Skip to content
Flowyana

Stock adjustments & wastage

Correct your stock, and say why.

Record stock that was found, lost, damaged or expired, with a reason on every adjustment and an approval before stock changes. A wastage report shows what was written off, where, why and by whom.

  • Increase, decrease, damage and expiry adjustments
  • A reason required on every adjustment
  • Approve or reject before stock changes
  • Damage and expiry written off and reported

What is Stock adjustments & wastage in Flowyana?

Flowyana stock adjustment software is how you correct stock that changed without a sale or a purchase: goods found in the store room, a count that came up short, a carton dropped during unloading, or stock that passed its expiry date. Every adjustment carries a type, a reason and a location, and waits for approval before it moves stock.

Untracked write-offs are where stock and money quietly disappear. If anyone can change a quantity with no reason and no sign-off, the numbers stop meaning anything. Flowyana asks for a reason every time, keeps damage and expiry apart from count corrections, and changes stock only once an adjustment is approved.

Correcting stock after a stock take or cycle count should still be quick. The adjustment form takes many products at once, fills in what is on hand at the location, and shows what the quantity will be afterwards. Batch-tracked and serial-tracked items are adjusted by batch and serial, so their history stays exact.

The result is a wastage report you can act on: what was written off, where, why and by whom, and what it cost.

What it does

Stock adjustments & wastage, in practice.

Four kinds of adjustment

Increase, Decrease, Damage and Expiry. Damage, Expiry and Decrease can only remove stock and Increase can only add it, so the label always matches the movement. You can add your own types too.

A reason every time

Every adjustment carries a reason, such as a count difference, breakage or a spoiled delivery, so anyone reading it later knows what happened.

Several products in one go

Correct a whole shelf at once. Search by name, variant or barcode, enter how much to add or remove, and see on hand and after for every line.

On hand filled in for you

The quantity before is read from stock at the selected location, and the quantity after is worked out, so nobody does arithmetic at the shelf.

Approve or reject

A new adjustment is Pending. Stock changes only when someone with the right permission approves it, or an approval workflow does. A rejected one never touches stock.

Cost for stock you add

When an adjustment adds stock, enter its cost per unit so the stock is valued correctly from the start.

Batches and serial numbers

Add stock into a named batch with its expiry date, or remove from a specific batch. Serial-tracked items name the serial numbers being adjusted.

Locked once approved

An approved adjustment cannot be quietly edited. Cancel it to reverse the movement, or amend it to start a corrected draft.

A wastage report

Damaged and expired stock written off, with location, date, product, quantity, value, reason and who recorded it.

A full movement history

Every adjustment appears in the stock movements, with stock before and after, the person who made it and the document behind it.

Only need this module?

Get Inventory in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

See ERP pricing →

How it works

Stock adjustments & wastage, step by step.

  1. 1

    Count or spot the problem

    A count, a damaged delivery or an expiry check shows that stock differs from the system.

  2. 2

    Create the adjustment

    Pick the location and type, add the products and the change for each, and give a reason.

  3. 3

    Approve it

    A manager approves or rejects the adjustment. Stock changes only on approval.

  4. 4

    Check the movements

    The stock movements show each change with stock before and after and who made it.

  5. 5

    Review wastage

    Use the wastage report to see what damage and expiry cost you, and where it happens most.

In depth

A closer look.

Stock adjustment types that match the movement

Flowyana starts you with Increase, Decrease, Damage and Expiry. Each type works in one direction only: Increase adds stock, the other three remove it, so a damage adjustment can never add stock by mistake. Damage and Expiry are recorded as their own kinds of movement, which keeps wastage separate from everyday count corrections in reports.

  • Increase, Decrease, Damage, Expiry
  • Direction checked against the type
  • Wastage kept apart from corrections
  • Add your own adjustment types

Many lines, with on hand shown

The adjustment form is built for a shelf, not a single item. Search by product name, variant or barcode, enter how much to add or remove, and each line shows what is on hand at the location and what it will be after. A running total shows how many items you are adjusting and the net change. When stock is added, enter a cost per unit so it is valued correctly.

  • Search by name, variant or barcode
  • On hand and after on every line
  • Net change at a glance
  • Cost per unit for stock added

Approval, cancel and amend

Adjustments start as Pending. They move stock when someone with permission approves them, or when an approval workflow does; they can also be rejected and closed without touching stock. An approved adjustment is locked: its quantity, type, location and date cannot be edited. Cancel it to put the stock back, or amend it to open a corrected draft.

  • Pending until approved
  • Approve, reject or route through a workflow
  • Approved adjustments are locked
  • Cancel reverses, amend re-drafts

Wastage you can see

The wastage report lists every damaged and expired write-off with its type, location, date, product, quantity, value, reason and the person who recorded it. Filter it to damage or expiry, group by product or category, and see the total value written off in the period. Scrap from production orders appears here too.

  • Damage and expiry, together or apart
  • Value, reason and who recorded it
  • By product and by category
  • Production scrap included

Who it’s for

Businesses that run on Stock adjustments & wastage.

Supermarkets and grocers

Write off expired dairy and damaged packs with a reason, and see the monthly cost of wastage.

Pharmacies

Remove expired batches by batch number, with approval and a printed record.

Fashion and lifestyle retailers

Correct counts after a stock take and record damaged items separately.

Distributors

Record breakage found on receiving and keep it out of the count corrections.

Restaurants and cafés

Record spoiled ingredients with a reason, and see which items are wasted most.

Questions

Asked about stock adjustments & wastage.

What is a stock adjustment?

A record that changes the stock you hold without a sale or a purchase, for example after a count finds more or less than the system shows, or when goods are damaged or expire.

What kinds of adjustment can I record?

Increase, Decrease, Damage and Expiry come ready to use, and you can add your own. Damage and Expiry are kept apart so wastage can be reported separately from count corrections.

Do adjustments need approval?

Yes. A new adjustment is Pending and does not change stock. It moves stock when someone approves it, either with the Approve action or through an approval workflow. It can also be rejected.

Do I have to give a reason?

Yes. A reason is required on every adjustment, so write-offs and corrections can always be explained.

Can I adjust many products at once?

Yes. The adjustment form takes many lines. Search products, variants or barcodes, enter the change for each, and the form shows on hand and the result per line.

How do I write off damaged or expired stock in Flowyana?

Create a Damage or Expiry adjustment at the location, add the products and quantities with a reason, and approve it. The stock is removed and the write-off appears in the wastage report.

How do I record stock I found?

Use an Increase adjustment, enter the quantity and the cost per unit, and approve it. If the product is batch-tracked, name the batch and its expiry date.

Can I see how much stock we wasted?

Yes. The wastage report lists damaged and expired stock written off, with value, reason, location and who recorded it, and totals by product and category.

Can I change an approved adjustment?

Not directly. Cancel it to reverse its effect, or amend it, which cancels it and opens a new draft for you to correct and approve.

Do adjustments affect my accounts?

Yes, when accounting is on. Each approved adjustment moves stock value, and the change is posted to your books with the rest of your stock movements.

Can I print an adjustment?

Yes. Stock adjustment is one of the printable document types, useful for signing off a write-off.

What is the best way to track stock wastage for a small shop in the UAE or India?

Record every write-off as a damage or expiry adjustment with a reason, and review the wastage report each month. In Flowyana, retailers, restaurants, pharmacies and distributors in the UAE, Saudi Arabia, India and elsewhere use it for counts, breakage and expiry.

One platform

Plays well with the rest.

Inventory shares its records with every other module you switch on — no connectors, no re-typing.

Put Stock adjustments & wastage to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.