Inventory Adjustments, Transfers & Physical Inventory Guide

How to correct stock, move items between locations, and perform physical stock counts in QBM.

Inventory & POS Stock Control End-User Guide

Overview

These three stock-control tools are related, but each has a different purpose.

Screen Use It When
Inventory Adjustment You need to correct stock quantity or value.
Transfer Items You are moving items from one store or location to another.
Physical Inventory Worksheet You are counting actual stock and comparing it to QBM.

Inventory Adjustment

Tab Path: Inventory > Inventory Adjustment
  1. Enter the date, location, account, and description.
  2. Add the items that need correction.
  3. Use the entry tools to change quantity, clear values, or enter a new quantity where needed.
  4. Review the adjustment lines carefully before saving.
  5. Save the adjustment and keep the reason clear in the description.
  • Use Show Inactive Items only when older items still need correction.
  • Use the Excel load option when a larger prepared adjustment needs to be imported.
  • Use the item detail shortcut if the stock issue requires item review before adjustment.

Transfer Items

Tab Path: Inventory > Transfer Items
  1. Select the transfer date and enter a clear reference or description.
  2. Choose the Source Store and Destination Store.
  3. For each line, confirm the source location, destination location, item, quantity, and unit.
  4. Handle lots or serials where the item requires them.
  5. Save and print the transfer if a paper or PDF record is required.
Important: A transfer moves stock between locations. It does not correct stock errors. Use Inventory Adjustment when the issue is accuracy rather than movement.

Physical Inventory Worksheet

Tab Path: Inventory > Physical Inventory Worksheet

This screen is used to count what is physically on hand and compare it with the system quantity.

  1. Select the store to be counted.
  2. Search or scan items into the worksheet.
  3. Enter the counted quantity for each item.
  4. Review unit, counted quantity, new value, and quantity difference.
  5. Use multi-scan where your stocktake process counts repeated scans as quantity increases.
  6. Review the differences and complete the follow-up process approved by your company.
Tip: The worksheet is the counting and comparison tool. Many companies then use the results to prepare a formal stock adjustment after review.

Which One To Use

Situation Use
Stock is wrong because of damage, shrinkage, correction, or stocktake result Inventory Adjustment
Stock is being moved between branches or internal locations Transfer Items
You are doing a count and want to compare book stock with actual stock Physical Inventory Worksheet

Best Practice

  • Always record a clear reason for stock corrections.
  • Separate stock movement from stock correction in your daily workflow.
  • Count physical inventory by store or area to reduce confusion.
  • Review large differences before posting final corrections.
  • Use lots, serials, and units carefully so stock stays traceable.