Complete Inventory Correction

Complete Inventory Correction

Complete Inventory in AltheaSuite allows you to correct the stock of the items in your warehouse by scanning the QLNs/Serial Numbers. This correction is to be made to ensure the stock of the items in the warehouse and the count of the QLNs/Serial Numbers available in the inventory are the same.

This is a bulk operation as it involves all the serialized items from the warehouse to be scanned in the document.

There are a few precautions you need to follow before you start with the inventory correction:

• This process is to be performed during non-working hours.
• Make sure you do not modify or make changes to the other documents related to
sales or purchase while Inventory Correction process is In Progress.
• Make sure you also consider the inventory and QLNs that are already associated
with your open Deliveries/ QLNs loaded in Truck for pending Trips.
• Businesses having multiple warehouses, it is highly recommended to start this
process with one warehouse at a time.
• Make sure you scan your inventories and complete the process on the same day.

Before we look at the steps on how to perform complete inventory correction, it is important you know about the QLNs/Serial Numbers statuses available in the system.

Serial numbers generally have 3 statuses In Hand, Committed and Not In Hand.

In Hand: The serial number with this status means they exist in your inventory, and it has a warehouse associated with it.

Committed: This status indicates the serial number is committed to a customer against some document, it can be either Sales Order or Sales Invoice and the item is not delivered to customer. Serial numbers with this status also have a warehouse associated with.

Not In Hand: These serial numbers do not exist in your inventory; these are either sold to your customers or returned to your vendors. The serial numbers in this case do not have a warehouse with them.

If the inventory of the item is damaged/missing and it is done through a stock correction document, in that case you will the stock correction warehouse with these serial numbers.

Not In Hand serial numbers associated with stock correction will show up in the Serial Numbers module only when Include Stock Corrections is checked.

Starting a New Document

Under the Complete Inventory menu option, click on the QLN Stock Correction button to start a new document.

In the QLN Stock Correction screen, select the Business Location and Warehouse where you want to correct the stock. The inventory in the system is maintained by the warehouse, it is important that you select the correct warehouse here.

With the barcode scanner, start scanning the QLNs in the QLN field to start the process.

The scanned QLNs will get added to the grid under the Scanned QLNs section.

When you scan a QLN that does not exist in the system, you will see a confirmation message as shown below. Before you confirm, please validate whether you have scanned the correct QLN number. Clicking on Yes will add the scanned QLN to the grid.

The QLN added to the grid will show Unknown and you will see the item details like SKU and Name will appear blank as the system does not have the details of this QLN.

Hold & Pick QLN

Stock Correction Inventory correction is a time-consuming process, and it involves you focusing on the inventories that are already scanned and the inventories that are left to be scanned. You can hold the document any time and resume the QLN scanning. To put the Inventory Correction on hold, click on the Hold link button.

To resume the QLN stock correction, select the held document and from the 3 dots select the option Pick Held. The system will populate the QLNs that were already scanned and you can proceed with new scan.

Saving the QLN Stock Correction

Once you are done with scanning QLNs for all the items in the warehouse, you can click on Save button. You will see a confirmation message, click on Yes to save the document. When you save the document, your inventory will not be affected as of now. There is one step left to complete the process.

Working with multiple documents against the same warehouse

For the business having large inventories, it highly recommended that multiple users can perform the QLN stock correction on the same warehouse to speed up the process. This can be managed by creating multiple documents and multiple users can simultaneously scan the inventories they see in their warehouse.

You can add some details in the Stock Correction Link String to indicate the other users that you are scanning inventories of specific data like categories or brands.

When you save the document, you will see multiple documents created by multiple users
for the same warehouse. You will also see the link code against these documents.

You can then merge these documents into one by selecting the documents from the same
warehouse and click on the 3 dots option.

Click on Merge Selected QLN Stock Corrections to merge them into one.

You will see confirmation message as shown below, click on Yes to merge.

You will then see a single document and the system adds all the QLNs that were scanned in the other document into the merged document.

Deleting the pending status QLN Stock Corrections

There is an option to delete the QLN stock correction document in case you have scanned the wrong QLNs or mixed-up inventories from different warehouses, you can click on the 3 dots option and select the Delete option. You will be able to delete only the documents that are with the status Pending.

Clicking on the Delete option will show you a confirmation message, click on Yes to delete the document.

Completing the status of QLN Stock Corrections

This is the final step for Complete Inventory Correction. Once you mark the document as
Complete, you cannot reverse the process. At this point you make sure all the QLNs
available in your inventory are scanned in the document.

Select the document with pending status and click on 3 dots to select the option
Complete Selected QLN Stock Corrections.

Click on Yes to confirm the complete process.

The status of the Inventory Correction document will change to Applied.

System generated Stock Correction documents

Once you have completed the inventory correction document, the system will auto create stock correction documents. The system will create these documents only when if it finds a mismatch between the inventory that existed before and the inventories that were scanned in the correction document.

Example 1: The inventory of the item in the system had 3 quantities earlier but only 2 QLNs of the item were scanned in the Complete Inventory Correction document. The system then creates a stock correction document to adjust the stock of the item as per the count of the QLNs scanned in the Complete Inventory Correction document.

Example 2: If there were items with inventories in the system but none of the QLNs for the item were scanned in the Complete Inventory Correction document then the system creates auto creates a stock correction document and makes the stock 0 for the items in the selected warehouse.