Inventory
Correcting Stock
Someone types 50 instead of 5. A sack splits while it is being unloaded. You count the shelf at the end of the month and it does not match the system. All of these need the same thing: a way to say what is actually there.
Find it under Inventory → Stock levels, then choose a single store. Each product row gets a Correct button.
Why you have to pick a store first
Stock is held per store, so "how many are there" has no answer until you say where. With All stores selected the button is greyed out. Choose one store from the filter at the top of the page and it becomes available.
Making a correction
| Field | What to put |
|---|---|
| Counted on the shelf | The number that is really there. Not the difference — the true count. |
| Why | The reason it changed. See below. |
| Note | Optional. Anything a colleague would want to know later, e.g. "Sack split while unloading". |
Someone who entered 50 instead of 5 corrects it by typing 5. You never work out the gap yourself; the system does that.
The reasons
| Reason | Use it when |
|---|---|
| Miscount | The number entered was wrong. |
| Damaged or broken | Spoiled, expired in handling, broken. |
| Theft or loss | Missing and not accounted for. |
| Expired | Past its date, taken off the shelf. |
| Stock-take | You counted the shelf and it differs. |
The reason is not paperwork. It is the difference between "we are bad at counting" and "we are losing stock", and after a few months the pattern in these reasons tells you which one you have.
Who can do it
Owners, managers and stock managers. This is enforced on the server, not just hidden in the screen, so it cannot be worked around by anyone who finds the address.
What happens to your books
Two things, and both matter.
Every correction is recorded. Who made it, when, the count before, the count after, the reason and the note. Nothing is overwritten silently. An editable stock number with no trail is indistinguishable from theft, which is exactly why corrections work this way rather than letting someone type over the figure.
Your accounts stay correct. Stock is an asset on your balance sheet. If the shelf holds less than the books say, the books are wrong too. A correction posts a journal entry against 5-01-002 Stock Adjustments / Shrinkage, so the Stock account always equals what you actually hold. You do not have to do anything for this — it happens with the correction.
This is why corrections belong here rather than in a spreadsheet. Changing the number without changing the books leaves you with stock figures and accounts that disagree, and no way to tell which is right.
On the phone
The same thing is in the Alfasente POS app under Stock → Correct, with the same reasons and the same rules. See Stock on the mobile app.
Related
- Stock Levels — see what you hold before correcting it
- Receiving Stock — for goods arriving, which is not a correction
- Transferring Stock — for stock moving between your own stores
Last updated 2026-08-27