Stock Adjustments

Gearbox allows you to perform stock adjustments, which means updating inventory levels to match your actual physical stock. This helps correct any discrepancies due to usage, loss, or data entry errors.

⚠️ Note: Stock adjustments require the Parts and Inventory module to be activated as part of your Gearbox subscription.

📌 This article assumes that parts have already been added to your Parts module.

🛠️ To manage stock across multiple stores or locations, contact [e-mail] to enable Multisite Inventory.

How to Perform a Stock Adjustment

1. Click on Parts (1) in the top navigation menu, then select Stock Adjustments (2).

2. Click Add New (3) to begin a new stock adjustment.

3. Complete the stock adjustment header details:

• Adjustment Date (required)
• Description / Reference # (optional)
• Notes (optional)

Click Save and Continue to proceed.

💡 If you're adding new parts into stock (rather than adjusting existing quantities), we recommend using the Purchase Order workflow.

Adjusting a Part’s Stock Level

1. Click Add Item.
2. Select the part you wish to adjust. Only parts marked as stocktake-enabled will appear in the list.
3. Select the Site where the stock is located (this can be “Unallocated”).
4. Optionally add a Note.
5. Enter either:
   • The new total quantity in stock, or
   • The amount to increase or decrease by
6. Click Create Stock Adjustment Item to save the change.

Transferring Stock Between Sites

1. Click Transfer.
2. Select the part to be transferred.
3. Enter the quantity to transfer.
4. Select the From Site and the To Site.
5. Click Transfer Stock to confirm.

⚠️ If there is not enough stock available at the From Site, a warning will be displayed and the transfer will be blocked.

Understanding Multisite Inventory (Optional Feature)

If you manage inventory across multiple locations—such as stores, warehouses, or depots—Gearbox supports a Multisite Inventory feature to help track stock at each location.

When enabled, this allows you to:

• Allocate stock to specific Sites (e.g. Sydney, Melbourne, Brisbane)
• Transfer stock between sites using the Transfer option
• View stock quantities by site in the Parts Register
• Filter reports and part views based on location

⚙️ Multisite Inventory is not enabled by default. Please contact [e-mail] to enable it.

Example:

You have 100 parts in stock at your Sydney site. You transfer 40 to Melbourne.

• Sydney: stock reduced to 60
• Melbourne: stock increased to 40
  
  
   
• Total stock: remains 100
  
  

Filtering by Site

• No filter applied: Shows total stock across all sites:
  
• Filtered by Sydney: Shows stock in Sydney only:
  
• Filtered by Melbourne: Shows stock in Melbourne only:
  

Importing Stock Adjustments

You can also perform stock adjustments in bulk by importing a spreadsheet. This is useful for stocktakes, reconciliations, or setup.

Download the import template from the Stock Adjustments Import screen and complete using the following fields:

• label – Appears as the Description / Ref #
• adjustment date – Date of the adjustment
• notes – Overall stock adjustment note (not item-specific)
• part – The part number. Must exactly match an existing part in Gearbox
• new quantity – The new total in stock
• difference – The amount to increase or decrease
• site – Optional if Multisite is enabled

You only need to provide either new quantity or difference — not both.

Important: Stock Adjustments are not designed to track parts usage against vehicles.

While it's technically possible to use Stock Adjustments this way, it's not recommended or supported. For usage tracking, add parts directly to a Service, Repair, or Tyre record.

If you still choose to proceed:

• Create a separate Stock Adjustment for each vehicle
• Use a unique Label per vehicle
• Use the Note field to provide more detail
• Manually adjust part quantities as needed

⚠️ Stock Adjustments are intended for bulk updates, not vehicle-level tracking.