Negative stock adjustment process

Negative Stock Adjustment Process

Method 1: Manual Stock Adjustment

Step 1: Create a New Stock Adjustment Document.

  • Navigation Path >

  • Parts → Inventory → Adjustment → Stock Adjustment.

    1. Open the system and navigate to the Stock Adjustment section.
    2. Click the New button to create a new Stock Adjustment document.
NotesNote: A Stock Adjustment Requisition document is not mandatory.


Step 2: Enter Document Details

  1. Branch - Select the appropriate branch where the stock adjustment is to be made.
  2. Adjusted By -  Enter the Employee Code of the user performing the adjustment.

Step 3: Enter Part Details

In the Part Details section:

  1. Select the required Part Code from the drop-down list.
  2. Enter a valid Location.
    • Use the Stock Position As-On Report to verify the available stock and location before performing a negative adjustment.
  3. Enter the Negative Quantity to reduce stock.
  4. Cost and MRP will be populated automatically after entering the negative quantity.
  5. Enter appropriate Remarks, if required.



Step 4: Verify Error Log and Save

  1. Review the Error Log, if any validation messages are displayed.
  2. Correct the errors as required.
  3. Save the document successfully.


Method 2: Bulk Negative Adjustment Using Excel Import Utility.

Step 1: Download the Excel Template.

  1. Download the format for Excel Import Utility.



  1. Download the prescribed Excel format/template.




Step 2: Get Data.

  1. Download stock details from the Stock Position As-On Report.


Info
Data Entry Guidelines
  • Enter all Part Code in Text Format.
  • Enter quantities with a minus (-) sign for negative adjustments.
  • Do not enter Cost and MRP values. These fields are automatically populated by the system.
  • Supplier Invoice Number & Supplier Invoice Date is Not Mandatory.  



Step 3: Import the Excel File

  1. Upload the completed Excel file.
  2. Click Get Part Details.




Step 4: Verify & Save.

  1. Verify the imported data.
  2. Save the document.



Notes
Important Notes :

Prior to performing stock nullification through stock adjustment, all the following pre-requisites must be completed and verified:

1.1 Pickslips

  • All Pickslips must be closed.
  • Open Pickslips older than 3 months should be identified and closed.

Steps:

  1. Navigate to:
    Parts → Sales → Pickslip Statement
  2. Apply the required filters.
  3. Generate the report.
  4. Identify Pickslips with Open Status.
Close all open Pickslips.




1.2 Sales Orders

  • All Sales Orders must be either:
    • Delivered, or
    • Cancelled
No pending Sales Orders should exist before Negative stock adjustment.




1.3 Shortage/Damage/ Excess Claims

  • All Shortage / Damage & Excess quantity must be closed.
  • Claims should be approved and finalized by TVS Warehouse before proceeding.
SOP available in Knowledge base - 

DCR (Dealer Claim Requests) - https://tvshelpdesk.excellonsoft.com/portal/en/kb/articles/dcr-dealer-claim-requests
Excess Stock Reconciliation - https://tvshelpdesk.excellonsoft.com/portal/en/kb/articles/excess-stock-reconciliation-esr


1.4 Picklists

All Picklists must be completed before stock nullification.

Open Picklists should be processed by either:

Option A: Create Sales Invoice - Generate the corresponding Sales Invoice against the Picklist.

Option B: Cancel Picklist - Cancel the Picklist if it is no longer required.

Verification:

  1. Open the Picklist Statement Report.
  2. Apply the Open Status filter.
  3. Verify that no Picklists remain in Open status.


  1. After completing the negative stock adjustment, verify the available quantity using the Stock Position As on Report.
  2. Ensure that all stock adjustments are accurately reflected to prevent inventory discrepancies.
  3. The hyperlink for opening a Stock Adjustment document will no longer be available. Users must review adjustment details through the Stock Adjustment Statement Report.




Warning
Validation Checks and Warnings :
1. Quantity Exceeds Available Stock

If the adjustment quantity entered is greater than the available stock, the stock position report will display a negative quantity balance.

2. Invalid Location

If an incorrect or unavailable location is entered in the Excel sheet, the system will display the following validation message:

"Selected Location is Not Applicable."




3. Invalid Part Number

If an incorrect Part Number is entered in the Excel sheet, the system will display the error in the Error Log.




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