Smart Inventory Management: Making Inventory Adjustments (POS App)

To help you manage non-standard inventory changes that happen in your daily store operations—such as recording damaged goods or losses —we've added the Inventory Adjustment feature to the Smart Inventory Management app. This feature lets you customize adjustment reasons and record these quantity discrepancies directly in the system, significantly improving the accuracy and traceability of your inventory data.

This guide will show you how to use the Inventory Adjustment feature within your POS system to create, edit, submit, and void inventory adjustment orders.

How to Set Up Permission Requirements

This feature involves advanced operations and requires corresponding access permissions, which are set based on staff roles. Follow the steps below to configure the Inventory Adjustment permission:

Assigning Permissions to a Role

1. Log in to your SHOPLINE Admin, go to POS, and click Staff.

2. On the Staff page, click Role management in the top-right corner. 

   

3. On the Role management page, click Create a role in the top-right corner. 

   

4. On the Create a role page, fill in the required information and locate the Inventory section to set Inventory Adjustment permissions:
   • Approval Required: Employees must obtain authorization from a manager with the corresponding permission before the submission is finalized.
   • Allow: Employees have full permission to create and submit inventory adjustment orders immediately without further authorization.
   • Deny: Employees are prohibited from creating or submitting any inventory adjustment orders. 

5. Click Save in the top-right corner.

Assigning Staff Members to the Role

1. Return to the Staff page. Click the pencil icon in the Action column for the corresponding staff member. 

   

2. In the POS access permissions section, set the staff member's access permissions for different stores. To quickly view the assigned role and permissions at a glance, click Display permissions.

   

3. After setting the permissions, click Update in the top-right corner.

   

How to Create an Inventory Adjustment Order

To create a new adjustment order through the SHOPLINE POS app, please follow these steps:

1. From the SHOPLINE POS app, tap the Hamburger icon in the top-left corner, then select Apps. 

2. On the Apps page, tap on Inventory adjustment. 

   

3. Tap on Create in the top-right corner. 

   

4. Next, make sure to fill in the following basic information:
   • Adjustment location: The adjustment location will be your current store location by default and it cannot be changed.

   • Adjustment reason: Select the reason for adjusting the inventory.

     Note: All adjustment reasons must first be configured in the SHOPLINE admin panel.

     Adjustment ID: An adjustment ID will be generated automatically after you have selected an adjustment reason. However, you can manually change it to a custom ID if needed.

5. Enter the products you wish to adjust and the corresponding quantity change. Use a positive number to increase inventory and a negative number to decrease it. Verify your entries using the Adjusted inventory column.

   

6. Click Save and submit, then Confirm in the pop-up to complete the order submission. 

   

   If you want to save your configuration and edit the order later, click Save as Draft.

   

    

Managing Draft Adjustment Orders

After creating draft adjustment orders, you can further edit, submit, or void them as needed.

Editing or Submitting Draft Orders

To edit or submit a previously saved draft order: 

1. Access the Inventory adjustment page, find the draft in the Not submitted tab, and select the adjustment order you wish to edit or submit.

   

2. Update the settings as needed, then click Save and submit. 

Voiding Draft Orders

If you decide to cancel a draft inventory adjustment, follow these steps:

1. Go to the Inventory adjustment page, switch to the Not submitted tab, and select the adjustment order you wish to void. 

2. Click Void on the bottom of the page, and then tap on Confirm.