Stock Adjustments and Transfers

Stock levels change automatically when purchases are received (increases) and when items are invoiced (decreases). Sometimes the actual physical count does not match the system count. Stock adjustments let you correct the numbers. Stock transfers let you move items between branches or storage areas without creating a purchase.

Stock adjustments

When to adjust stock

• After a physical inventory count reveals a discrepancy
• When items are damaged or disposed of
• When items were dispensed without being invoiced (samples, clinic use)
• To correct data entry errors from purchases

How to adjust stock

From the Inventory List:

1. Find the item in the list.
2. Click the Adjust qty icon (scale icon) in the Actions column.
3. The Adjust Item modal opens.
4. The Current stock field shows the current system value with the unit (e.g., “134 Unit(s)”).
5. Change the number to the correct physical count.
6. Click Submit.

The stock level updates immediately. The change is recorded in the item’s audit log.

From the Item Details page:

1. Open the item from the Inventory List.
2. View the Current Balance in the header section.
3. Click the Adjust qty icon if available, or use Edit to modify the starting stock for a clinic.

What gets logged

Every stock adjustment records:

• The previous value
• The new value
• Who made the change
• When it happened

You can see this in the Item logs tab on the item detail page.

Stock transfers

When to transfer stock

• Moving items from a main warehouse to a satellite clinic
• Redistributing stock between branches based on demand
• Moving items to or from a storage area (cold storage, pharmacy, warehouse)

How to transfer stock

1. Open the item from the Inventory List.
2. On the Item Details page, click Transfer (in the action buttons, top right).
3. The Transfer modal opens
4. Select the destination.
5. Enter the quantity.
6. Click Transfer to confirm, or Cancel to discard.

The stock decreases at the source location and increases at the destination.

Transfer rules

• You cannot transfer more than the available quantity
• Both the source and destination must be configured in your Clinics And Storages settings
• The transfer is immediate and irreversible (to undo, transfer back manually)
• Transfers are logged in the item’s audit trail

Viewing stock across clinics

On the Item Details page, the Clinics tab shows a table with:

This gives you a quick overview of where stock is distributed across your organization.

Purchase history

The Purchases tab on the Item Details page shows all purchase orders that included this item, with their dates and status badges. This helps you understand the replenishment history and identify patterns.

What to do if something goes wrong

Stock showing negative numbers: This means more units were invoiced than were recorded as purchased. Use Adjust Item to set the correct current balance, then investigate the gap (missed purchase entry, or over-dispensing).

Transfer destination not appearing: The destination must be set up in Settings > Clinics And Storages. Ask your administrator to add the clinic or storage area.

Cannot find who adjusted stock: Go to the item’s detail page and check the Item logs tab. Every adjustment records the user and timestamp.

Stock at multiple clinics not adding up to expected total: Each clinic’s stock is independent. Verify purchase records for each branch separately. Some items may have been set with incorrect starting stock during initial setup.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.