Create and Authorize Adjustment

This page allows you to create and authorize a stock adjustment transaction. Tell me more

Select the “Create And Authorize Adjustment” link under the “Stock Adjustments” business component

The “Create And Authorize Adjustment” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow applicability.

Enter the following:

Transaction No.	A unique number identifying the stock adjustment transaction (Alphanumeric, 18). Mandatory.
Numbering Type	Use the drop-down list box to select a numbering type for generating the transaction number of the adjustment transaction. All the numbering types defined in the “Create Numbering Type” activity of the “Numbering Class” component for the stock adjustment transaction and valid after the last closed financial period will be displayed here. The numbering type set as default for this transaction type will be displayed here by default.
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).
	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
Adjustment Type	Use the drop-down list box to select the type of adjustment. The system displays the options, “General”, “PI Plan” and “CC Sheet Based”. The system sets this field to “General” by default.

Note: If the adjustment type is PI plan or CC 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.
Reason For Adjustment Desc.	A textual description 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.
	Zoom facility available

Click the “Get Details” pushbutton to retrieve the reference document details if the adjustment type is PI plan or CC 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.

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 blank 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 blank by default.

Enter the following in the “Project Details” group box:

Created at

Use the drop-down list box to select the organization unit in which the project is created. The combo is loaded with all organization units in which the project definition component is defined. The system displays “RSOU1” by default on launch of the page.

Project Code

A unique code identifying the project for the stock adjustments.

Help facility available.

The system displays the following in the “Project Details” group box.

Project Description

The description of the project code.

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.
	Zoom facility available
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 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, 5)
	Help facility available.
Sub Lot No.	The unique number identifying the sub-lot under the lot.(Alphanumeric, 5)
	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.
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.

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 be 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.

Enter the following in the “Item Information” multiline:

Adjustment Alternate Qty

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, creating financial information, attaching notes, modifying adjustment, creating lot information, inquiring warehouse stock and viewing storage information.

Click the “Create Adjustment” pushbutton to create the stock adjustment transaction.

The system displays the message “Transaction created successfully”.

The system sets the status of the transaction as “Draft” if atleast one of the item is serial controlled or is having negative adjustment.

The system calculates the net or total adjustment quantity by adding all the adjustment quantities in the lot/sub-lot or zone/bin combination. The system calculates the sum of all the quantities for each lot number if the costing method is LFL.

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 atleast 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. The system gets the alternate quantity for the entered quantity.

The system sets the status of the transaction as “Active” in the following situations:

Serial number details are specified for all serially controlled items.
The adjustment value is specified for all items having positive adjustment when the system parameter “Allow modification of value during positive adjustments” is set as “No”.
The adjustment value is specified for all items having negative adjustment
The system parameter “Analysis/Sub analysis Code applicable” is set as “No”. If the parameter is set as “Yes”, then account codes must have been mapped to the analysis/ sub analysis codes.
For zero quantity adjustments, either serial number or value adjustment has been performed.

Click the “Create And Authorize Adjustment” pushbutton to create and 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 positive 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.

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.

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 create 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 “Edit Adjustment” link at the bottom of the page to modify 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.

Create and 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 create stock adjustment transaction with or without a reference document. The PI plan and CC sheet are the reference documents for the creation and maintenance of the transaction depending on whether the adjustment type is PI based or CC based. You can specify whether the adjustment quantity is 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.

Stock adjustment transaction can be created and authorized based on the permissions granted to the user. The user must have the requisite “Authorize” permissions to authorize the stock adjustment transaction.