Authorize Adjustment

This page allows you to update, return or authorize a stock adjustment transaction. Tell me more.

Select the “Authorize Adjustment” link at the top of the “Select Adjustment Transaction” page.

The “Authorize Adjustment” page appears.

The system displays the following:

Workflow Status	The status of the document as per Workflow applicability.
Status	The status of the adjustment transaction.
Transaction No.	A unique number identifying the stock adjustment transaction (Alphanumeric, 18). Mandatory.

Enter the following:

Transaction Date	The date on which the stock adjustment transaction took place (Date Format). Mandatory. Ensure that this date is not greater than the current system date and the last closed financial period. The system sets this date to the current system date by default.
Warehouse Code	The unique code of the warehouse in which the stock correction of the specified item is being made (Alphanumeric, 10).Mandatory
	Help facility available.

Note: If the warehouse is allowed to hold stocks only in consignment status, then adjustment transaction cannot be created. Ensure that the warehouse is not of “Capital” type. The user must have requisite permission for the selected warehouse if the “Warehouse user level security” is set as ‘Yes”. Else, the system displays an error message.

The system displays the following:

Warehouse Desc.	A textual description of the warehouse. The system retrieves the description from the “Storage Administration” component for the specified warehouse code.
	Zoom facility available

Enter the following details:

Adjustment Type

Use the drop-down list box to select the type of adjustment. The system displays the options, “General”, “PI Plan” and “Cycle Count Sheet Based”. The system sets this field to “General” by default.

Note: If the adjustment type is PI plan or Cycle Count Sheet based, then the details retrieved must not be modified. Else, the system displays an error message. The reference document number after retrieval must be the same as the number at the point of saving the transaction.

PI Plan No.	A unique number identifying the physical inventory plan (Alphanumeric, 18). The system checks whether the PI plan number is in authorized status and available for adjustment. Else, the system displays an error message. Ensure that the PI plan number has been defined in the “PI component” for the specified warehouse.
	Help facility available.
Cycle Count Sheet No.	A unique number identifying the cyclic count sheet (Alphanumeric, 18). The system checks whether the PI plan number is in authorized status and available for adjustment. Else, the system displays an error message. Ensure that the PI plan number has been defined in the “PI component” for the specified warehouse.
	Help facility available.
Reason For Adjustment Code	A unique code identifying the reason for performing the stock adjustment (Alphanumeric, 6). This code must have been defined in the “Classes” component and must be in “Active” status.
	Help facility available.

The system displays the following:

Reason For Adjustment Desc.	A textual description of the reason for performing the stock adjustment (Alphanumeric, 6). The system retrieves the description for the corresponding reason code from the “Classes” component.
	Zoom facility available

Click the “Get Details” pushbutton to retrieve the reference document details if the adjustment type is PI plan or Cycle Count Sheet based. The details to be retrieved are item/variant, item variant description, stock UOM, adjustment quantity in stock UOM, stock status, zone, bin, lot no, sub lot no, serial controlled, remark code and remark description.

Note: If the adjustment type is changed from PI based to Cycle Count based or vice versa or from General to PI/CC based, the details must be fetched by clicking the “Get Details” pushbutton. Similarly, if the PI plan number or Cycle Count sheet number is modified, then “Get Details” pushbutton must be used to retrieve the item/variant and warehouse details. Else, the system displays an error message. The system gets the alternate quantity for the entered quantity.

Enter the following in the “Default Entries” group box:

Usage For A/C Code

Use the drop-down list box to select the account code to be credited for the value of the item corrected through the stock adjustment transaction. All the account codes defined for the stock adjustment transaction type in the “Account Rule Definition” component will be displayed here. The system also displays “Blank” as one of the values and sets this field with the value as defined in the created transaction by default.

Note: If the account code is not mapped to any cost center, then the usage for usage cost center must be blank. If the account code is mapped to even one of the cost centers, the usage for cost center must be retrieved from the “Cost Center Rule Definition” component.

