How to adjust the quantity and cost of the product

#When to Use the (Inventory Adjustments) Feature?

• When there is an error in the quantity or cost after uploading products to the platform.

• To add the opening balance of the inventory.

ℹ️ Note: You can enter products without a quantity and start sales operations, then add them later with a specified modification date.

#How to Use the (Inventory Adjustments) Feature:

1. Download the Excel file through:

   Products and Inventory > Products > Advanced Options > Inventory Adjustments.

2. Open the file and make the required adjustments.

3. Upload the file to the platform.

4. Review the data verification result.

5. Choose the modification date.

6. Click on "Confirm Adjustments" to complete the process.

For more details, follow these steps:

#Step One: Download the Excel File

1. Go to Products and Inventory > Products.

2. Click on "Advanced Options" on the left side of the screen > Inventory Adjustments.

3. Select the branch (location) where you wish to modify the product data.

4. Click on Download Import Template to download the Excel file to your device.

#Step Two: Modify Product Data

1. Open the Excel file, all your products will appear with the quantity and cost recorded on the platform.

2. Modify the quantity for the products you wish to adjust.

3. Modify the product cost per piece/unit (excluding tax).

4. Review the "Input Verification" column to ensure data accuracy.

5. Click on the icon (💾) to save the data then close the file.

ℹ️ Note: The system automatically calculates the total product value based on the quantity and cost you entered.

ℹ️ Note: To ensure the accuracy of cost calculations related to sales operations, make sure to add the product cost correctly.

#Step Three: Upload the Excel File to the Platform

1. Go to Products and Inventory > Products.

2. Click on "Advanced Options" on the left side of the screen > Inventory Adjustments.

3. Click on "Browse Files" and choose the file from your device, or drag and drop the file into the designated area.

4. After the upload is complete, a checkmark (✅) will appear.

5. Click on Next to verify the data accuracy.

#Step Four: Review the Data Verification Result

• If all data is correct: Click on "Import" to modify the product data.

• If there is an error in the data (in step four), you can choose one of the following solutions:

  1. Ignore the alert and import only the valid data:

     a. Download the error report to know which data needs to be modified later.

     b. Click on "Import", only the valid data will be imported.

  2. Correct the errors shown in the report and upload the file again:

     a. Click on "Download Modifications Report" to know which data contains errors.

     b. Correct the errors in the original file.

     c. Click on Replace File, and upload the original file after modification.

#Step Five: Choose the Modification Date

After uploading the file, a window will appear containing a table showing the quantity and cost for each product before and after the modification.

• To adjust inventory with today's date:

  Click on Confirm. The adjustments will be recorded with today's date.

• To adjust inventory with a previous date:

  1. Click on "Modify Update Date".

  2. Choose the appropriate date (provided it is not within a closed financial period).

#Step Six: Confirm Adjustments

1. Ensure all data is correct.

2. Click on "Confirm Adjustments", the adjustments will be reflected immediately on the platform.

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#Reflection of Inventory Adjustments

1. Accounting

• When increasing quantity/cost: The system creates an automatic entry from the inventory account (debit) to the inventory settlement account (credit)

• When decreasing quantity/cost: The system creates an automatic entry from the inventory account (credit) to the inventory settlement account (debit)

2. Reports

• Product Movement Report.

• Product Cost Change Report.

• Financial reports, based on the entries created.

3. Homepage

• Adjustments reflect on the inventory value (increase or decrease).

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#Frequently Asked Questions

1. Can I adjust the product quantity for more than one branch at the same time?

   Yes, it is possible to adjust the product quantity for more than one branch at the same time.

2. Can I add a new product using the Inventory Adjustments file?

   No, the adjustments file is used to modify products already added to the platform only.

3. What is the difference between Inventory Adjustments and Inventory Count?

   Inventory Count: Used to compare the actual quantity in the warehouse with the quantity recorded in the system. Or when products are damaged.

   Inventory Adjustments: Used to adjust the quantity or cost if products were uploaded with errors or to add the opening balance of the inventory.

4. I sell a product in negative, its current quantity is (-20). If I add 100 pieces, how does the platform calculate the final quantity?

   • If you choose the opening balance date as today:

     The new quantity is added as is, provided there are no sales or purchase operations at the same time.

   • If you choose a previous date for the opening balance:

     The system balances the quantity based on the movements made after that date.

     Example:

   • On 1/1/2025, the products were uploaded to the platform without quantity.

   • On 1/3/2025, the actual quantity in the warehouse was 100, while the quantity on the platform was (-20).

   • On 1/4/2025, you adjusted the quantity on the platform and chose the opening balance date as 1/3/2025.

   • During the period from 1/3 to 1/4, 50 pieces were sold.

   In this case, the system will calculate the quantity as follows:

   (The quantity on the modification date) - (The quantity sold before the modification date) - (The quantity sold from the modification date until today)

   (100) - (20) - (50) = 30 pieces → This is the final quantity that will appear in the inventory.