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Adjustment Codes

Adjustment codes document why inventory quantities change. Every transaction that increases or decreases on-hand stock is tagged with a reason code, creating an auditable trail for reporting and variance analysis.

Access: System → Lists → System Lists → Financial & Accounting tab → Positive Adj. Codes / Negative Adj. Codes

Quick Reference

TaskSteps
View positive codesSystem → Lists → System Lists → Financial & Accounting → Positive Adj. Codes
View negative codesSystem → Lists → System Lists → Financial & Accounting → Negative Adj. Codes
Add a codeOpen the relevant list → toolbar Add → fill Code + Description → Save
Edit a codeDouble-click or select → Edit → modify → Save
Identify system codesSystem-assigned codes are non-editable and marked in the Type column

System vs. User-Defined Codes

Both code lists contain two kinds of entries:

  • System codes are assigned automatically by transaction workflows (receiving, issuing, work order consumption, etc.). They have negative Record IDs in the list and should not be modified or deleted - doing so would break transaction history.
  • User-defined codes have positive Record IDs. These are the codes staff select when performing manual adjustments. You can add, rename, enable, or disable them freely.

The list columns for both surfaces are identical: Edit, Record, Name, List Top, and Active.

Positive Adj. Codes

Positive codes are applied to transactions that increase on-hand quantities. Examples of system-assigned codes in this list include PO Receive, Appointment Receive, WO Return, WO Assembled, and Physical Inventory. The names your installation shows may differ - the list on screen is the authoritative reference.

Negative Adj. Codes

Negative codes are applied to transactions that decrease on-hand quantities. Examples of system-assigned codes include SO Issue, WO Consumption, Physical Inventory, and PO Correction. As with positive codes, the names vary by installation.

Edit Form Fields

When you open any code for editing, the form shows:

FieldNotes
DescriptionThe code’s display name (up to 50 characters)
EnabledUncheck to hide the code from selection lists without deleting it
List TopCheck to pin this code to the top of selection dropdowns
WarehouseNot user-selectable in this form (field is present but disabled)

Toolbar: Save, Add, Back, Cancel (top); Save, Copy, Customize (bottom).

Adding a Code

  1. Open System → Lists → System Lists and click the Financial & Accounting tab.
  2. Click Open Positive Adj. Codes or Open Negative Adj. Codes.
  3. Click Add on the list toolbar.
  4. Enter a Description (e.g., “Audit Overages” or “Direct Issue”).
  5. Check List Top if this code should appear pinned at the top of dropdowns.
  6. Leave Enabled checked.
  7. Click Save.

Deactivating a Code

To prevent a code from appearing on future transactions without losing historical records:

  1. Open the code for editing (pencil icon).
  2. Uncheck Enabled.
  3. Click Save.

Do not delete system codes (negative Record IDs). Deleting them will corrupt transaction history.

Reporting

Adjustment reason codes appear as filter options on inventory history and variance reports. Consistent code usage makes these reports useful for identifying patterns - for example, separating audit overages from supplier shipment corrections.

  • System Lists - where adjustment codes are accessed alongside other list definitions
  • Admin Options - system-wide settings that affect transaction behavior

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