leaving the cost blank is refused with "Item NEW-PLT has no cost history to value this stock gain. Enter a unit cost on an adjustment instead." He types 18.00 and saves.

How it connects

• Current Stock and Stock Ledger: posting updates on-hand quantities and adds ledger rows with the adjustment as the source. See Current Stock.
• Stock Counts: posting a count creates and posts a COUNT-… adjustment with reason cycle_count. See Stock Counts.
• Traceability: increase lines create lots and serials; decrease lines consume them. See Traceability.
• Reports: the Adjustment Report lists adjustment documents by date range. See Reports.
• SolaCount: posted and reversed adjustments send Adjustment posted / Adjustment reversed events, which post to the inventory and adjustment gain/loss accounts. See SolaCount integration.

Tips and common problems

Related

• Stock Counts
• Transfers
• Opening stock
• Current Stock
• Items
• Warehouses
• Traceability
• Reports
• Settings
• Team access
• SolaCount integration
• Internal Consumption · Landed Costs