Goal: Learn how to adjust inventory when physical counts don't match system records.
Prerequisites: You must have coffee inventory in a roasting location.
Why Adjustments Are Necessary
Even with careful tracking, discrepancies between physical and system inventory happen for various reasons:
Sample roasting
Loss during production
Spillage
Rounding errors
Data entry mistakes
Regular inventory audits ensure your production planning is based on accurate data.
Making Adjustments
Go to the Inventory page
Filter to show only 'In-house' coffees
Select the coffees to adjust by checking the boxes
Click Adjust inventory in the Actions menu
Select coffees that need adjustment after physical counting.
The adjustment form shows:
Current recorded inventory
Fields to enter actual quantities
Net change calculations
Comment field for notes
Update values to reflect your physical count and add notes explaining significant changes.
Running Adjustment Reports
For Growth and Scale plan subscribers:
Go to the Reports page
Select Inventory Adjustments from the report list
Set your parameters (date range, etc.)
Click Go!
Inventory reports help identify patterns in adjustments.
Best Practices for Inventory Adjustments
Regular schedule: Establish a consistent schedule for physical counts
Consistent methodology: Use the same counting method each time
Documentation: Always add notes explaining significant adjustments
Single owner: Assign one person to be responsible for adjustments
Team training: Ensure everyone understands how inventory is tracked