Authorizing is the step that turns a draft adjustment or stocktake into a real change to your inventory. Nothing you have counted or corrected reaches your stock levels until you authorize it – and once you do, there is no way back.
This article covers what authorizing does, the confirmation Qoblex asks for, why a multi-user stocktake can get blocked from authorizing at all, how to get past that block, and what changes on the adjustment once it is authorized.
What authorizing does
Selecting Authorize applies the adjustment’s line changes to your on-hand inventory at its location and moves its status from Draft to Authorized.
What happens to the lines at that moment depends on how many people have counted the adjustment:
- On an adjustment Qoblex treats as a single-person count – one that only ever had one person counting, and was not created by a split – there is no separate reconciliation step. Authorizing itself is what resolves each line, locking in the Add or Set quantity you entered against the stock level at that moment.
- On an adjustment more than one person has counted – most often, one that turned into a multi-user count automatically, and permanently, the moment a second person also scanned into it, or one Qoblex created for you by splitting the unreconciled lines out of another multi-user adjustment – every line must already be reconciled before you reach this step. Authorizing then simply posts the quantities reconciliation already settled.
Confirm the authorization
- Open the draft adjustment.
- Select Authorize.
- Qoblex checks the adjustment and shows whichever of these applies: – If the adjustment is a multi-user one and still has unreconciled lines, Qoblex opens Can’t Authorize Yet instead of a confirmation – see “Multi-user adjustments must be fully reconciled first” below. – Otherwise, if any line’s product is batch-tracked, Qoblex opens an Allocate Batches dialog instead of a plain confirmation. Assign each line’s counted quantity across its batches, then select Confirm – this allocates the batches and authorizes the adjustment in one step, with no separate confirmation afterward. – Otherwise, Qoblex opens an Authorize Adjustment dialog asking “Are you sure you want to authorize this adjustment?”. Select Authorize again to post it.
Batch allocation does not support a line using the Set operation yet. Qoblex excludes any Set batch-tracked line from the Allocate Batches dialog with the warning: “Batches aren’t supported for the “Set” operation yet. Switch these lines to “Add” before allocating batches: [line names].” If that excludes every batch-tracked line on the adjustment, there is nothing left to allocate and Confirm stays disabled until you switch at least one back to Add. A mix of Add and Set batch-tracked lines still lets you allocate and confirm the Add lines – only the Set lines are excluded from the dialog itself, not from authorization: selecting Confirm authorizes the whole adjustment, so those excluded lines post right along with the rest, with no batch allocation recorded against them, and that cannot be fixed afterward. Switch a line to Add and allocate it there first if its batch matters.
On an adjustment Qoblex still treats as a single-person count that reaches the plain confirmation dialog (no unreconciled lines, no batch-tracked line to allocate), if any line still shows a quantity of 0, Qoblex titles the dialog Confirmation and shows a warning instead of the plain question:
This zero-quantity check only runs on an adjustment Qoblex still treats as a single-person count, and only on that plain confirmation dialog – a multi-user adjustment never shows this warning, and neither does an adjustment that opens the Allocate Batches dialog instead.
Multi-user adjustments must be fully reconciled first
When it is blocked, Qoblex shows Can’t Authorize Yet, telling you: “This adjustment has [count] unreconciled line(s) blocking authorization.” From there you can:
- Select Review Them to filter the line list down to the lines that are not yet reconciled, so you can finish them.
- Select Move to a New Adjustment to move every unreconciled line into a new draft adjustment, so you can authorize the rest right now – see “Split Adjustment: move the stragglers out” below.
Split Adjustment: move the stragglers out
Split Adjustment moves every line that is not fully reconciled out of the current adjustment and into a new draft adjustment at the same location, keeping their counted quantities, scan sessions, and batch allocations intact. The lines left behind – all now reconciled – can be authorized right away. The new adjustment is itself created as a multi-user adjustment, so it will need every one of its lines reconciled too before anyone can authorize it – splitting relocates the reconciliation work rather than removing it.
You can reach it two ways:
- From the Can’t Authorize Yet dialog, by selecting Move to a New Adjustment (see above).
- Directly from the adjustment’s actions menu, by selecting Split Adjustment at any time – you do not have to wait until authorization is blocked. Qoblex asks you to confirm: “Every line that isn’t fully reconciled will be moved into a new draft adjustment. The moved lines keep their counted quantities, scan sessions and batch allocations.” Select Move to a New Adjustment to go ahead.
Either way, once the move completes Qoblex confirms how many lines moved and to which adjustment number, with a View Adjustment shortcut to open it directly.
Split Adjustment is offered on any draft multi-user adjustment that still has at least one unreconciled line – both entry points appear whether or not any line on it has already been reconciled. But if every line is still unreconciled, moving all of them would leave nothing behind to authorize, so Qoblex lets you confirm and then refuses the move once the request reaches the server: you see an error explaining why, normally the specific reason (“Every line is unreconciled, so moving them would leave nothing to authorize.”), falling back to a generic “Failed to move unreconciled lines” only when no specific reason comes back.
Who can authorize
Authorize Adjustments and Reconcile Adjustments are two separate permissions. Granting someone the ability to reconcile a stocktake’s lines does not also let them authorize it, and vice versa – a user needs the Authorize Adjustments permission specifically to see and use the Authorize button at all. See Who can do what in adjustments for how to grant these permissions and what each one unlocks.
What changes once an adjustment is authorized
- Line items can no longer be removed. The remove control on a line that has already been reconciled, or on any line once the adjustment itself is authorized, is disabled; if a removal is ever rejected, Qoblex explains: “This line item couldn’t be removed because it has been reconciled or the adjustment is authorized.”
- The cost impact stops being an estimate – for an adjustment Qoblex still treats as a single-person count. Before authorization, that kind of adjustment’s total is labelled Estimated Total, with a tooltip explaining: “Estimate based on current costs. The final cost impact is calculated when the adjustment is authorized.” Authorizing is what settles the figure and turns it into the final Total, whose tooltip then reads: “The total cost impact of this adjustment across all lines.” A multi-user adjustment’s total display does not change at authorization – see the provisional-total note earlier in this article.
- Batch reservations on the adjustment’s lines can no longer be changed.
- The adjustment itself can no longer be deleted, and its lines can no longer be reconciled.