Manually Adjusting Item Inventory Version

Contents

Overview

From time to time, you may need to adjust the on-hand quantity of an inventory item. Supply Chain handles inventory adjustments automatically, for example, when items are returned to inventory from a department, or returned from inventory to a vendor. However, some situations -- such as discovering items stored in the wrong location -- require manual adjustments of on-hand quantity. Also, you may wish to set the initial on-hand quantity for new items in an inventory.

If an item is reusable, eventually, it will wear out, and will need to be replaced. When a reusable item can no longer be issued, the on-hand quantity of the item can be reduced using manual adjustment.

Security

To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile. Additionally, for any asset location, you must have permission to maintain the asset location record, including manual inventory adjustments and setting up lot tracking. See "Restricting Users from Editing Asset Location Records."

To adjust an item's on-hand quantity:

1. From the Materials Management main Contents, click Warehousing > Inventory Adjustments.
   The Inventory Adjustment panel appears (Figure 1).

Figure 1 - Inventory Adjustment Panel

2. Select the Item No from the prompt (...).
3. Enter a quantity in the Adjustment Quantity field.
   - Depending on your selection for Adjustment Type, the system either adds or subtracts this quantity from the current quantity, or sets the current quantity to this value.
4. Select an Adjustment Reason Code from the prompt (...)
5. Select an Adjustment Type from the prompt (...). Adjustment Type values are:
   • Add - Add to the on-hand quantity of items.
   • Remove- Subtract items from the on-hand quantity.
   • Set to - Set the on-hand quantity to a specific value.
     

• For example, If you enter 20 in the Adjustment Quantity field, and the Adjustment Type is...
• Add, 20 items are added to the on-hand inventory quantity.
• Remove, 20 items are removed from the on-hand inventory quantity.
• Set To, the on-hand inventory quantity is set to 20.

The application makes the adjustment for the lowest unit of measure of the item as shown in the field Adjusted UOM (Lowest).

Lot Tracking
When you adjust on-hand quantity from the Warehousing contents, the system completes the Lot Tracking field after you enter an Item No. If lot tracking is enabled for the item, this field is selected automatically. Otherwise, the field is blank. See the discussion of Lot Tracking below.

1. Enter any comments that may be helpful.
2. Click Submit. You receive a message that the inventory quantity has been adjusted.

You can also perform manual inventory adjustments from the Materials Inventory menu, as follows:

• Select Inventory > Item Inventory. The Item Inventory list appears.
• Locate the item of interest using the filters and the Position To box.
• Next to the item, select Adjust Inventory.
• Click Go.

The Lot Tracking Setting

Lot tracking allows you to keep records of lot numbers, serial numbers, and/or expiration dates for inventory items. You associate lot-tracking information with patient data when an item is issued. Lot information and patient data can be entered in the system during activities -- such as receiving -- that change the on-hand quantity of an item. Manual inventory adjustment is another such activity. (See Track Lot Information and Patient Information for Items for details.)

For each asset location, lot tracking must be "switched on" and the type of lot information to be tracked must be identified. Items in an asset location use the lot tracking settings specified when the items were assigned, but you can override the settings, if you wish. You can turn lot tracking "off" for any item, and you can select the information -- lot number, serial number, expiration date, all three, or combinations -- that is recorded for each item. (Your user profile permissions must be set for you to turn on lot tracking for an item or asset location.)

The lot tracking setting is visible for items whose inventory you are adjusting. You can adjust an item's inventory from either of two menus:

• From the Materials Management main Contents, select Warehousing > Adjust Inventory (as described above).
  Initially, the panel for inventory adjustment (Figure 1) shows the Lot Tracking field as blank. When you enter an item number, the Lot Tracking field is completed by the system. The field is selected if the item is lot-tracked or unsolicited (blank) if lot tracking is not in effect for the item.
  
  or
  
  
• From the Materials Management main Contents, select Inventory > Item Inventory to view the item inventory.
  Next to any item select, Menu > Adjust Inventory.
  The panel for inventory adjustment appears. Using this path, if lot tracking is enabled for the item, a check in the Lot Tracking field is visible. (Otherwise, lot tracking is not enabled.)

Entering Lot Information When You Manually Adjust Inventory

If your user profile is set up to allow you to enter lot and patient information, you can do so when you adjust an item's inventory. To enter lot information, use the Item Inventory list menu. Since you can also adjust the inventory from the Item Inventory list, if you think that you will also be entering lot information for an item, it may be best to do everything from the Item menu, instead of using the Warehousing menu.

To adjust item inventory and enter lot information from the Item Inventory list:

1. From the Materials Management main Contents, select Inventory > Item Inventory.
   - The Item Inventory list appears.
2. Use the filters and the Position To box to locate the item of interest on the list.
3. Next to the item in the inventory list,
• To adjust the item inventory click Menu > Adjust Inventory. Follow the instructions above for adjusting item quantity.
• When you are finished adjusting inventory, click Menu > Lot Tracking to enter lot and patient data.
  Detailed instructions for entering lot and patient data are in Entering Lot Tracking and Patient Information.

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