Inventory Adjustments with Costs
An Inventory Adjustment with Costs is the variant of the Inventory Adjustment you use when, besides correcting an item's stock, you need to set the exact unit cost of each line yourself, instead of letting AdmCloud calculate it automatically based on your company's costing method.
What is it and what is it for?
Each line on the document specifies an item, a quantity (positive to increase stock, negative to decrease it) and a unit cost that you type in directly. When you save, AdmCloud updates the item's stock at the specified Location using that cost and generates the matching accounting entry: it debits or credits the item's Inventory account against an Adjustment Account.
Inventory Adjustments with Costs are not included in the system's automated cost recalculations. Since you set each line's cost by hand, AdmCloud never revisits it on its own — use this document only when you genuinely need to set a specific cost and understand what you're doing.
If you only need to correct the quantity and would rather have AdmCloud calculate the cost automatically (the most common case), use the regular Inventory Adjustment instead. This document also isn't used to move stock between warehouses or bins, and it doesn't replace purchases or sales.
How to use it
- Open the Inventory Adjustments with Costs list and click Create.
- Confirm the Date, the Subsidiary (if applicable) and the Location (warehouse) where the adjustment happens.
- Optionally pick an Adjustment Account other than your company's default one.
- Add one line per item: pick the Item, enter the Quantity with its Unit of Measure and, in the Cost column, type the exact unit cost you want to record for that line.
- If the item requires a Bin, a Lot, Serial Numbers, Attributes (such as Color or Size) or a Customs Declaration, fill them in on the line; AdmCloud asks for them based on the item's setup. If every line uses the same Bin, type the value on the first line and click the blue arrow in that column header to copy it down to the rest of the detail. The bin only goes to lines whose item uses bins; if a line is left out, AdmCloud tells you.
- Attach supporting files if needed and click Save. The document number is generated automatically.
Main capabilities
- Filter the list by date range, Subsidiary, Location and Item, and customize which columns show and in what order, saving your own configuration.
- Duplicate an existing document to speed up recurring adjustments.
- Print the document, including the per-line cost breakdown and the adjusted total.
- View the generated journal entry directly from the document.
- Attach supporting files (backup for the cost entered, authorizations).
- Add your own Custom Fields to the form, or build your own variant with Custom Forms (requires the Enterprise plan).
Key fields
| Field | What it is for |
|---|---|
| Date | Date of the adjustment. Must fall within an open Inventory accounting period. |
| Location | The warehouse where the adjustment happens. Required. |
| Subsidiary | Only shown and required if your company has Subsidiaries enabled; must match the Location's Subsidiary. |
| Adjustment Account | The ledger account the inventory difference posts against. If left blank, AdmCloud uses the adjustment account configured on the item, on the item class or, failing that, on your company. |
| Department, Division and Item Class | Optional header-level accounting dimensions (only shown if your company has them enabled). |
| Transaction Type | Only shown if your company configured Transaction Types for adjustments. |
| Item | The product being adjusted. Must be active. Kit-type items aren't supported. |
| Quantity | Positive to increase stock, negative to decrease it. Together with its Unit of Measure, within the item's unit-of-measure plan. |
| Cost | The unit cost you enter manually for the line; it drives that line's accounting entry amount. It is never recalculated automatically. |
| Bin | Required only if the item requires Bins. |
| Lot | Required only if the item requires Lots. |
| Serial Numbers | Required only if the item is serialized; one per unit of the adjusted quantity. |
| Customs Declaration | Required only if the item requires one. |
| Attributes (Color, Size, etc.) | Required only if the item has attributes configured. |
| Reference and Notes | Free text to identify or document the adjustment. |
Validations when saving
- The Inventory accounting period must be open for the document's date.
- The Location must belong to the Subsidiary specified on the document.
- At least one line with a valid item is required, and the document allows a maximum number of lines per adjustment.
- The item must be active, and Kit type items are not supported.
- Unit of Measure is required and must belong to the unit-of-measure plan configured on the item.
- A Bin is required if the item requires Bins; a Bin is rejected if the item doesn't use them.
- A Lot is required if the item requires Lots; a Lot is rejected if the item doesn't use them.
- Serial Numbers are required if the item is serialized, and can't duplicate serials already in stock.
- Customs Declaration and Attributes are required whenever the item requires them.
- The entered cost cannot exceed a maximum allowed limit per item.
- When a quantity reduces stock, AdmCloud checks that enough is available at the Location (and Lot, if applicable) before saving.
Voiding and deleting
An Inventory Adjustment with Costs can be voided (it stays marked as voided but is kept for audit purposes) or deleted, depending on your user group's permissions. In either case AdmCloud reverses the stock movement and the accounting entry it generated. Neither action is possible if the document has linked records or if the accounting period for the document's date is already closed.
Availability, permissions and conditions
- This feature is part of the Inventory module, included from the Basic plan onward. On the Enterprise edition, the Inventory module must be active for your company; otherwise the screen shows a "not available on this edition" message.
- Access is controlled with the "Inventory Adjustments with Costs" permission of the user group, separate from the regular Inventory Adjustments permission, with separate levels for browsing, adding, editing, deleting and voiding.
- The Bin, Lot, Serial Number, Attributes and Customs Declaration fields only appear if your company has those Advanced Inventory features enabled, and are only required on items configured to use them.
- With Subsidiaries enabled, the list and the Location selector are limited to your current Subsidiary.
Tips and common mistakes
Don't use this document out of habit instead of the regular Inventory Adjustment. Unless you have a specific reason to set the cost by hand (for example, correcting a cost inherited from a data migration), let AdmCloud calculate it automatically with the standard Inventory Adjustment — that keeps the item's cost aligned with the rest of your movements.
Always document why you set that cost in the Reference, the Notes or an attached file; since the system never recalculates it on its own, that note is the only evidence of why the item's cost changed that way.