How and When to Use Parts Stock Adjustments

This guide explains how to write off parts stock in Navigator and when to use stock adjustments.
Stock adjustments keep your inventory accurate by ensuring the system reflects what’s physically on the shelf.

Why This Matters

Accurate stock levels prevent incorrect ordering, improve reporting, and ensure financial records match real-world inventory.
Using the correct adjustment method also keeps audit trails clean and helps identify recurring stock issues.

When to Use Stock Adjustments

Use stock adjustments when:

• A part has been lost, damaged, or scrapped.

• A quantity error was found during a stock check.

• Parts were used internally but not recorded on a job.

• The system shows stock that is no longer physically available.

• You need to correct an over-receipt or miscount.

Avoid using stock adjustments for:

• Regular sales or returns (use the correct sales or return process instead).

• Supplier returns (use the purchase return function).

Stock adjustments should only be made when you are certain the quantity change is genuine and justified.

How to Write Off or Adjust Parts Stock

Step 1: Access the Stock Take Function

1. Go to Parts > Stock Take.

2. This module allows you to update stock levels or write off items no longer held in inventory.

Step 2: Enter Stock Details

For each part that needs adjusting:

1. Enter the Part Number.

2. In the Quantity field, enter the actual count of the part currently on the shelf.

   • Enter 0 if the part is missing or being written off.

3. Click ADD to add the part to the stock take list.

4. Repeat this process for all parts requiring adjustment.

Step 3: Complete the Stock Take

1. Review all entries carefully for accuracy.

2. Click COMPLETE to finalise the stock take.

Outcome

• The system automatically updates stock levels to match the quantities entered.

• Any difference between the recorded stock and the actual stock will be adjusted.

• Financial records and inventory values will update to reflect the new quantities.

Best Practices

• Daily Stock Checks: Add small stock checks into your daily routine to catch errors early.

• Weekly Adjustments: Use the Stock Take function regularly for small corrections.

• Annual Full Stock Take: Perform a full stock reconciliation at least once per year.