Stock Adjustments

Overview

Stock adjustments let you correct the recorded stock when it does not match the actual count on your shelf. Every adjustment creates a permanent record in the audit log with the reason, justification, and the staff member who made it.

Adjustments are typically made during physical inventory audits or when discrepancies are discovered.

When to Use a Stock Adjustment

Use adjustments to correct stock in the following situations:

• After a physical inventory count reveals a discrepancy
• When items are damaged or broken
• When items expire and are disposed of
• If there is a suspected theft or loss
• When items are found or recovered
• When items are returned to stock
• To correct a data entry error

How to Make an Adjustment

Adjustments are created through the Inventory Audit process. There are two ways to access it:

Option 1:

1. Navigate to the Inventory page.
2. Click on the product you need to adjust.
3. Click Audit from the quick action toolbar that appears.

Option 2:

1. Navigate to the Inventory page.
2. Click the three-dot menu icon on the right side of the product row.
3. Select Audit from the dropdown menu.

The Inventory Audit modal will open.

Step 1: Select Item

The product is already selected. Confirm it is correct before continuing.

Step 2: Enter Physical Count

The System Count displays the current stock level recorded in C2 Vault.

Enter the Physical Count, which is the actual quantity you have on hand.

The Difference field automatically calculates and displays the discrepancy.

• If the physical count matches the system count, a green checkmark appears with the message "Physical count matches system count. No adjustment needed."
• If the counts do not match, a yellow warning appears: "Discrepancy detected: system shows X, you counted Y. An adjustment of Z will be recorded. A reason is required."

Step 3: Discrepancy Reason

If there is a discrepancy, you must select a reason from the dropdown:

• Physical Count Discrepancy
• Breakage/Damage
• Expiration/Disposal
• Theft/Loss
• Data Entry Error (including initial stock corrections)
• Other (specify in justification)

You may also add optional Additional Notes to provide context or explanation.

Select the Date of the audit or adjustment.

If the physical count matches the system count, you can skip this step and proceed directly to Step 4.

Step 4: Review & Confirm

Click Review & Confirm Audit.

You will be prompted to enter your staff password to confirm the audit. This ensures that all inventory adjustments are tied to a specific authorized user and cannot be performed without proper authentication.

Even if no adjustment is needed, confirming the audit records the date of the physical count. This updates the Last Audit field on the product detail page and helps you track when inventory was last verified.

What Happens After

Once confirmed:

• The product's stock level updates immediately (if there was a discrepancy).
• The Last Audit date is recorded on the product.
• If an adjustment was made, it appears in the product's transaction history, the Activity feed, and the Audit Log.
• The record includes who made the adjustment, the old and new stock values, the reason, the justification, and a timestamp.

All adjustments are permanent and cannot be edited or deleted. This preserves audit trail integrity and ensures compliance with DEA recordkeeping requirements.

Approval Requirements

Depending on your role, adjustments may require approval from a pharmacist or administrator before they are finalized. See the Adding Your Team article for details on which roles require approval for adjustments.