Recording stock adjustments with a reason code

Select the correct variant and location. Check whether the system asks for a new total or a quantity change, then record a reason that describes the known event. Keep a reference to the count, delivery or incident behind the entry. A reason code helps explain what staff recorded; it does not prove why stock went missing.

Identify the movement first

Keep receiving, a physical recount, a saleable return and damage distinct. If a count finds fewer units than expected but the cause is unknown, use a count or correction reason and leave the cause open. Do not label the difference theft without evidence.

Suppose the record shows 12 units and staff count 10. Setting the total to 10 differs from entering a change of minus two. Check the entry method before saving. Record the expected and counted figures so a later reviewer can understand the correction.

A useful business record identifies the variant, location, time, previous and new quantity, person making the change, selected reason and supporting reference. Check which of those fields the POS retains. Keep any missing reference in the business’s approved stock record.

Use the reason controls actually provided

Square’s Australian workflow includes predefined adjustment reasons such as stock received, inventory recount, damage, theft, loss and restock return. Square documents custom adjustment reasons for Plus and Premium subscribers with the relevant permissions. Each custom reason has an increase or decrease direction. An account can create up to 10, and deleted reasons still count towards that limit, so agree on clear names before adding them.

In Shopify admin on desktop, staff can adjust inventory using Set to to specify a quantity or Adjust by to add or subtract from the current quantity. Shopify says the activity text displayed in the adjustment history depends on the method used to update inventory.

Square vs Shopify: Inventory adjustment methods

Check the saved record

Find the entry in the adjustment history rather than relying on the new stock number alone. Square’s Australian history view supports filters including date, location, adjustment type and reason. History is available with a Square for Retail Plus or Premium, or Square for Restaurants Plus or Premium subscription.

Shopify records who or what changed tracked inventory. Its product or variant history view covers the last 180 days; it identifies the Inventory adjustment changes report for older activity.

Repeated recount entries can point to a receiving, checkout or counting problem, but the codes cannot identify the cause by themselves. Inspect the relevant transaction and count records, document what was established, and keep the original entry’s meaning intact.

Key facts about stock adjustment history access