AutoCount Stock Adjustment Request Plugin

AutoCount Stock Adjustment Request Plugin — Stock Adjustment Approval Workflow for AutoCount

AutoCount Stock Adjustment Request Plugin is an AutoCount Accounting add-on that introduces a request-and-approval workflow for stock adjustments. Instead of allowing warehouse staff to post stock adjustments directly — adding or removing stock from the system without oversight — this plugin requires adjustments to be submitted as requests first. A supervisor or manager reviews the request details — which items, what quantities, which location, and the reason for adjustment — then approves or rejects it. Only approved requests are converted to actual Stock Adjustment documents in AutoCount. Designed for Malaysian SMEs that need internal controls over inventory changes to prevent unauthorised stock write-offs, shrinkage concealment, and unaccountable stock movements.

Why AutoCount Stock Adjustment Request Plugin?

In standard AutoCount Accounting, any user with Stock Adjustment access can post an adjustment directly — increasing or decreasing stock quantities without a second pair of eyes reviewing it. A warehouse staff member can write off 50 units of a high-value item, add phantom stock to cover a shortage, or adjust quantities to hide theft — and the adjustment is posted immediately with no approval required. This is a significant inventory control gap. Stock adjustments directly affect your balance sheet asset values, cost of goods sold, and gross profit calculations. The Stock Adjustment Request Plugin closes this gap by separating the request (warehouse staff) from the approval (management) — ensuring every stock change is reviewed before it hits the books.

AutoCount Stock Adjustment Request Plugin Key Features

Stock Adjustment Request Entry

Warehouse staff create stock adjustment requests instead of posting adjustments directly. Enter the items to be adjusted, the adjustment quantity (increase or decrease), the warehouse location, and the reason for the adjustment. The request is saved in a pending approval queue — no stock quantities are changed at this stage. The items and quantities are documented but not yet applied to inventory.

Reason for Adjustment

Each request requires a reason or justification for the adjustment. Common reasons include damaged goods, expired stock, stock count variance, sample/demo usage, production wastage, customer returns (without CN), internal consumption, or stock found. The reason is visible to the approver and becomes part of the permanent audit record. This forces warehouse staff to document why every adjustment is needed — not just what is being adjusted.

Approval Workflow

Supervisors and managers access a centralised screen showing all pending stock adjustment requests. Review the items, quantities, locations, and stated reasons. Approve the request to convert it to an actual Stock Adjustment in AutoCount. Reject the request if the justification is insufficient, quantities are questionable, or the adjustment is not authorised. Add comments to the approval or rejection for the requester's reference.

Approved Request to Stock Adjustment Conversion

When a request is approved, the plugin automatically converts it to a Stock Adjustment document in AutoCount — with all items, quantities, and locations pre-populated from the approved request. The Stock Adjustment is posted to the inventory module, updating stock balances accordingly. No manual re-entry of the adjustment details — the approved request becomes the Stock Adjustment directly.

Rejection with Feedback

Rejected requests are returned to the requester with the approver's comments — "insufficient justification," "quantity exceeds expected variance," "recount required before approval," or any feedback the approver provides. The requester can amend and resubmit a corrected request or take the requested action (e.g. recount) before resubmitting. This creates a dialogue between warehouse and management without informal back-and-forth.

Request Status Tracking

Every request carries a status — Pending, Approved, Rejected, or Converted. Track all requests from submission through final disposition. The warehouse team sees which of their requests are awaiting approval, which have been approved, and which were rejected. Management sees the volume and nature of adjustment requests across all locations and staff.

Access Right Control

The plugin integrates with AutoCount's User Maintenance and Access Right system. Define which users can create stock adjustment requests, which users can approve them, and which users can view the request history. Proper segregation of duties — the person working in the warehouse submits requests, and a manager or supervisor who doesn't handle physical inventory approves them.

Audit Trail

Every request maintains a complete audit trail — who requested, when, what items and quantities, the stated reason, who approved or rejected, when, and any comments. The audit trail connects the request to the resulting Stock Adjustment document in AutoCount. Auditors can trace any inventory change from the original request through the approval to the posted adjustment — full accountability at every step.

Who Should Buy AutoCount Stock Adjustment Request Plugin?

Warehouses & Distribution Centres

Warehouses managing high-value inventory where uncontrolled stock adjustments pose significant financial risk. The plugin ensures every stock write-off, write-on, and variance adjustment is reviewed by management before it affects inventory balances and financial reports.

Retail Chains & Multi-Outlet Businesses

Retailers with multiple outlets where each branch may need stock adjustments for breakage, theft, expiry, or count variance. Head office approves adjustment requests from branches — preventing individual outlet managers from making unaccountable stock changes.

Manufacturing Companies

Manufacturers that need to adjust raw material stock for wastage, spillage, or production variance. Production supervisors submit adjustment requests — the inventory controller or finance manager approves after verifying the justification against production records.

F&B Businesses with Perishable Stock

Restaurants, bakeries, and food businesses that regularly write off expired or spoiled stock. Staff submit adjustment requests documenting the spoiled items — management approves after reviewing whether the write-off quantities are reasonable. Prevents excessive shrinkage being hidden in routine adjustments.

Businesses with Shrinkage or Loss Prevention Concerns

Any business where stock shrinkage — theft, mishandling, unrecorded damage — is a concern. Requiring approval for every stock adjustment creates a deterrent against concealing losses through direct adjustments. Every stock reduction must be justified and approved before the system reflects it.

Businesses Preparing for Audit

Companies that need a documented approval trail for stock adjustments to satisfy external auditors. Auditors routinely examine stock adjustments for unusual patterns — the plugin's request-approval-conversion trail provides the evidence that every adjustment was authorised.

Stock Adjustment Request Plugin vs Standard Stock Adjustment

Standard AutoCount Stock Adjustment: any authorised user posts an adjustment directly — stock quantities change immediately with no review step. Stock Adjustment Request Plugin: users submit requests → supervisors review and approve → only approved requests become Stock Adjustments. The difference is oversight. Standard is faster for small businesses where the owner handles everything. The Request Plugin is essential for businesses with multiple warehouse staff where management needs control over inventory changes. If the person adjusting stock and the person responsible for stock accuracy are the same person, standard is fine. If they're different people — and they should be — you need the Request Plugin.

What's Included

✅ Stock Adjustment Request Entry (Items, Quantities, Location, Reason)
✅ Mandatory Reason for Adjustment
✅ Approval Workflow (Approve / Reject with Comments)
✅ Approved Request → Stock Adjustment Conversion (Auto-Populate)
✅ Rejection with Feedback to Requester
✅ Request Status Tracking (Pending, Approved, Rejected, Converted)
✅ Access Right Control (Segregation of Duties)
✅ Full Audit Trail (Request → Approval → Stock Adjustment)
✅ Compatible with AutoCount Accounting 2.2