Usage For CC

Use the drop-down list box to select the cost center for the stock adjustment transaction. All the cost centers defined for the stock adjustment transaction type in the “Cost Center Rule Definition” component will be displayed here. The system also displays “Blank” as one of the values and sets this field with the value as defined in the created transaction by default.

Enter the following in the “Reason For Return” group box:

Reason Code	The code identifying the reason for returning the adjustment transaction (Alphanumeric, 6).
	Help facility available
Reason Desc.	A textual description of the reason (Alphanumeric,100)
	Zoom facility available

The system displays the following details in “Vw Proj Detsec” group box.

Created at	The organization unit in which the project is created.
Project Code	A unique code identifying the project for stock adjustments.
Project Description	The description of the project.

Note: If the “Transaction No” is associated with the “Project Code” then “Vw Proj Detsec” group box will be displayed.

Enter the following in the “Item Information” multiline:

Item Code

The unique code identifying the item (Alphanumeric, 32). Mandatory.

Help facility available.

Note: If the item is of non-stockable type such as capital, model, kit, service or reference item or if the item type is not allowed in the specified warehouse, then the adjustment transaction cannot be generated. For sundry item types, the item/variant must be stockable. Else, the system displays an error message.

Variant Code

The code identifying the variant of the item (Alphanumeric, 8). Ensure that the variant code is entered if the item is variant enabled.

Help facility available.

The system displays the following in the “Item Information” multiline:

Item Variant Desc.	A textual description of the item variant.
Stock UOM	The unit of measurement in which the item is stocked in the warehouse.

Enter the following in the “Item Information” multiline:

Adjustment Qty.	The number of units of the item that is to be corrected (Decimal, 29). Mandatory. It is the difference between the system stock and the actual physical stock. If the adjustment quantity is zero, then zone and bin need not be entered. This quantity is positive if the actual physical stock is more than the system stock and negative if the actual physical stock is less than the system stock. Negative adjustment quantity must not be greater than the system stock available.
Stock Status	Use the drop-down list box to select the stock status of the item corrected through the adjustment transaction. All the stock statuses defined in the “Stock Status Definition” component for the adjustment transaction and applicable for the specified warehouse will be displayed here. The system also displays “Blank” as one of the values.
Zone	The number identifying the zone in which the item is be stored in the warehouse (Alphanumeric, 10). This zone number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” component. Leave this field blank if the warehouse is of “Free” type. Help facility available.
Bin	The number identifying the bin in which the item is stored (Alphanumeric, 10). This bin number must have been defined in the “Create Warehouse Information” activity of the “Storage Administration” component. Leave this field blank if the zone is of “Free” type. Help facility available.
Lot No.	The unique number identifying the lot in the warehouse.(Alphanumeric, 18) Help facility available
Sub Lot No.	The unique number identifying the sub-lot under the lot. (Alphanumeric, 28)Mandatory Help facility available.

Note: If the item is lot controlled and if the system parameter “Prevent transactions during quarantine of Lots” or “Prevent transactions during hold of expired lots” is set as “Yes”, the system displays an error message if either the quarantine check process or hold expired process is in operation.

The system displays the following in the “Item information” multiline:

Serial Controlled

Indicates if the item is serially controlled

Enter the following in the “Item Information” multiline:

Usage For A/C Code	Use the drop-down list box to select the account code to be credited for the value of the item corrected through the stock adjustment transaction. All the account codes defined for the adjustment transaction type in the “Account Rule Definition” component will be displayed here. The system displays the value as chosen in the header in all the rows of the multiline by default.
Usage For CC	Use the drop-down list box to select the cost center for the stock adjustment transaction. All the cost centers defined for the adjustment transaction type in the “Cost Center Rule Definition” component will be displayed here. The system displays the value as chosen in the header in all the rows of the multiline by default.

Enter the following in the “Item Information” multiline:

Remark Code

A unique code identifying the remark to be included as a comment while recording the production return transaction (Alphanumeric, 6). This code must have been defined in the “Classes” component and must be in “Active” status.

