Adjustments and reconciliation

When the system stock and the physical stock disagree, you bring them back in line with an adjustment (a quick correction) or a reconciliation (a structured physical count). Both leave a clean, auditable trail, and both may require approval.

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Add a screenshot here: the reconciliation screen showing snapshot system quantity, the counted-quantity column, and the computed per-item variance and variance value.

Stock adjustments

Use an adjustment for a one-off correction, damage, a counting difference, or a manual fix.

1. Open Stock Adjustment.
2. Choose the item and warehouse.
3. Enter a signed quantity (positive to add, negative to remove).
4. Pick a reason from the allowed set (damage / counting difference / manual correction) and add a note if useful.
5. For a positive adjustment, enter a rate: it revalues the moving-average cost. A negative adjustment is valued at the current average.
6. Submit.

Notes:

• A negative adjustment cannot take stock below zero, see the no-negative-stock guard.
• Adjustments above a configured value threshold need approval before they post (see below).
• Every adjustment records who did it, the reason, and the before/after quantity and value.

Reconciliation (physical count)

A reconciliation is a batch count of many items with a snapshot and a single approval, the right tool for a periodic stock-take.

1. Start a reconciliation. Villva snapshots the current system quantity and value per item at that instant.
2. Enter counted quantities per item (and a rate where applicable). Counted quantity must be zero or more.
3. Villva computes the variance (counted − system) and its value for each item.
4. Submit for approval.
5. On approval, variance movements post so each item’s closing balance equals what you counted.

The reconciliation document keeps the snapshot, counts, variances, approver and timestamps, and becomes read-only once posted. The total variance value always reconciles to the difference between the new and snapshot values.

Approval workflow

Reconciliations and above-threshold adjustments enter a pending approval state and post nothing to stock until approved.

• Only a user with the inventory-approval permission can approve or reject.
• Approve posts the variance/adjustment movements atomically.
• Reject posts nothing and returns the document to draft with a reason.
• Where “both-eyes” control is required, the approver cannot be the person who submitted it.
• Approve and reject actions are recorded in the audit trail.

Opening stock

When you first go live, load your existing balances as opening stock. This is a reconciliation against an empty book:

1. Enter each item and warehouse with its counted quantity and opening rate.
2. For large loads, import from CSV/Excel, invalid rows are flagged with the row and reason.
3. Submit for approval.
4. On approval, opening movements seed the on-hand quantity and set the starting moving-average rate.

Opening entries are clearly marked as opening and are auditable. Re-running the opening load for an item that’s already seeded is prevented, so you can’t double-load. The total opening value equals the sum of quantity × opening rate, so it should match your signed-off migration sheet to the rupee.