19.6. Transfers, Adjustments, and Cycle Counts: Keeping Stock Honest

Stock records drift from reality unless moving and correcting stock is easy and audited. This is that machinery.

Transfers between locations

Inventory → Transfers moves stock between locations in two steps that match the physical world:

1. Dispatch — stock leaves the source location. It is now in transit: gone from the source, not yet available at the destination. Serialized units show as In transit.
2. Receive — the destination confirms arrival and the stock becomes available there.

A dispatched transfer can be cancelled, which returns the in-transit stock to its source. Technicians can only dispatch out of their own vehicle.

The van load list

Load list answers "what does this van need before Monday?": it compares a vehicle's current stock against its reorder levels and computes the quantities to top it up, ready to dispatch as a transfer from the warehouse — including picking specific serialized units. Restocking the fleet becomes a two-minute review instead of a walk-around with a clipboard.

The van load list computes what a vehicle needs to reach its reorder levels — needed versus on-hand at the source — ready to dispatch as a transfer.

Adjustments and retirements

Real life produces corrections: a damaged unit, a found box, a miscount. Adjustments (from the Stock screen's ledger tooling) are signed quantity changes that require a reason, and retirements remove units permanently (e.g., scrapped gear). For serialized products a positive adjustment asks for the serial numbers of the found units, so a correction still names exact hardware; a negative adjustment or retirement removes specific units. Two things to know:

• Every adjustment and retirement is a permanent ledger entry with who, when, and why — nothing is edited in place.
• All of them surface on the Write-offs report (see Inventory Reporting), totaled per user. Corrections are easy, and visible.

Cycle counts

Inventory → Cycle Counts runs recurring physical counts per location without freezing the warehouse — and without letting the counter see what the system expects.

A count session: each product's counted quantity against what the system expected. Counters record blind; an approver (shown here) reviews the variance and its dollar value before applying it.

1. Start a count for a location. AlgaPSA snapshots the expected quantities and serials at that moment; one open session per location.
2. Count blind. The counter records what they physically find — quantities for bulk stock, serial-by-serial for serialized products — without seeing expected numbers. Status shows Counting.
3. Review. The session moves to review, where variances (counted vs expected, valued at cost) become visible to approvers. Unexpected serials must be dispositioned: add to stock as a found unit, or exclude from the count.
4. Approve. An approver applies the variances as audited adjustment movements; missing serialized units are retired.

Two safeguards:

• Four-eyes: whoever counted cannot also approve the session when another approver exists. A one-person shop may self-approve.
• Staleness: if stock moved between snapshot and approval, the affected line is flagged "Stale — stock moved, recount" and skipped rather than applying a wrong correction.

If the numbers ever look wrong

The ledger is the truth; the per-location totals are a cache built from it. Rebuild stock caches on the Stock screen recomputes every total from the ledger and reports exactly what it corrected. Use it after any suspected glitch rather than "fixing" quantities with manual adjustments.