Create an adjustment and add products

An adjustment is how you correct what Qoblex thinks you have on hand at a single location: damaged stock, a supplier return, or the results of a physical count. There is only one kind of adjustment, and you never choose a mode up front: it stays a count with no more than one person on it until a second distinct person records a count against it, at which point Qoblex turns it into a multi-user stocktake on its own, permanently. What that switch means, and how reconciliation works once it’s happened, is covered in a later article.

This article covers the part you do before any counting happens: opening a new adjustment, filling in its details, and adding the products that belong on it, including how to add products via the dialog, add all of one brand’s variants, and save so you can share it. Once it’s saved, share its number with anyone who is going to count, and see Count stock with scanners for what happens next.

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Start a new adjustment

1. In the left navigation, open Stock Control and select Adjustments. The page is headed Adjustments & Stocktake.
2. Select New Adjustment.
3. Fill in the adjustment’s details: – Adjustment Reason — required. Choose one of Qoblex’s built-in reasons (Damaged Goods, Shrinkage/Theft, Initial Stock Count, Stocktake, Stock Correction, Write-Off, Supplier Return, Promotional Use), or a custom reason your account has added. The built-in list isn’t fixed: an account can extend it with reasons of its own. – Location — required. Only your warehouse locations are listed; billing and dropship locations you might use elsewhere in Qoblex don’t appear here. – Number — optional. Leave it blank and Qoblex assigns the adjustment’s own ID as its number, zero-padded to six digits (for example, 000123). If you type your own instead, it can be up to 100 characters. – User — optional. Defaults to whoever creates the adjustment; change it if you’re recording it on someone else’s behalf. – Note — optional. A free-text note about the adjustment; it’s in its own card below the line items, so it stays out of the way while you’re adding products.

Add products via the dialog

1. Select Add Products. A dialog titled Add Products opens over your catalog.
2. Narrow it down to what you want to count: – Type part of the product’s name, SKU, or barcode into the search box, and/or – Use one or more of the four filters next to it: Filter by supplier, Filter by product type, Filter by brand, Filter by product tag. – Products only start listing once you’ve typed something or picked at least one filter.
3. For each product you want, select its checkbox, or select the checkbox in the table’s header row to select every variant currently on the page. If your search or filter spans more than one page of results, repeat on each page.
4. Each row’s Quantity column is pre-filled with that product’s current on-hand quantity at the location you chose above — which can be 0. You can adjust it here before adding, but it can’t go below 1: if a variant should end up counted as zero, add it with any quantity and change it to 0 afterwards in the line grid.
5. Select Add Selected to add the checked variants to the adjustment, or Cancel to close the dialog without adding anything.

A product already on the adjustment can’t be added a second time: it’s disabled in the list. Nothing is written to the adjustment until you select Save; if you try to navigate away with products added but unsaved, Qoblex asks you to confirm first. Added the wrong variant? Every line has a remove control in the Actions column — a small destructive icon button — that drops a not-yet-saved line immediately, or asks you to confirm before deleting one already on a saved adjustment.

Count just one brand

Customers ask for this often, and it’s built in: you scope a scanner-based stocktake to a single brand while you’re setting the adjustment up, not while anyone is scanning.

1. Create the adjustment as above, then select Add Products.
2. In the filter row, use Filter by brand to pick the brand you want counted. Leave the other filters and the search box empty, or combine them if you also want to narrow by supplier, product type, or tag.
3. Select every matching variant. The header checkbox selects everything on the current page; page through and repeat if there’s more than one page, then select Add Selected.
4. Select Save.
5. Share the adjustment’s Number with the people who are going to count. They open it and start scanning.

The same four filters, supplier, product type, brand, and tag, are also available when you export a stocktake spreadsheet instead of scanning; see Stocktake from CSV. Once counting starts, the scanner’s own search box only matches by SKU or barcode: it’s a lookup, not a scoping filter like the ones in this dialog.

Choose Add or Set for each line, and the cost

Every line you add starts in Set mode, with its quantity pre-filled to the current on-hand count, so it represents no change until you edit it. Each line has two operations, shown as a toggle next to its Quantity:

• Set — the quantity you enter is the final counted amount. Qoblex works out the difference against what’s currently on hand. Use this when you know the true total but not necessarily how far off the system was.
• Add — the quantity you enter is applied on top of what’s currently on hand, rather than replacing it: it’s a signed change, so enter a negative number to record a decrease. Use this when you know the change itself but not the exact resulting total — for example, type -5 for five damaged units, not 5. Before saving, check the line’s Updated Inventory column: it previews the on-hand quantity the line will produce, so you can confirm the sign is right.

The Cost field next to it can only be edited when a line is set to Add — that’s the cost of the stock you’re adding. On a Set line, cost isn’t something you enter: Qoblex records the product’s own moving average cost when you save the line, not when the count is later applied at authorization.

Save your adjustment as a Draft

Select Save. The adjustment is created (or updated) in Draft status: nothing has moved yet, whether you’re saving before anyone scans or coming back to add more products later.