Inventory Counts & Adjustments

Physical inventory counts and stock adjustments to reconcile actual vs. system quantities.

Purpose

• Perform physical inventory counts to verify actual stock levels against the system
• Automatically calculate differences between counted and system quantities
• Auto-create draft adjustments for variances found during counts
• Create manual adjustments for damage, expiry, corrections, or other reasons
• Maintain an audit trail with approval and cancellation workflows

Inventory Counts

Entity Attributes

Attribute	Type	Description
id	integer	Auto-incremented primary key
company_id	integer	Company that owns this count
warehouse_id	integer	Warehouse being counted
count_number	string	Auto-generated (e.g., CNT-000001)
date	date	Count date
status	enum	draft, approved, cancelled
notes	text	Optional notes
created_by	integer	User who created the count
approved_by	integer	User who finalized the count
approved_at	datetime	When the count was finalized

Count Item Attributes

Attribute	Type	Description
id	integer	Auto-incremented primary key
inventory_count_id	integer	Parent count
product_id	integer	Product being counted
product_variant_id	integer	Optional variant
unit_id	integer	Unit of measure
system_quantity	decimal(15,3)	System quantity at time of count
counted_quantity	decimal(15,3)	Physically counted quantity
difference	decimal(15,3)	counted_quantity - system_quantity
unit_cost	decimal(15,3)	Average cost from stock balance

Count Workflow

• Draft — can be edited, updated, or deleted freely
• Finalize — refreshes system quantities from current stock balances, computes differences, marks as approved, and auto-creates a draft adjustment for items with non-zero differences

Stock Adjustments

Entity Attributes

Attribute	Type	Description
id	integer	Auto-incremented primary key
company_id	integer	Company that owns this adjustment
warehouse_id	integer	Warehouse being adjusted
adjustment_number	string	Auto-generated (e.g., ADJ-000001)
date	date	Adjustment date
status	enum	draft, approved, cancelled
reason	enum	count, damage, expiry, correction, other
inventory_count_id	integer	Source count (if created from a count)
notes	text	Optional notes
total_quantity_increase	decimal(15,3)	Sum of increase items
total_quantity_decrease	decimal(15,3)	Sum of decrease items
total_value_increase	decimal(15,3)	Total cost of increases
total_value_decrease	decimal(15,3)	Total cost of decreases

Adjustment Item Attributes

Attribute	Type	Description
id	integer	Auto-incremented primary key
inventory_adjustment_id	integer	Parent adjustment
product_id	integer	Product being adjusted
product_variant_id	integer	Optional variant
unit_id	integer	Unit of measure
adjustment_type	enum	increase or decrease
quantity	decimal(15,3)	Quantity to adjust
unit_cost	decimal(15,3)	Cost per unit
total_cost	decimal(15,3)	quantity * unit_cost

Adjustment Workflow

ER Diagram

API Endpoints

Inventory Counts

Method	Endpoint	Description	Permission
GET	/api/inventory/counts	List counts (paginated)	inventory.counts.view
POST	/api/inventory/counts	Create a count	inventory.counts.create
GET	/api/inventory/counts/{id}	Get count details	inventory.counts.view
PUT	/api/inventory/counts/{id}	Update a draft count	inventory.counts.create
DELETE	/api/inventory/counts/{id}	Delete a draft count	inventory.counts.create
POST	/api/inventory/counts/{id}/finalize	Finalize a count	inventory.counts.finalize

Stock Adjustments

Method	Endpoint	Description	Permission
GET	/api/inventory/adjustments	List adjustments (paginated)	inventory.adjustments.view
POST	/api/inventory/adjustments	Create an adjustment	inventory.adjustments.create
GET	/api/inventory/adjustments/{id}	Get adjustment details	inventory.adjustments.view
POST	/api/inventory/adjustments/{id}/approve	Approve an adjustment	inventory.adjustments.approve
POST	/api/inventory/adjustments/{id}/cancel	Cancel an adjustment	inventory.adjustments.cancel

