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Receive, count, adjust, and transfer stock

Choose the operation that matches what physically happened. Receiving, cycle counting, adjustment, and transfer have different evidence and audit meaning even when they change an on-hand quantity.

Choose the right operation​

Physical eventOperationEvidence to keep
Goods arrived from a supplierReceive stockSupplier/reference, quantities, receiving location
Staff physically checked a shelfCycle countCounted quantity, counter, discrepancy review
Damage, correction, or write-offAdjustmentReason and supporting note
Goods move between Nox Billings locationsTransferSource, destination, dispatched and received quantities

Receive stock​

  1. Select the receiving location before entering quantities.
  2. Open Inventory → Receive stock.
  3. Add each product and the quantity physically received.
  4. Add the available supplier or source reference.
  5. Review unit and quantity carefully, then submit once.
  6. Confirm the receiving record and updated stock at that location.

OCR intake can help prepare a draft from a shelf photo or document where enabled. A person must review the recognized products, units, quantities, and confidence before posting. OCR output is not evidence by itself.

Run a cycle count​

  1. Define a manageable count scope and avoid selling or moving scoped goods during the count where possible.
  2. Open Cycle counts, create or open the count, and record physical quantities.
  3. Review discrepancies before completion.
  4. Investigate large differences instead of forcing the expected number.
  5. Complete the count and confirm resulting inventory records.

Record an adjustment​

Use adjustment only when receiving, sale, refund, count, or transfer does not represent the event. Enter the quantity direction and a reason specific enough for a later reviewer to understand the change.

Transfer between locations​

stateDiagram-v2
  [*] --> Draft
  Draft --> InTransit: dispatch from source
  InTransit --> Received: destination confirms
  InTransit --> Exception: damaged, short, or wrong destination
  Exception --> Received: reviewed resolution
  Received --> [*]
  1. Create the transfer at the source location and choose the destination.
  2. Add products and quantities, then review availability.
  3. Dispatch once the goods physically leave the source.
  4. At the destination, compare the delivery with the in-transit record.
  5. Receive only the quantities actually accepted and record exceptions using the available workflow.

Expected result​

Each location’s inventory reflects the recorded operational event, in-transit stock remains visible until receipt, and discrepancies have a reasoned audit trail.

Recovery​

  • Wrong location selected: stop before submission. After posting, use an explicit correction rather than editing evidence silently.
  • Duplicate-looking receipt: inspect history and references before retrying a timed-out request.
  • Transfer is still in transit: confirm the destination and physical delivery; do not create a second transfer to hide the first.
  • Count differs unexpectedly: check unit of measure, recent sales/refunds, transfers, and receiving records before adjustment.