Help facility available.

The system displays the following in the “Item information” multiline:

Remark Desc.

A textual description of the remark.

Note: The reason code and description in the header group box are for the entire adjustment, whereas the remark code and description can be specified in the multiline for each line number or item code.

Enter the following in the “Item Information” multiline:

Adjustment Alternate Quantity

The alternate adjusted quantity for a catchweight item.

The system displays the following in the “Item information” multiline:

Alternate UOM

The alternate unit of measurement for a catchweight item.

Check the “Select” column in the multiline for viewing item details, lot information, updating serial numbers, updating financial information, attaching notes, creating lot information, inquiring warehouse stock and viewing storage information.
Click the “Update Adjustment” pushbutton to update and save the stock adjustment transaction.

The system updates the transaction with the values as modified in the page and displays the message “Transaction updated successfully”.

The system sets the status of the transaction as “Draft” if the system parameter “Allow modification of value during positive adjustments” is set as “Yes” for at least one of the items in the multiline. If the parameter is set as “No”, the system checks whether the account code has “Analysis/Sub analysis Code applicable” is set as “Yes”. If so, the system sets the status of the transaction as “Draft” if no account codes are mapped to the analysis and sub analysis codes.

Click the “Authorize Adjustment” pushbutton to authorize the stock adjustment transaction.

The system sets the transaction as “Authorized”

The system checks whether the system parameter "Prevent Transactions during Period Closing" is set as “Yes”. If so, transactions must be recorded for the closed financial period. Else, the system displays an error message.

The adjustment value is calculated as the product of net adjustment quantity and standard cost for all items having positive adjustment when the system parameter “Allow modification of value during positive adjustments” is set as “No”. If the parameter is set as “No”, then the system saves the value entered by the user.

The adjustment value is calculated for items having negative adjustment and standard cost method.

The item variance account will be debited or credited depending on whether the rate at which the adjustment for std cost items is made is more or less than the std cost of the item-variant

The system updates the stock maintenance for addition or reduction of stock quantity and value depending on whether the adjustment is positive or negative. The system updates the serial management if serial number adjustments are being made.

Click the “Return Adjustment” pushbutton to return the stock adjustment transaction without authorizing.

The system sets the status of the transaction as “Returned”. The system saves the reason code and reason description for not authorizing the adjustment transaction.

The system displays the following:

Created By	The login id of the person who created the adjustment transaction.
Created Date	The date on which the adjustment transaction was created.
Last Modified By	The login id of the person who last modified the stock adjustment transaction.
Last Modified Date	The date on which the adjustment transaction was last modified.

To proceed, carry out the following

Select the “View Item Details” link at the bottom of the page to view details of items.
Select the “View Lot Information” link at the bottom of the page to view lot related information.
Select “Update Serial Nos.” link at the bottom of the page to update serial numbers for the adjustment transaction.
Select “Financial Information” link at the bottom of the page to update the financial information for the adjustment transaction.
Select “Attach Notes” link at the bottom of the page to attach notes for the adjustment transaction.
Select the “Create Lot Information” link at the bottom of the page to create and modify lot related information.
Select the “View Warehouse Stock” link at the bottom of the page to view the warehouse stock details
Select the “View Warehouse Information” link at the bottom of the page to view the storage information details.

Authorize Adjustment – An Overview

Stock adjustment is performed when there is a discrepancy between the system stock and actual physical stock and the reason for the discrepancy cannot be ascertained. You can modify the adjustment type from General to PI/CC based or vice versa and authorize it. The PI plan and Cycle Count sheet are the reference documents for the creation and maintenance of the transaction depending on whether the adjustment type is PI based or Cycle Count based. You can also modify adjustment quantity to be positive or negative using this page. If adjustment quantity is negative, you must ensure that the stock exists in the warehouse for the given zone/bin combination. The user must have the requisite “Authorize” permissions to authorize the stock adjustment transaction.