Stock adjustments

Stock in the computer and stock on the shelf drift apart. A bottle of Brufen syrup slips and breaks, rats get into a carton of ORS, a strip goes missing, a box turns up behind the counter. A stock adjustment is how you record these changes in MediPOS. Your pharmacy stock management stays honest, and the loss shows in your books instead of hiding inside a wrong stock figure.

Kinds of stock document and reasons

The Stock adjustments screen holds two kinds of document. Opening stock is for the stock you had on the day you started (see Adding medicines and opening stock). An adjustment covers every change after that, and each one has a reason:

Each line has a + / − button. It starts on − (removing) for every reason except Found stock.

How to record a stock adjustment

1. Go to Inventory → Stock adjustments and click New adjustment.
2. Choose the Location (Main Store or Quarantine), the Reason and the Date (today or earlier). Add Notes if they help.
3. Click Add item for each medicine and fill in Product, Unit and Quantity.
4. For stock you are removing, choose the Batch, or leave it on Earliest expiry first (automatic). Add a Note if you like.
5. For stock you are adding, enter Batch no., Expiry, Cost per unit and, optionally, Sale price (MRP) per unit.
6. Click Save draft, or Save & post to change stock now.

Example: a bottle of Brufen 100mg/5ml Suspension falls while shelving. Choose Damaged / broken, add Brufen suspension, unit Bottle, − 1, batch BS118, note Dropped while shelving, and post.

Draft and posted

• A draft does not touch stock. It shows as Draft with no number. You can Edit it, Discard it or Post it later, for example after the owner has checked it.
• Posting changes stock immediately. The document gets a number starting with ADJ, is recorded in the audit log as Stock adjustment posted, and can no longer change.
• If posting is refused, for example because a batch does not have enough stock, you land back on the draft with the reason. Nothing you typed is lost.
• A posted adjustment cannot be edited, deleted or voided. To correct it, post a new adjustment the other way.

How the value is booked

• Removing stock is valued at the batch's own cost, the moving-average cost of what you paid for it. If the automatic choice takes stock from two batches, each part is valued at its batch cost.
• Adding stock is valued at the cost you type.
• The value moves between Stock (inventory) and an expense account in your books:

So twelve broken strips of an antibiotic at Rs. 95 a strip reduce your stock by Rs. 1,140 and show as Rs. 1,140 of stock loss. The Value column and card are shown only to people with the See purchase cost permission.

Who can make adjustments

• View stock lets someone see the list and open documents.
• Adjust stock lets them create, edit, post and discard. It is marked as a sensitive permission in the role editor, because it changes stock and money without a sale or purchase.
• Among the built-in roles, Owner, Admin, Manager and Inventory manager can adjust stock. Cashiers and pharmacists cannot.

Rules and tips

• A document can hold up to 200 lines. Future dates are refused.
• Stock never goes below zero. Removing more than a batch holds is refused with a Not enough stock message.
• Automatic removal takes the earliest expiry first and includes expired batches. For many expired batches, the red bin icon on the Expiry dashboard is quicker.
• Stock in Quarantine can be written off too: choose Quarantine as the location.
• Stock going back to a distributor is not an adjustment. Use Returns to supplier, which also reduces what you owe them.
• If Stock adjustments is not in your menu, your plan does not include it. The owner can see what each plan includes under Plan & billing.

Common questions

I posted an adjustment with the wrong quantity. Can I delete it?

No. Posted documents are permanent so the stock history can be trusted. Post a second adjustment for the difference, and mention the first document's number in the notes.

Why does the Batch column say "Several"?

You left the batch on automatic and MediPOS took the quantity from more than one batch, earliest expiry first. The product's stock movements show each batch.

Why does it ask for a cost when I add found stock?

Every unit in MediPOS has a cost, so stock value and profit stay right. Use the cost from the last purchase of that medicine.

Can a cashier record a broken bottle?

Not with the built-in Cashier role. They can tell the manager, or the owner can give their role the Adjust stock permission.

Related guides

• Stock counts
• Expiry management
• Returns to supplier
• Profit and loss