Query Parameters — Counts

Parameter	Type	Description
status	string	Filter by status (draft, approved, cancelled)
warehouse_id	integer	Filter by warehouse
date_from	date	Filter from date
date_to	date	Filter to date
search	string	Search by count number

Query Parameters — Adjustments

Parameter	Type	Description
status	string	Filter by status (draft, approved, cancelled)
warehouse_id	integer	Filter by warehouse
reason	string	Filter by reason (count, damage, expiry, correction, other)
date_from	date	Filter from date
date_to	date	Filter to date
search	string	Search by adjustment number

Examples

Create an Inventory Count

curl

curl -X POST https://moon-erp.elbaset.com/api/inventory/counts \
  -H "Authorization: Bearer {token}" \
  -H "Content-Type: application/json" \
  -d '{
    "warehouse_id": 1,
    "date": "2026-02-23",
    "notes": "Monthly count",
    "items": [
      {
        "product_id": 1,
        "unit_id": 1,
        "counted_quantity": 95
      }
    ]
  }'

Dart

final response = await http.post(
  Uri.parse('$baseUrl/api/inventory/counts'),
  headers: {'Authorization': 'Bearer $token', 'Content-Type': 'application/json'},
  body: jsonEncode({
    'warehouse_id': 1,
    'date': '2026-02-23',
    'notes': 'Monthly count',
    'items': [
      {'product_id': 1, 'unit_id': 1, 'counted_quantity': 95},
    ],
  }),
);

Finalize a Count

curl

curl -X POST https://moon-erp.elbaset.com/api/inventory/counts/1/finalize \
  -H "Authorization: Bearer {token}"

Dart

final response = await http.post(
  Uri.parse('$baseUrl/api/inventory/counts/1/finalize'),
  headers: {'Authorization': 'Bearer $token'},
);

Create a Manual Adjustment

curl

curl -X POST https://moon-erp.elbaset.com/api/inventory/adjustments \
  -H "Authorization: Bearer {token}" \
  -H "Content-Type: application/json" \
  -d '{
    "warehouse_id": 1,
    "date": "2026-02-23",
    "reason": "damage",
    "notes": "Water damage to stock",
    "items": [
      {
        "product_id": 1,
        "unit_id": 1,
        "adjustment_type": "decrease",
        "quantity": 5,
        "unit_cost": 10
      }
    ]
  }'

Dart

final response = await http.post(
  Uri.parse('$baseUrl/api/inventory/adjustments'),
  headers: {'Authorization': 'Bearer $token', 'Content-Type': 'application/json'},
  body: jsonEncode({
    'warehouse_id': 1,
    'date': '2026-02-23',
    'reason': 'damage',
    'notes': 'Water damage to stock',
    'items': [
      {
        'product_id': 1,
        'unit_id': 1,
        'adjustment_type': 'decrease',
        'quantity': 5,
        'unit_cost': 10,
      },
    ],
  }),
);

Approve an Adjustment

curl

curl -X POST https://moon-erp.elbaset.com/api/inventory/adjustments/1/approve \
  -H "Authorization: Bearer {token}"

Dart

final response = await http.post(
  Uri.parse('$baseUrl/api/inventory/adjustments/1/approve'),
  headers: {'Authorization': 'Bearer $token'},
);

Business Rules

1. Counts can only be finalized from draft status
2. Finalizing a count refreshes system quantities, computes differences, and auto-creates a draft adjustment if any items have non-zero differences
3. Adjustments can be created manually or auto-created from counts
4. Approving an adjustment updates stock balances (increase adds stock, decrease removes stock)
5. Cancelling an approved adjustment reverses all stock changes
6. Cancelling a draft adjustment has no stock effect
7. Only draft counts can be edited or deleted
8. Count and adjustment numbers are auto-generated via the Sequence system
9. All operations are company-scoped (tenant-isolated)