Adjust and import stock

Correct one product's stock on hand, or load a full stock count from a file.

Overview

Adjust Stock adds to or takes away from one product’s stock on hand, with a note saying why. Import Stock loads a file of quantities for many products at once, and sets each product’s stock to the number in the file. Use an adjustment for a correction, and an import for a stocktake or your first stock count.

Adjust Stock

Adjust Stock sits at the top of Product Details. It appears for tracked products that have not been deleted from Xero.

Step by step: adjust stock on hand

Click Products and Services in the header.
Click the product to open it in Product Details.
Click Adjust Stock.
Choose a date in Date (Optional), if the change is not for today.
Enter the change in Adjustment, such as 5 to add or -2 to take away.
Enter the reason in Note:.
Check Updated Stock On Hand, then click Save.

The adjustment shows in the stock list as Adjustment. Hover over the note icon beside it to read the reason.

Smartworks saves the product’s cost price from Xero with the adjustment, and counts the adjustment in the Adjustments column of cost of goods sold. An adjustment dated in a locked COGS month cannot be saved.

Adjust Stock changes on hand only. To correct an Incoming quantity, use Import Stock, which sets both quantities for the products in the file.

Import Stock

Import Stock sits at the top of the Products list. The file is a CSV or text file with one row per product and no heading row:

Product code - Required, the product’s code in Xero. Capitals do not matter.
On hand quantity - Required, the stock you hold.
On order/incoming quantity - Optional, the stock on order.

Step by step: import a stock count

Click Products and Services in the header.
Click Import Stock.
Choose a Date (Optional), if the count is not for today.
Click Select file and choose the file.
Click Import CSV.

When the import finishes it shows Total rows imported and Products imported.

What an import does

Each row becomes an Opening Balance for that product, dated the day you chose. From that date, on hand is the imported quantity plus anything that moved afterwards. Movements dated before it no longer count. Incoming is reset the same way, but only for rows that have the third column.

An import is not an adjustment, so it does not appear in cost of goods sold. To have a difference from a stocktake costed, enter it with Adjust Stock instead.

When an import is refused

The file goes in whole or not at all. If any row has a problem, nothing is imported and Smartworks lists the rows with errors. A row is refused when:

its product code is not in Xero;
its on-hand quantity is missing or is not a number;
the same product code appears twice in the file.

Fix those rows and import the whole file again. A heading row counts as a row with an unknown product code, so leave it out.

Stock Type Reference

Click the information icon beside Type in a product’s stock list to open Stock Type Reference. It explains each kind of stock movement, grouped as balance, purchase, receiving, usage, adjustment, transfer and cancellation types. Its last section, What Happens When You Receive Goods, walks through the records one receipt creates.

The reference describes Transfer as stock moving between locations. Smartworks has a single stock location, so a Transfer is always the step in a receipt that moves received goods into on hand. It also says balances can be deleted and recreated from Settings. There is no such screen. Load a new balance with Import Stock.

Removing or correcting a stock entry

Most stock entries come from a purchase order, a job or a credit note, and change when you change that document. Smartworks also has a restricted admin mode for deleting, restoring or correcting individual stock entries, through Stock Entry and Edit Opening Balance. It is not on the normal screens, because a mistake there changes stock totals with no matching document. Contact Smartworks support if an entry needs this.