Use Adjust Stock when stock changes outside an invoice: goods received before the bill arrives, damaged or expired stock, samples, or a physical count that doesn't match. Every adjustment is logged in the item's Stock Movement.
Before you start
The item must track stock. Adjust Stock isn't offered for services or for items set to Don't track.
Make an adjustment
Go to Sales → Inventory.
Choose Adjust stock from the item's menu in the Actions column, or click the item and then Adjust Stock.
Under Adjustment Type, choose Stock In, Stock Out or Set Level.
Enter the Quantity.
With Set Level, enter the Counted Quantity instead. SmartLedger records a stock in or stock out of the difference.
Set the date: Received On for a stock in, Date for a stock out. It can't be in the future.
Add a Reason / Reference, such as damaged or stock count.
Click Apply.
A stock out can't take more than you have on hand.
Batch and serial items
- Set Level isn't available. Use Stock In or Stock Out.
- For a stock in, fill in the batches under Batches received, or the details of each unit.
- For a stock out of a batch item, enter how many to take from each batch under Take out of these batches. Fill all expired fills in every expired batch.
- For a stock out of a serial item, tick the units under Pick the units going out.
Create the invoice in the same step
A stock in usually arrives on a vendor's bill, and a stock out leaves on a sale. You can create that invoice from the adjustment instead of entering it separately.
Fill in the Stock In or Stock Out as above.
Click Apply & Create Purchase Invoice for a stock in, or Apply & Create Sales Invoice for a stock out.
In the new invoice that opens, add the vendor or client and anything else it needs.
The item is already on the first line, at its purchase or sales rate, for the quantity you adjusted.
Save the invoice.
The invoice is linked to the adjustment when you save it. Because the adjustment already moved the stock, the invoice doesn't move it again. For a serial item, the units you picked for the stock out are the units on the sales invoice.
Link an invoice that already exists
If the invoice is already in SmartLedger, pick it in the Purchase Invoice field (stock in) or Sales Invoice field (stock out) before you click Apply. The list shows only invoices with a line for this item that aren't linked to its stock yet, and how many of the item each one lists.
If the invoice lists fewer than you adjusted, only that many are linked. Link the rest later from the item's Stock Movement.
Tips
- If you link an invoice that covers the whole quantity and leave Reason / Reference blank, the invoice number is used as the reason.
- Set Level is a count correction, so it isn't linked to an invoice.
- To write off expired batches, use Write off expired from the item's menu. It opens a stock out with the expired batches filled in.
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