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Adjustments and CSV import
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Adjustments and CSV import

Correct stock with a reason, get changes approved, and update many items at once.

Overview

An adjustment is a correction to stock made by a person, always with a reason: a miscount, damage, a sample given away or goods found. A CSV import applies many adjustments at once from a file.

Why use it

  • Bring O2M in line with what is really on the shelf.
  • Keep a reason on every correction so history explains itself.
  • Have large or sensitive corrections checked by a second person.

Before you begin

  • Adjustment reasons and approval rules are set (defaults are ready to use).

Making an adjustment

Use an adjustment whenever the number in O2M does not match reality: a miscount, damage, a sample given away, goods found. Every adjustment carries a reason, so your history explains itself.

  1. 1Open the item (or the Overview) and click Adjust.
  2. 2Choose the warehouse and, for Shopify with several locations, the location the change should go to. The main location is pre-selected.
  3. 3Choose a reason, such as Correction, Damaged in storage, Shrinkage, Found, Expired, Sample or promotion, or Internal use.
  4. 4Enter the change: add or remove units, or set the new number. For a lot-tracked item, choose the lot.
  5. 5Check the preview of the balances after the change and click Save.
Figure 5.1  The Adjust stock dialog: warehouse, reason, change and the preview of balances.

The change is written to the ledger, available stock is recalculated and every channel is updated. A reason such as Damaged or Expired moves units into Damaged or Quarantine instead of removing them.

Approval

Video
Figure 5.2  An adjustment opened: its lines, reason and the approve or reject buttons.

Each reason has an approval rule: never, always, or only when a line changes more units than your threshold (50 units by default). Shrinkage, samples and internal use always need approval by default.

Adjustment made

Needs approval?

by reason and threshold

Approver decides

approve or reject

Stock changes

ledger and channels

Figure 5.3  The adjustment approval flow

An adjustment that needs approval waits on Stock → Inventory → Adjustments. Nothing changes until an approver approves it; a rejection discards it. Someone who can approve is not asked to approve their own adjustment.

Figure 5.4  Adjustments

Change the reason list in Settings → Stock → Stock settings → Adjustment reasons: rename a reason, change its approval rule, switch it off, or add your own.

Importing stock by CSV

To change many items at once, use Overview → Import CSV. The file needs a SKU column and either a change (qty) or a new number (available), with optional columns for mode and state.

  1. 1Download the current stock with Export CSV to use as a starting file.
  2. 2Edit the numbers and upload the file. Choose the warehouse and reason.
  3. 3O2M first runs a check and shows exactly what will change, line by line, with any errors.
  4. 4If every row is valid, confirm. The whole file is posted as one adjustment; if any row has an error, nothing changes until you fix it.
Figure 5.5  Importing stock from a CSV file