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Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise

Introduction

Stock Adjustment is the process of manually increasing or decreasing product quantities in inventory to match the actual physical stock.
It is done when there are differences between the system-recorded stock and the actual stock due to damage, loss, returns, counting errors, expired items, or corrections after audits.
Stock adjustment ensures that inventory records are accurate and reflect the true quantity available for sale or use.

Vtiger’s Stock Adjustment

The Stock Adjustments module in Vtiger CRM enables your business to accurately and transparently adjust product stock levels. Whether stock levels increase or decrease due to purchases, sales, audits, or corrections, the module ensures that any change is recorded systematically.

Whenever you modify Qty. in Stock or Defective Stock values, a Stock Adjustment record is created, and the updated values are automatically reflected in the Products module. This allows your organization to maintain clean audit trails and reliable stock visibility across teams.

Key Features

• Adjust Stock Quantities: Increase or decrease product quantity or defective stock.
• Automatic Product Updates: Adjustments are instantly reflected in the corresponding fields in the Products module.
• Approval-based Updates: Stock is updated only when the Stock Adjustment status is set to Approved.
• Centralized Adjustment Records: Every adjustment is stored as a dedicated Stock Adjustment record.
• Restricted Product Editing: Once enabled, stock fields in the Products module become read-only to ensure controlled changes.
• Inline Actions from Products: Quickly initiate stock adjustments directly from a product record.
• History Tracking: View all stock changes through the Stock Adjustments widget inside the product record.

Consider the Scenario

ABC Industries is an FMCG company. They oversee daily stock management, ensure product availability, and handle all inventory-related transactions using Vtiger CRM.

During a weekly physical stock audit, the warehouse team discovers:

• Product A shows 98 units in the system, but 93 units are physically available.
• They also found 5 damaged units in a corner storage shelf that were not recorded.

When

Stock Adjustment is used when:

• There is a mismatch between system stock and physical stock.
• You must increase or decrease stock due to:
  • Damage
  • Theft or loss
  • Miscounting
  • Expiry
  • Sample usage
  • Internal consumption

What

The team performs a Stock Adjustment entry to correct the system quantity:

• Reduce stock for damaged or missing items
• Increase stock if additional items are found

How

Follow the steps below:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Click Products under the Inventory app.
4. Open a desired product record.
5. Select Adjust Stock in the Summary View.
6. Enter the Value to Adjust:
   1. Qty. in Stock.
   2. Defective Stock.
7. Adjust the quantity:
   1. Decrease by 5 units (damaged)
   2. Adjust to match physical count (93 units)
8. Select the Status:
   1. Open.
   2. Approved.
9. Enter the reason:
   1. Inventory Revaluation
   2. Mismatch after audit
   3. Damaged stock
   4. Other
10. Select the Stockroom.
11. Click Save. The Qty. in Stock is updated instantly.

Note: The adjustment reflects in the Quantity only if the Stock Adjustment record is approved.

Benefits

The benefits of the Stock Adjustments module are:

• Accurate Inventory Tracking: Every adjustment, positive or negative, is logged for visibility and audit.
• Time Savings: No need to manually edit stock fields; automated updates simplify workflows.
• Error Reduction: Restricting stock edits to the Stock Adjustments module prevents accidental changes.
• Better Control & Transparency: Approval-based workflows ensure stock changes follow the correct process.
• Complete Stock History: Review every past adjustment for better decision-making and reporting.

 Key Terminology

 

Installing the Inventory Add-on

The Stock Adjustments module is not available by default in Vtiger CRM. Admin users need to first install the Vtiger Inventory extension. 

Follow these steps to install the Vtiger Inventory extension: 

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Add-ons on the bottom left corner of the screen.
4. Look for the Vtiger Inventory extension.
5. Click Install.
6. Click Yes to confirm the installation.

You have now successfully installed the Vtiger Inventory extension.

Accessing the Stock Adjustments Module

Once the Vtiger Inventory extension is installed successfully, follow these steps to access the Stock Adjustments module:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Inventory.
4. Look for Others.
5. Select Stock Adjustments.

If the Vtiger Inventory extension is already installed and the Stock Adjustments module is unavailable, you must enable it. 

Follow these steps to enable the Stock Adjustments module:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Settings.
4. Look for Module Management.
5. Select Modules.
6. Browse Stock Adjustments.
7. Enable Stock Adjustments. 

The system displays the following confirmation message, Stock Adjustments module enabled.

You have now successfully enabled the Stock Adjustments module and can access it.

