Batch inventory adjustments

Adjust several products and sections in a single document, with a reason, a draft and a confirmation step, and its accounting effect of loss or overage.

A batch adjustment lets you correct the stock of many products at once in a single document, with a reason why. While it is a draft it touches nothing; when you confirm it, each line moves stock and the set generates a loss or overage journal entry valued at cost. It is an internal inventory movement, not a voucher reported to third parties.

Reading time: ~6 min

When to use this

Use a batch adjustment when you need to reconcile inventory across several items at once, instead of correcting them one by one:

After a full physical count of a warehouse or a section.
To write off merchandise for shrinkage, damage, expiration or loss.
To record internal outflows (own consumption, samples) that are not sales.
To correct a previous data-entry error.

If you only need to correct one product in one section, the single-line adjustment described in Inventory and stock (the "Adjust stock" section) is a better fit. The batch adjustment is the version for many lines with a single accounting close.

Before you start

You need at least one warehouse with an active section. See Warehouses.
Every product you adjust must track stock in its record (services do not carry inventory).
Availability: the batch adjustment is included from the Initial plan onward. On the Free plan only the single-line adjustment is available.
Permissions: creating, editing and confirming adjustments requires inventory:adjust; viewing the history requires inventory:read.
For the adjustment to close its journal entry, the inventory adjustment accounts must be configured. See Accounting effect below.

How it works

A batch adjustment is a document with several lines. Each line is a combination of product + section, for which you type a target quantity: the number that should remain after the adjustment (it is an absolute value, not a delta). If a product has 20 and you type 14, the system computes only the difference (a decrease of 6). You do not add or subtract by hand.

The document has a general reason, and each line can carry its own reason and a note. While the document is a draft, it moves no stock and generates no accounting. When you confirm and apply it, each line is processed and the document closes with a journal entry.

Step by step

1. Create the batch adjustment

Go to Inventory, Adjustments section, and press New batch adjustment.
Choose the warehouse you will work on and the document's general reason.
Add lines. For each line:
- Select product and section. The system shows the read stock (what is there now) next to it.
- Type the target quantity. The system computes and shows the difference (increase or decrease).
- Optional: adjust the line reason (it inherits the document's) and add a note.
Repeat until you cover every product in the count. You can add and remove lines freely while it is a draft.

2. Choose the reason

The reason explains why stock changed and is saved on the document and on each line, for audit. It is mandatory: you cannot confirm an adjustment without a reason. The available reasons are:

Reason	When to use it
Physical count	Reconciliation after counting merchandise on the floor.
Shrinkage	Natural product loss (evaporation, process waste).
Damage	Broken or unusable product.
Theft or loss	Shortage from theft or misplacement.
Expiration	Expired product that is pulled.
Error correction	Fixing a previous mistaken entry.
Return to supplier	Merchandise returned to the supplier.
Internal use	The business's own consumption (samples, self-use).

You can use one general reason for the whole document and fine-tune specific lines with a different reason (for example, almost everything is "Physical count" but one specific item is "Damage").

3. Save as draft and confirm

Save draft: the document is recorded but moves no stock and generates no entries. You can leave, come back, edit lines, change target quantities and reasons as many times as you need.
Confirm and apply: processes the document. The system runs through each line and applies it against current stock.

On confirmation, each line ends in one of these states:

Applied: stock moved to the target quantity and was recorded in the kardex.
Skipped: the product's stock changed between the time you prepared the draft and confirmed (for example, a sale or a purchase came in between). To avoid overwriting that movement with an old number, the system skips the line and asks you to recount that item and create a new adjustment with the updated value.
Failed: the line could not be applied due to a specific problem (for example, the product/section combination is no longer valid). Review the line detail to see the cause.

The document summary tells you how many lines ended up applied, skipped and failed.

4. Review the accounting effect

See Accounting effect.

Count by location (count a whole section)

Besides building the adjustment line by line, you have the Count by location mode: instead of searching product by product, you pick a location (a warehouse and a section) and Mosce ERP brings you every product in that location so you can count them in one pass. It is the most convenient way to run a full physical count of a shelf, a fridge or an aisle.

How it works

Go to Inventory, Adjustments section, and choose Count by location.
Select the warehouse and the section you will count.
Mosce ERP loads the products in that location with their current stock, in pages of 50 products each. Each product starts with its counted quantity equal to its current stock, so you only touch the ones that differ: if the count matches, you type nothing; if it does not match, you correct that box.
Apply the count per page (as you finish each page) or all at the end. Each time you apply, Mosce ERP generates its own adjustment document with its journal entry of loss or overage, just like a regular batch adjustment (see Accounting effect).

Your progress is saved automatically

Your count is saved as you work: if you close the screen, switch devices or lose your connection, when you come back you find the quantities you had already typed. You do not lose the work of a long count to an accidental close.

Save before changing pages

So you do not lose half-counted quantities, moving to the next page is blocked while you have unsaved changes on the current page. Apply (or save) what is on the page you are on and then you can move to the next one. It is a safeguard: it keeps you from leaving a count behind unrecorded.

Accounting effect (loss or overage)

On confirming the document, the set of applied lines generates one journal entry per document, valued at each product's average cost:

An adjustment that lowers stock (the system had more than reality) records a loss against the inventory account: the value of the shortage leaves inventory.
An adjustment that raises stock (the system had less than reality) records an overage: the value of the surplus enters inventory.

A single document can have lines that raise and lines that lower; the net entry reflects the combined result.

For this entry to be generated, your business must have the inventory adjustment accounts configured (the adjustment-loss account and the adjustment-overage account) in the accounting settings. If they are missing, the adjustment warns you on confirmation and does not close the entry until you complete them. Configure them in Accounting settings. The resulting entry is linked to the adjustment document and you can open it from the history.

Adjustment history

Go to Inventory, Adjustments section, to see the history. Each row shows:

Adjustment number and date.
User who confirmed it.
General reason.
Number of lines and their breakdown: applied / skipped / failed.
Total value of the adjustment (loss or overage).
Link to the journal entry it generated.

Opening an adjustment shows the line detail: product and section, read quantity, target quantity, applied quantity, unit cost used to value it, reason, note and line state. The history is read-only: a confirmed adjustment is neither edited nor deleted. If something is wrong, you correct it with a new adjustment.

Expected result

The system's inventory matches the physical count for every item you adjusted, with a reason explaining each difference.
Each product's kardex records the corresponding adjustment movement.
Accounting reflects the loss or overage valued at cost, in an entry linked to the document.
Lines that were skipped point you to exactly which products to recount.

Common errors

The adjustment warns that inventory adjustment accounts are missing on confirmation - complete the adjustment-loss account and the adjustment-overage account in Accounting settings and confirm again.
A line was skipped - that product's stock changed while you were preparing the draft. Recount that item and create a new adjustment with the current quantity.
The option to create adjustments does not appear - your role does not have the inventory:adjust permission. Ask whoever administers roles for it.
I saved the draft but stock did not change - that is expected: a draft moves no stock. Use Confirm and apply to process it.

Batch inventory adjustments

On this page