Making Manual Stock Adjustments in AskBiz
How to manually update stock levels in AskBiz when goods arrive, stock is damaged, or counts don't match — and how every adjustment is recorded in the Audit Log.
Key Takeaways
- Every manual stock adjustment is recorded in the Audit Log with the product name, quantity change, and timestamp.
- Adjustments can be positive (goods received) or negative (write-off for damaged/expired stock).
- The Audit Log > Inventory filter shows a clear history of all stock changes — perfect for accountability.
- Use the Inventory page's Low stock filter to identify which products need adjusting first.
A real audit trail of stock adjustments
The AskBiz Audit Log keeps a permanent record of every stock change. Filtering by Inventory shows exactly what's been adjusted, when, and by how much. In this account the log shows: Shujaac Oils Cold Pressed Sesame Oil 250ml adjusted to 284 on 31 May at 21:59, and Basmati Rice adjusted multiple times on 28 May (a count of 25, then -6, then 0). These entries show both incoming stock and corrections — building an accountable, auditable inventory history.
When to make a manual stock adjustment
Manual adjustments are needed in four situations: (1) Goods received from a supplier that haven't been scanned in yet — add the quantity received. (2) Stock that has been damaged, expired, or stolen — subtract the quantity lost and note the reason. (3) A stock count reveals a discrepancy between the system and the physical shelf — correct to the actual count. (4) Stock transferred from one branch to another — subtract from the source branch and add to the destination. Each of these creates an Audit Log entry.
How to make a stock adjustment
Go to Operations > Inventory. Find the product using the search bar or by scrolling the list. Click Edit on the product row. In the Edit screen, locate the Stock count field and enter the new quantity — either the corrected absolute number or an adjustment amount, depending on your AskBiz version. Add a reason in the notes field (e.g. 'Goods received 28/05', 'Spoilage write-off', 'Stocktake correction'). Save the product. The change is recorded immediately in the Audit Log with your name and timestamp.
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See this in action for your business
AskBiz tracks these metrics automatically — just connect your data and start asking questions.
Start for free →Using the Scan to add flow for goods received
For receiving a delivery of multiple products, the Scan to add button in Inventory is faster than editing each product individually. Tap Scan to add, then scan each product's barcode as you unpack the delivery. AskBiz identifies the product and asks how many units you're receiving — enter the quantity and it adds to the existing stock count automatically. Each scan creates an Audit Log entry. This approach is faster, reduces typing errors, and ensures every item is accounted for as it enters your warehouse or storeroom.
Investigating discrepancies with the Audit Log
If your physical stock count doesn't match AskBiz at the end of a month, the Audit Log is the tool to investigate. Filter by Inventory and set the date range to the month in question. You'll see every adjustment made — including who made it and when. Compare the adjustments against your supplier delivery notes and sales data. A negative adjustment by an unexpected staff member at an unusual time is a potential theft signal. The log cannot be edited or deleted, providing an accurate and tamper-proof investigation trail.
Keeping the 4 untagged items organised
The Inventory page shows a notice: '4 items have no sector tag — they appear in every sector's badge count.' These untagged products are showing up across all sectors because they haven't been assigned to a specific business type. Click Edit on each of these products and assign the correct sector (Retail, Restaurant, etc.). This ensures they're counted correctly in sector-specific reports and reduces the Low stock badge count showing inflated numbers by including items from all sectors in the 48 low-stock total.