The Stock Adjustments Module

Once the Stock Adjustments module is enabled:

• You can adjust product stock only in the Stock Adjustments module.
• The Adjust stock button will appear in the top right corner of the Summary View in the Products module.
• The Qty. in Stock field in the Products module will remain a read-only field (non-editable).
• If you want to adjust (edit) the Qty. in Stock field for a product, you will have to do it from the Stock Adjustments module only. 

Note: Once the Stock Adjustments module is enabled, if you try to adjust the Qty. in Stock field for products in the Products module, the system displays the following error message.

​​

Creating Stock Adjustments

In this section, we will learn how to create a Stock Adjustment record for a product using the Stock Adjustments and Products module.

Follow these steps to create a Stock Adjustment record: 

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Inventory.
4. Look for Others.
5. Select Stock Adjustments.
6. Click +Add Stock Adjustment. It will direct you to the Creating Stock Adjustment window.

Or

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Inventory.
4. Look for the Catalog.
5. Select Products.
6. Select a product record whose Qty. in Stock or Defective Stock you want to adjust.

10. Add or select the information below:
    1. Product: Select a product whose stock you want to adjust.
    2. Value to Adjust: Select a product’s value you want to adjust. Qty. in Stock is selected by default. 
    3. Adjustment: Enter the values to increase or decrease. Values to Adjust with + or - prefixes, respectively. For example:
       1. If you want to increase the Qty. in Stock value by ten, enter +10 or 10.
       2. If you want to decrease the Qty. in Stock value by ten, enter -10.
    4. Status: Select a Status such as:
       1. Open - If you're going to edit the Adjustment values later. Open is selected by default.
       2. Approved - If the Adjustment values are finalized or approved. 
    5. Assigned to: Owner of the Stock Adjustment. It is selected by default.
    6. Reason: Select a suitable reason for the Stock Adjustment.
    7. Note: Enter a description for the Stock Adjustment.
11. Click Save.

You have now successfully created a Stock Adjustment record for a product in the Stock Adjustments module. As a result, a Stock Adjustment record for the product is created and saved in the Stock Adjustments module.

Note: You will not be able to edit or delete a Stock Adjustment record with Status Approved.

Stock Updates in the Products Module

The Qty. in Stock or Defective Stock fields in the Products module are automatically updated under the following conditions.

 

Stock Adjustment Records in the Products Module

You can view the adjusted stock for a product record using the Stock Adjustments widget in the Products module, only if a Stock Adjustment record has been created, using the following path:

Products module > Product record (with a stock adjustment) > Summary View > Stock Adjustment widget

Follow these steps to view stock adjustments made to a product from a product record: 

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Inventory.
4. Look for the Catalog.
5. Select Products.
6. Select a product record for which you have created a Stock Adjustment. It will take you to the product record's Summary View.

Other Actions from the Stock Adjustments View

From the Products module Stock Adjustment View, you can:

• Add new Stock Adjustments records.
• View Stock Adjustments records List View created for the product.
• Edit a Stock Adjustments record.
• Unlink a Stock Adjustments record.

Adding and viewing Stock Adjustments records

 

Follow these steps to add a Stock Adjustment record:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Stock Adjustments under the Inventory app.
4. Click Add Stock Adjustments (+). You will be directed to the Quick Create > Stock Adjustment window.
5. Click View full form if you want to go to the full form view. 
6. You can now create a Stock Adjustment record as illustrated in the Creating Stock Adjustments section.

Follow these steps to view the Stock Adjustments records List View created for the product:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Select Products under the Inventory app.
4. Go to a desired product record.
5. In the Stock Adjustments section, click Expand. You will be directed to the Stock Adjustments window.
6. It lists Stock Adjustment records created for the product, displaying the details for the fields Value To Adjust, Adjustment, Status, and Stock Adjustment Number.
7. Click +Add Stock Adjustment in the window to create a Stock Adjustment record as illustrated in the Creating Stock Adjustments section.

Unlinking and editing a Stock Adjustment record

You can perform the following action using the More option (three dots):

• Edit - Edit a stock adjustment record.
• Unlink - Unlink a stock adjustment record.

Follow these steps to edit a Stock Adjustment record:

1. Click More (three dots).
2. Click Edit. This takes you to the Editing Stock Adjustment window. You can now edit it.

Follow these steps to unlink (delete) a Stock Adjustment record:

1. Click More (three dots).
2. Click Unlink. You will be directed to the pop-up. Are you sure you want to unlink?
3. Click Ok. You have successfully unlinked it, and it will no longer appear in the Stock Adjustments View.

Note: 

• You will be able to view the unlinked Stock Adjustment records in the Stock Adjustments module.
• You will not be able to unlink a Stock Adjustment record with Status Approved.