Inventory - adjustments, counts and shrinkage without throwing off your stock

Applies to the Invu Admin Panel (Inventory menu) and Invu POS 6.10.1. Labels are shown as they appear when the panel is in English; some inventory screens still show Spanish or English texts regardless of the language.

Which tool to use

None of these can be undone once processed: if something went wrong, make a new adjustment or count. Adjustments, counts and shrinkage do not change the product's cost.

Important: in Inventory Adjustment, the Replace product inventory checkbox is unchecked by default. That way the quantity you enter is added to the current stock; it does not replace it. If you typed what you counted with the box unchecked, stock ends up inflated. To set stock equal to what you counted, use Inventory Count.

1. Inventory count (physical inventory)

1. Go to Inventory > Inventory Count > Create Count.
2. Enter a name, the date and time you counted and the warehouse you counted.
3. Add the products: all of them, one by one, or by grouping (for example, a category). Only the products on the list change, so you can count in parts.
4. On each row enter the counted quantity. The quantity is prefilled with the system stock: if you leave it, the difference is 0. Check the Difference column.
5. If there were sales between the count time and when you process it, check Substract transactions after date to deduct them.
6. To apply it, change Status to processed and save. There is no separate "Process" button.

• You need permission to process counts. Without it, the count is saved but goes back to pending.
• The date must be between 2 weeks before and 1 week after today, cannot be in the future if you process it, and must be later than the warehouse's last processed count. If you run several counts on the same day, each one needs a later time.
• With the Invu Supply app you can also count by area and by scanning barcodes; when you save with Process count on, stock is replaced with the counted amount.

2. Inventory adjustment

1. Go to Inventory > Inventory Adjustment and create an adjustment.
2. Enter the name, the date (between 2 weeks before and 1 week after today) and the warehouse.
3. Choose the mode before adding products:
   • Add or subtract (box unchecked): the quantity is prefilled with 0; enter how much to add, or a negative number to subtract.
   • Replace (check Replace product inventory): the quantity is prefilled with the current stock; enter the final quantity.
4. Add the products and check the Difference column: it is the change the stock will have.
5. To apply it, change Status to processed and save.

• If you change the checkbox after loading products, the quantities already loaded do not change. Remove the products and add them again, or fix each quantity.
• If the unit you choose has no conversion to the product's unit, it is taken 1 to 1.
• An adjustment imported from Excel is created in add mode. If you meant to set quantities, edit it and check Replace product inventory before processing.

3. Shrinkage

In the panel: go to Inventory > Shrinkage, create a shrinkage record, choose the shrinkage type, the warehouse and the products (or items and modifiers, which deduct their recipe), and save it as processed.

On the POS: in an order, open the item's options and choose Waste (or Waste Group). It asks for the PIN of an employee allowed to record waste and for the reason. The item leaves the order and its recipe is deducted from inventory.

• Shrinkage reasons are managed under Settings > Inventory > Waste.
• If an ingredient has a waste percentage, that percentage is deducted automatically when a purchase order is received.
• A processed shrinkage record cannot be edited or cancelled.

4. How sales deduct stock

• Stock is deducted when the order is closed and reaches the server, using the recipe of the item and its modifiers.
• It is always deducted from the Inventory discount warehouse, set under Settings > System > Settings, administrative section. Purchases go into the receiving warehouse. If they are different warehouses, move stock with Transfer Inventory.
• Sales are not blocked when there is no stock: stock can go negative. To fix it, run a count or an adjustment with Replace product inventory.
• Credit notes return stock only if Return credit notes to stock is on.

5. Where to see stock

• Inventory > Ingredients, Quantity column: the total across all warehouses.
• When viewing an ingredient: the Warehouse tab (stock per warehouse) and the history tab (every movement), with a Kardex export.
• Sellable stock (in Ingredients): how much of each item you can sell based on its recipe, with warnings such as "No recipe" or "Missing conversion".
• Reports > Reports 2.1 > Inventory: Inventory by Warehouse, Inventory History, Shrinkage and Inventory Usage.

Common problems

• I made an adjustment with what I counted and the stock doubled. Replace product inventory was unchecked, so it was added. Fix it with a count (or an adjustment with Replace) using the real quantity.
• "The allowed date must be between … The date has been reset to today." The date is outside the range of 2 weeks before to 1 week after.
• "No se puede registrar un conteo en una fecha igual o anterior al último conteo procesado de este almacén…" (shown in Spanish) Use a date and time later than the one in the message.
• The count goes back to pending after saving it as processed. Your user cannot process counts; ask an administrator.
• Shrinkage: "No hay conversion de X a Y" (shown in Spanish). Create the conversion under Settings > Inventory > Conversions.
• Sales do not lower the stock. Check in Sellable stock that the item has a recipe and conversions, that the recipe is not limited to another order type, and that the stock is in the Inventory discount warehouse.