Home

⌘K
  2. Home
  4. Docs
  6. Home
  8. Journals
  10. Adjustment Journals

Adjustment Journals

Overview

Adjustment journals are used to correct inventory quantities in Resico ERP. They record increases or decreases in stock for specific products and locations. Users can create journals, add lines for each adjustment, import or export lines, and approve the journal to update stock levels. The list page allows filtering existing journals, exporting them and configuring visible columns.

Who Can Use This

  • Users with view Adjustment Journals rights can see the list of adjustment journals and open approved journals.
  • Users with edit Adjustment Journals rights can create and modify open journals.
  • Users with approve Adjustment Journals rights can approve journals to update stock levels.
  • Users with reopen Adjustment journal rights can undo an approved journal if corrections are needed.

Preconditions

  • The products to be adjusted must exist in the product list.
  • The locations (stores or warehouses) must be set up in Retail Setup.
  • Journal reasons (if used) should be configured in Retail Setup → Journal Reasons.

Navigation

From the main menu, navigate to:

ERP → Journals → Adjustment Journals

Step‑by‑Step Process

  1. Working with the list of adjustment journals:
    • After opening Adjustment Journals, you see a table listing all journals with columns for journal code, name, number of lines, amount, status, approved date and modified by. The header includes a Status drop‑down (All/Approved/Open) and a Search box to quickly filter journals Resico Logo
    • Use the green Export button to export the list of journals to a spreadsheet Resico Logo
    • Click the blue column‑configuration button (to the right of the Export button) to choose which columns are visible in the tableResico Logo
    • Open an approved journal by clicking View entries. Open journals have additional Edit, Delete and Approve actions in the Actions columnResico Logo
    • To create a new journal, click Create new adjustment journal (top right of the page)Resico Logo
  2. Creating a new adjustment journal:
    1. On the journal page, enter a unique Journal code (short identifier) and a descriptive Journal nameResico Logo
    2. Add lines by clicking Add a new journal line. For each line specify:
      • Date – the adjustment date.
      • Product No. – select the product to adjust.
      • Location – select the warehouse or store.
      • Quantity (Qty +/‑) – enter a negative number to decrease stock or a positive number (with or without ‘+’) to increase stockResico Logo
      • Reason – (optional) choose a reason from journal reasons.
      Rows can be edited by double‑clicking on them and deleted via the red Delete buttonResico Logo
    3. Use the green Import / export drop‑down to import lines from a template, export the journal’s lines or download the adjustment act as a PDFResico Logo When importing, use the provided Excel template (.xlsx format) with these column headers in this order: Date, Product No., Quantity, Location Id and Reason. Dates must be in dd‑mm‑yyyy format, product numbers can be up to 50 characters, quantities must be numeric (use negative values for decreases), location codes up to 20 characters and reason codes up to 20 characters. Lines with invalid data will be rejected during import.
    4. Click Save to store the journal. Saving does not affect stock levels yet.
    5. When all lines are correct, click Approve journal. Approval posts the adjustments and changes stock levelsResico LogoAfter approval, the journal becomes read‑only.Resico Logo
  3. Editing an open journal:
    1. In the list page, click Edit for an open journal.
    2. Modify the header (code or name) or journal lines. You can add or delete lines as needed.
    3. Save the changes and approve when ready.
  4. Viewing an approved journal:
    • Click View entries for an approved journal. The lines are displayed in read‑only mode with an Export journal lines button and a Download button to download the adjustment act.
    • If you have permission, you may see an Undo approve button which reopens the journal for correctionsResico Logo

Required Fields

  • Journal code – user‑defined identifier up to 40 characters; must be unique (mandatory).
  • Journal name – descriptive name up to 45 characters (mandatory).
  • For each line: Date (in dd‑mm‑yyyy format), Product No. (up to 50 characters), Location (up to 20 characters) and Quantity are mandatory.

Validation Rules

  • A journal cannot be approved without at least one line.
  • The quantity must be numeric; negative values decrease stock and positive values increase stock.
  • Only users with approval rights can finalize a journal; others will not see the Approve journal button.
  • Once approved, a journal cannot be edited unless reopened (requires reopen Adjustment journal rights).
  • Journal codes must be unique and contain no more than 40 characters.
  • Journal names must not exceed 45 characters.
  • Product numbers must refer to existing items and may be up to 50 characters in length.
  • Location codes must match existing locations and may be up to 20 characters.
  • If you specify a reason, it must exist in Journal Reasons and be no more than 20 characters.

Common Errors

  • Missing mandatory fields: If any header field or line field is empty, the system will highlight it in red and prevent saving.
  • Attempting to approve with invalid quantities: Non‑numeric or zero quantities will trigger an error.
  • Edit button disabled: Occurs when the journal status is Approved; use View entries instead.
  • Import failure: Importing journal lines with an incorrect file type, wrong column order or invalid values will result in an error. Use the provided XLSX template and ensure the columns are ordered Date, Product No., Quantity, Location Id, Reason; dates must follow dd‑mm‑yyyy format and values must meet length and data‑type requirementsResico Logo

Troubleshooting

  • If you cannot find a journal, verify the status filter is set to All or the appropriate status and use the search field to locate it.
  • If a journal line’s product or location is missing from the drop‑down, check that the product and location are active in the respective modules.
  • If stock levels have not changed after saving a journal, ensure the journal has been Approved; saving alone does not modify stock.
  • To correct an incorrect approved journal, either create a new adjustment journal with opposite quantities or use the Undo approve function (subject to permissions).

Related Pages