Adjusting inventory

An inventory adjustment adds units to or removes units from the system outside the normal order flow. For example, you book in opening stock, correct a count difference, or write off units that were lost or damaged. Adjust lets you make both positive and negative adjustments.

Who can adjust

Only Admins and Warehouse associates can add or remove inventory. Other users don't see Adjust and Import in the inventory menu.

How an adjustment is recorded

Boxture doesn't just change a number. Every adjustment is recorded as an order:

• A positive adjustment creates an Add inventory order. It is confirmed and received straight away, so new inventory items are created on the bin location (and in the container) you chose, in state Available (or Expired, if the expiry date has already passed).
• A negative adjustment creates a Remove inventory order. It is confirmed, allocated to the matching units and completed straight away, and those units become Retired.

These orders appear in Orders with type Add inventory order or Remove inventory order and state completed. Any Notes you enter are stored on the order, so they are your record of why the adjustment was made. Enter a clear reason in the notes, for example "Cycle count 12 March, aisle 4". See Inventory orders.

Undoing an adjustment

There is no rollback for an adjustment. To correct a mistake, make an opposite adjustment: add back what was removed, or remove what was added by mistake.

Making an adjustment

1. Go to Inventory and choose Adjust in the menu. The Adjust Inventory page opens.

2. Choose the Bin location. Required.

3. Optionally choose a Container. When you choose a container, its bin location and, if it holds a single product, the product, status, lot and expiry are filled in for you. If Container required is on, a container is mandatory.

4. Choose the Product.

5. Enter the quantity, in one of two ways:

   • Adjustment quantity: the change. Positive adds, negative removes, for example 10 or -3.
   • Target quantity: the quantity you want to end up with. Boxture fills in the adjustment quantity from the target and the current quantity.

   Current quantity shows what Boxture currently has for your selection: in the container if you chose one, otherwise all available units of the product on the bin location (loose and in containers).

6. Fill in the product-specific fields as needed:

   • Serial number: one per line. The number of serial numbers must equal the quantity (for example 3 lines for 3 or -3).
   • Status: New or Defective.
   • Lot: required for lot-tracked products.
   • Expires on: required for expirable products, and not allowed for others.

7. Enter Notes describing the reason.

8. Click Adjust.

The adjustment runs in the background. You get a notification when it is done (Inventory Added for … or Removed inventory) with a link to the affected inventory items, or an error message explaining what went wrong.

Rules for adding inventory

• The product must be active and inventoriable. Kit products can only be added if Allow kit to inventory is on.
• Serial numbers must match the product's serial number pattern, must not already exist for that product, and may not be the product number or EAN/UPC of any product. They are stored in capitals without spaces.
• For full serial tracking, a serial number is required for every unit.
• Lots must match the product's lot pattern, if one is set. Lots are stored in capitals.
• A chosen container must be on the chosen bin location, and can't be picked, packed or retired. If the container doesn't allow multiple products, the new units must match what is already in it.
• The bin location can't be the standard bin location of a different product.

After adding inventory, Boxture checks whether Auto allocate backorders applies. If it does, it tries to allocate backordered orders for the product in the background.

Rules for removing inventory

Boxture removes units that match everything you entered:

• on the chosen bin location;
• in the chosen container, or, if you left Container empty, only units that are not in a container;
• with the chosen status, lot and expiry date;
• with the serial numbers you entered, or, if you left Serial number empty, only units without a serial number;
• in state Available or Expired. Allocated, picked or held units can't be removed with an adjustment.

If fewer units match than you want to remove, nothing is removed. The message tells you how many were found, for example insufficient new unit(s) of ABC123 available to adjust -5 (only 3 on hand). For a serialized product the message points out when only units without a serial number were looked for.

If Restrict transactions to setup complete is on, you can't adjust products that are not marked setup complete.

When the removed units bring a product below its reorder level, a low-stock notification can be sent.

Removing expired or damaged stock

A negative adjustment can remove expired units. For a more controlled write-off with picking and approval, use a scrap order.

Adjusting by import

For many adjustments at once (for example a stock count), use Inventory › Import. This opens the Adjust Inventory import. Each row is processed as a separate adjustment, with the same rules as above. Download the sample template from the import page. See Imports for the general import process.

Column	Value
Location	Location name or ID.
Product Account	Account name or ID that owns the product (optional; helps when product numbers aren't unique across accounts).
Product	Product number, EAN, UPC or ID.
Container	An existing container (short name such as D4AE48AE, or ID).
Packing Material	Packing material number or ID. A new container of that packing material is created for the row.
Status	new or defective. Empty means new.
Serial Number	Serial number of the unit, if applicable.
Bin Location	Bin location name or ID. Required.
Lot Number	Lot, if applicable.
Expires On	Expiry date, if applicable, for example 2026-12-31.
Quantity	Positive to add, negative to remove, for example 10 or -10.
Notes	Stored on the generated order.

The import result shows which rows succeeded and which failed, with the reason. You can also export the existing Add and Remove inventory orders from the import page.

Packing Material creates a new container per row

If you fill in Packing Material, every row creates its own new container. To put several rows into the same container, create the container first (or use one row), then use the Container column for the other rows.

Reviewing adjustments

• Orders: filter on type Add inventory order or Remove inventory order to see each adjustment with its notes.
• Reporting › Manual inventory adjustments lists manual adjustments over a period. See Reporting.