4.18. Inventory adjustments

Inventory adjustments allow you to increase or decrease the stock of an item that is recorded in mSupply®. You will need to adjust the inventory if:

Stock is discarded (due to damage or expiry)

Stock has been stolen.

You find some stock on the shelf that is not in mSupply and you don't know where it came from.

DO NOT use inventory adjustments for distributing stock to customers or patients or receiving stock from suppliers. Use customer invoices or prescriptions and supplier invoices for that. Otherwise, you will lose your audit trail and reporting on transactions will be difficult.

Inventory adjustments are used to deal with a problem or fix a mistake, not in the general process of entering stock transactions into mSupply. Ideally, you'll never have to use them but we know we don't live in an ideal world!

If you are doing a stocktake, it's better to use the stocktake module described here as it will create the needed inventory adjustments automatically.

Viewing inventory adjustments

Choose Items > Show inventory adjustments or click on the Show inventory adjustment icon on the Item tab of the Navigator:

This will open the usual transaction filter window for you to choose which inventory adjustments you want to see. Make your filter selections (or leave them alone to see the 15 most recent inventory adjustments by default) and click on the OK button to see the list of matching inventory adjustments:

You can double-click on any inventory adjustment in the list to view or edit it.

Note that si type inventory adjustments add stock and sc types reduce stock (si means “supplier invoice” and sc means “supplier credit”).

Add stock

Choose Item > Inventory adjust- add stock to create an inventory adjustment to add some stock into mSupply or click on the Inventory adjustment (add stock) icon on the Item tab of the Navigator:

The inventory adjustment (add stock) window will open:

This transaction is almost exactly the same as a supplier invoice and you enter data in exactly the same way (see 7.01. Supplier invoices for details), except:

The name (Inventory adjust- add stock) is filled in automatically for you and cannot be changed.

There is an additional Adjustment reason column.

Adjustment reasons

If you have added any active Positive inventory adjustment reasons on the Options tab of File > Preferences (see 16.10. Options (standard reasons)) then, when adding a line to the inventory adjustment (by clicking on the New line button), an Adjustment reason drop down list is displayed and you must select one of the reasons in the list before you can save the line:

Note that existing lines that do not have a reason selected can be left with no reason seleted if you click the Cancel button on this window.

Reduce stock

Use this function when you have done a stocktake and find that the physical stock of an item or items is less than the amount recorded in mSupply®. A transaction that is just like a customer invoice will be created, except that you do not choose the customer. The section on entering customer invoices describes the entry procedure. See the section on Issuing goods - Customer invoices here

Inventory adjustments are treated by mSupply as a kind of Supplier invoice (or credit). To view or edit an inventory adjustment, Choose the “Show inventory adjustments” option from the “Item” menu.

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