When to adjust

Adjust the count when what the system shows and what you physically see on the shelf do not match. Common reasons:

  • A physical count reveals more or fewer items than the system shows.
  • Items were damaged, lost, or expired and need to come off the count.
  • Someone used supplies without recording anything and the numbers drifted.

Adjustments should be the exception, not the norm. If you find yourself adjusting often, look at whether your team is consistently adding new stock and moving stock through the app.

Removing extra units (count is too high)

  1. Click Locations in the menu.
  2. Open the location where the count is wrong.
  3. Find the row for the product and, if applicable, the specific lot.
  4. Click the Remove action.
  5. Enter the number of units to remove and a Reason.
  6. Click Create.

Adding missing units (count is too low)

  1. Open the location.
  2. If the row already exists, click Add on that row. If it doesn't, click Add items at the top of the page and pick the product.
  3. Set Stock source to Manual adjustment.
  4. Enter the quantity to add, plus the lot number and expiry if applicable.
  5. Click Create.

Every add and remove is written to the location's transaction history so the change is documented.

Worked example

During a monthly count at Station 2, you find 15 rolls of medical tape on the shelf. The system says there should be 18 — three too many.

  1. Click Locations, then open Station 2 — Supply Room.
  2. Find the Medical Tape, 1-inch row.
  3. Click Remove.
  4. Qty: 3
  5. Reason: Physical count 3/15. System showed 18, shelf has 15. Likely used on calls without recording.
  6. Click Create.

The system now shows 15 rolls at that location, and the 3-unit difference is documented.

Tips

  • Always include a reason with every removal. Unexplained adjustments raise questions during audits.
  • Schedule regular physical counts — monthly or quarterly — to keep your numbers accurate. Small corrections are easier to handle than large surprises.
  • If the same product keeps needing adjustments at the same location, look at the root cause. It may be a training issue or a process gap.