Adjust stock

When stock leaves or arrives outside a sale, a delivery or a transfer, such as a bottle that leaked or a carton found in the store, record it as an adjustment. Each one carries a reason, a value at cost and, above your limit, a second person’s approval.

Steps

1. Start a new adjustment

   Open Stock › Inventory › Adjustments and tap New adjustment. On Stock on hand, Adjust stock opens the same form: “Every adjustment has a reason and leaves a ledger entry. Above your limit, a second person approves it first.”

2. Choose the branch and the reason

   The branch is yours already if you work in one. Choose the reason, and Kila says what it is for:

   Reason	What Kila says it is for
   Damaged	Broken or spoilt stock taken off the shelf.
   Expired	Past its expiry date. For batch-tracked products, choose the batch that expired.
   Disposal	Disposed of safely: spoilt, contaminated or hazardous stock taken out of the business. Choose the batch where tracked.
   Loss or theft	Missing stock with a known cause.
   Write-off	Disposed of, for example damaged stock no supplier will take back.
   Waste	Trimmed, spoiled or lost in handling: choose why from the business’s list.
   Found stock	Stock found that was not on the books.
   Correction	Fix a recording mistake, up or down.

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3. Say what happened

   Write it in What happened, such as “Two bottles leaked in their carton in the back store.” It is “Kept with the adjustment and in the audit log.”

4. Add the products and how many

   Search in Add a product: name, SKU or scan a barcode and type the quantity on its line, which shows what the branch has free, such as 58 bottle free. Most reasons take stock off: “Quantities are taken off stock.” Found stock adds it, with a Cost for added stock and, for a product kept in batches, its batch number. For Correction, “enter signed quantities”: a minus sign takes stock off.

5. Choose the batch

   For a product kept in batches, Kila takes the batch that expires first, Soonest expiry first (automatic). To take another, choose it: each says how many are here and when it expires.

6. Post it

   Tap Post adjustment. Within your limit, Kila posts it at once: “Stock and the books are updated.” Above it, Kila sends it for approval and nothing moves yet:

   Kila shows:

   ADJ-000005 sent for approval

   ADJ-000005 is waiting for approval. Stock changes once someone with a higher limit approves it.

7. Wait for the approval

   The adjustment says Waiting for approval, with its value at cost: “Stock has not changed yet; it changes the moment someone with a higher limit approves.” While it waits, Withdraw takes it back.

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What needs approval

An adjustment waits when its value at cost is above your role’s limit for adjustments, and the business has Stock adjustments switched on under Settings › Approvals (“Adjustments above the creator’s limit wait for an approver.”). It is on unless someone turns it off there. The owner’s adjustments never wait. Kila’s starting limits:

Role	Posts without approval up to
Storekeeper	KES 0: every adjustment waits
Branch manager	KES 20,000
Inventory manager	KES 100,000
General manager	KES 200,000
Administrator	KES 500,000

Limits per role are set in Users and roles.

Someone else with a high enough limit decides: from Approvals, or on the adjustment with Approve and post or Reject. “Stock and the books change as soon as you approve.” Kila says Approved and posted: “Stock and the books are updated.” The adjustment then shows its ledger entries, “Written when the adjustment was posted. They are never edited.”, and its accounting entry.

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Needs a manager

Nobody approves their own adjustment: “Approvers never decide their own requests, and each decision is kept in the audit log.” An approver whose own limit is too low cannot decide it either, and Kila tells them: “You cannot decide this one: either you raised it or it is above your own limit.” Someone more senior decides.

For your business

For butcheries

Waste needs one of your business’s reasons, such as Trim and fat or Bone: see Write off waste at closing.

Steps differ for butcheries. Choose your businessNothing here differs for your business, .

What if

The form said Within your limit, but Kila sent it for approval

If your role does not see costs, such as a storekeeper, the form shows Adjustment value about KES 0.00 and says “Within your limit.” When you post, Kila values the stock at cost, and anything above your limit goes for approval as usual. Nothing is lost: wait for the approval, or ask your manager to look in Approvals.

It was rejected

Kila shows:

Rejected. Stock is unchanged.

It was sold on S-000429. Count the shelf before writing it off.

The approver’s note says why. Nothing moved, so do what the note asks, then raise a new adjustment if it is still needed. A rejection always has a note: Kila asks the approver to “Tell the requester what to do instead.”

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Kila says only some are available

Kila shows:

The adjustment was not recorded

Only 56 of Amitraz 12.5% EC acaricide (tick dip) 100ml available here. Nothing was recorded.

An adjustment cannot take off more than the branch has free. Check the quantity, or check Stock on hand for stock reserved or held back. When the branch really holds less than the books say, count it: Count stock.

Related

• Check stock movements: the ledger entry each adjustment writes, and how to reverse one recorded by mistake.
• Deal with expiring stock: write off expired batches in one step.
• Count stock: when you are not sure how much is missing.
• Take a return and refund it: when a customer brings goods back.

Next: see the change on Stock on hand once it is posted.