Inventory Adjustment and Cycle Counts

  • Post category:apt-university
  • Reading time:5 mins read


  • How can i have my employees perform a count of inventory items to be approved?
  • How can I quickly adjust product in/out without a purchase or sale?
  • How can I adjust my stock if I’m using Lot/Serial numbers or Picking Locations?

Webinar transcript

APT University: Inventory adjustments and cycle counting

Hello and welcome to AdvancePro University, Today we’re going to be looking at the various ways of updating your inventory counts and what they’re for. Specifically We’ll be looking at cycle counts, which are great for sending an employee out to do a count which you’ll then review, we’ll be looking at the manage inventory tool which is for direct and immediate editing of stock levels, as well as adjusting lot numbers and picking locations, and we’ll be looking at the multiple line adjustment tool, which is used for listing off items to be added or removed, generally speaking this is for items you want to track, but aren’t necessarily buying or selling, you might also use this for writing product off that has expired.

Remember if you have a question you can ask it by typing it into the questions tab on your gotowebinar panel and we’ll be answering them at the end of the presentation.

So lets jump right into AdvancePro today, and we’ll be starting with cycle counts – these are found under the products tab.

So the first thing is we have to create a count, we give it a name, and a picker, if we’re using picking locations we must count by picking location, if we’re not using picking locations, we can count by all kinds of filters including category and vendor.

So we’ve created the count and we can start it immediately, just so you get the idea of the full flow, I’m going to back out, now imagine we were just the manager, and I’m the picker looking at my tasks, I can go to view all cycle counts and see that there’s a count assigned to me. Now I can open that up, start the count, print off a count sheet if i want, or i can perform the count using AP Mobile, our android app. And when I’ve put in my new figures I can hit done. Now you’ll see that anything I don’t update here, won’t change the value, so I can just count a single item on the list if I need to.

Now that the count is complete, as a manager i could log in and approve the count from view completed counts.

So we can set up a count, assign it to a picker, and when they complete it, it comes back for approval or rejection before the items are counted, just a note that items undergoing a cycle count are locked and can’t be picked or edited.

Next lets talk about the manage inventory screen, so here we can see our inventory levels for all inventory products, and we can make direct edits in the new qty column. From there, we can click update and provide a reason to update the values, If you’re using the picking locations feature, you will have to remove the items from a picking location manually before you can adjust them out, you can do this by clicking the location name listed to the left of the stock amount. You’ll have to put them back into a location if you manaually adjusted them in.

Also, if you’re using lot numbers, you can add or remove them by clicking the LS button that will appear as long as the product has at least one Lot or serial number in stock, if not, you will need to visit the product under view products rather than Manage inventory, and visit the Lot/Serial tab to add those items.

Now when we visit manage inventory, we have another way to adjust inventory, and that’s called the multiple adjustment transaction. Essentially this creates a document like an order, where you can add or remove items by positive or negative adjustment amounts. So line 1 can be positive, line 2 can be negative.

Our customers use this for all kinds of functions, including sending items to third party providers, writing off product, really any time you need to add or remove inventory without a purchase or sale.

You’ll see the options for picking location and Lot serial are very similar to a ship or receive depending on whether the adjustment is positive or negative.

When you’re done, you can add a reason for this adjustment event, and it will be saved as a record in AdvancePro, to access a history, you’ll be able to see them from the eye icon on manage inventory (which can actually include a history of all transactions that affect inventory) or as a list of documents by pressing the multiple adjustment and transfer history button at the bottom of the screen.

So this concludes our lesson today.