Transactions and Stock Adjustments

Purpose

Transactions and stock adjustments ensure that the quantities recorded in the system match the actual quantities stored in the warehouse. Each transaction represents a real physical movement of goods such as receiving, dispatching, transferring, or processing. When differences appear between the recorded and the physical stock, adjustments are used to correct the data and maintain accuracy.

Transactions

Every movement of goods inside or outside the warehouse is automatically recorded as a transaction. Transactions are created whenever one of the following occurs:

• Products or materials are received from a supplier or from the field after harvest.
  
  

• Goods are dispatched to a buyer, to the field, or to another warehouse.
  
  

• Internal movements, such as drying, cleaning, or repacking, are completed.
  
  

• Returns are made from the field, from buyers, or to suppliers.
  
  

Each transaction includes a timestamp, user, and related document number that allows full traceability in the system. This means that every stock change can be linked to a specific action, location, and responsible person.

Stock Adjustments

Stock adjustments are used when a physical count or inspection shows that the quantity in the system does not match the actual quantity in storage. Adjustments can be made either to increase or decrease the stock, depending on the situation.

Common cases for adjustment include:

• Weight loss or shrinkage due to drying or natural moisture change.
  
  

• Product loss during cleaning, grading, or repacking.
  
  

• Human or recording error detected during physical stock control.
  
  

When performing an adjustment, users must provide a reason and comment for future reference. The adjustment immediately updates the stock quantity and appears as a separate entry in the transaction history.

How Adjustments Are Recorded

1. Navigate to Warehouse → Inventory → Stock Adjustments.
   
   

2. Select the item or lot that requires correction.
   
   

3. Enter the corrected quantity.
   
   

4. Provide a reason for the adjustment (for example, moisture loss or measurement correction).
   
   

5. Confirm the adjustment.
   
   

The system updates the stock quantity instantly, and the change is reflected in the transaction list with full traceability.

Review and Reporting

All transactions and adjustments are visible in the transaction history section of the Inventory module. Users can view or export this data to review when and why changes occurred. Farm managers can use these reports to confirm that warehouse movements are correctly recorded and to support internal or certification audits.

Example

During a regular stock control, the Warehouse operator finds that one pallet of organic corn lot 03 contains 980 kilograms instead of the recorded 1,000 kilograms. The operator records a stock adjustment of -20 kilograms with the reason “weight loss during storage.” The system updates the stock quantity and adds a transaction entry with the user name and timestamp.