5 Ways to Manually Adjust Stock in VNDLY [2026 Guide]

Your system says 48 units. Your warehouse team just counted 43.

That five-unit gap isn't going to fix itself. Somewhere between the last delivery, a return, and a miscount during the morning rush, your stock levels drifted. Manual inventory adjustments exist for exactly this moment - to bring your records back in line with reality before that discrepancy cascades into a stockout warning or an oversold order.

This guide covers five situations where you'll need to make a manual stock adjustment in VNDLY, and exactly how to handle each one - with the real button labels and field names from the app.

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Why Stock Levels Drift (and Why That's Normal)

Even in a well-run warehouse, stock levels drift. A product gets damaged and pulled off the shelf. A supplier sends 12 units instead of the 10 on the purchase order. A team member picks the wrong SKU and ships it without logging the change.

According to inventory accuracy research, average inventory accuracy in retail warehouses sits around 63% - which means roughly one in three stock records is wrong at any given time. Manual adjustments are how you keep the other two-thirds honest.

The goal isn't to adjust constantly. It's to have a system where, when you do need to correct a number, the change is logged, attributed to a person, and visible to anyone who needs to find it later.

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The Two Ways to Adjust Stock in VNDLY

VNDLY gives you two tools for manual adjustments:

Quick Adjust - for a single product variant. You can increase or decrease stock by a set amount, or set stock to an exact absolute number. Access it from any row in the inventory list.

Bulk Movement Form - for adjusting multiple SKUs at once, with support for CSV import when you're working through a stocktake sheet with dozens of lines.

Both are in the Inventory section in the left nav. Both support lot tracking and serial number tracking where applicable. Both write to the activity log automatically.

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Situation 1: Your Stocktake Found a Discrepancy

You've just run a stocktake in VNDLY and the variance report shows 43 units on hand for CANVAS-WHT-L - but your system says 48.

Use: Quick Adjust, Set to mode

1. Go to Inventory in the left nav.
2. Find the product and click the Quick Adjust button on the row (the pencil icon).
3. Select the Location where the count was done.
4. Switch the mode to Set to - this lets you enter the real counted number, not a delta.
5. Enter 43 as the quantity.
6. Add a note: Stocktake 25 Jun - counted 43, system showed 48. Adjusted to match.
7. Click Save.

Use "Set to" for stocktake corrections because it's harder to get wrong. You enter what's actually there, and VNDLY calculates the difference. If you use "Adjust by" and enter the wrong sign, you double the problem. "Set to" removes that risk entirely.

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Situation 2: Goods Arrived Damaged and Can't Be Sold

You received a delivery, posted the receipt from the purchase order, and then noticed five units at the bottom of the box were crushed. They're unsellable and shouldn't sit in your available stock count.

Use: Quick Adjust, Adjust by mode, decrease

1. In Inventory, find the product.
2. Click Quick Adjust.
3. Select the Location the stock is sitting in.
4. Keep mode on Adjust by, set direction to decrease, and enter 5.
5. Add a note: 5 units damaged on arrival - ref PO-0247 delivery 25 Jun. Removed from available stock.
6. Click Save.

The note is the most important field here. In six months, when someone sees an unexplained -5 in the movement history, that note tells them exactly what happened and where to find the original paperwork. A blank note is a future mystery.

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Situation 3: Supplier Over-Delivered (or Short-Shipped)

Your purchase order was for 100 units. The delivery arrived and you counted 108. You've already received the PO and handled partial shipments against the original quantity, but 8 extra units are now sitting on the shelf unaccounted for.

Use: Quick Adjust, Adjust by mode, increase

1. In Inventory, find the product.
2. Click Quick Adjust.
3. Select the Location.
4. Set mode to Adjust by, direction increase, quantity 8.
5. Note: Supplier over-delivered on PO-0247. 8 extra units confirmed by receiving team 25 Jun.
6. Click Save.

For a short-shipment (you expected 100, got 92), do the same in reverse: decrease by 8, reference the PO. This keeps your counts accurate even when the PO receipt workflow doesn't catch the full variance.

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Situation 4: Moving Stock Between Locations

You've got 30 units of RING-LIGHT-10 in your main warehouse, and you want 10 of them moved to your secondary fulfillment location for faster dispatch.

Use: Bulk Movement Form, Transfer type

1. In Inventory, click New movement (or open the Bulk movement panel from the toolbar at the top of the inventory list).
2. Set the movement type to Transfer.
3. Set From location (your main warehouse) and To location (the secondary fulfillment location).
4. Search for the product by SKU or name and add it to the line.
5. Enter quantity: 10.
6. Add a note: Transfer to fulfillment location B for faster dispatch.
7. Save.

VNDLY posts both legs of the transfer in a single step. Your main warehouse drops by 10, your secondary location gains 10, and both changes happen together. Stock availability updates immediately across both locations.

This matters for multi-location warehouse management - you're not making two separate adjustments that could end up out of sync.

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Situation 5: Bulk Correction After a Large Stocktake

You've just counted a warehouse with 200 SKUs and you have a spreadsheet with 40 lines that need correcting. Doing them one at a time through Quick Adjust would take an hour.

Use: Bulk Movement Form with CSV import

1. Go to Inventory and open the Bulk movement panel.
2. Click Import from CSV.
3. Prepare your CSV with columns: sku, qty, note, location_code. VNDLY auto-detects common column header variations like "SKU", "quantity", "location", "comment".
4. Upload the file. VNDLY validates each row and matches SKUs to product variants automatically.
5. Review any errors (unrecognised SKUs, missing quantities) before posting.
6. Confirm and post. All adjustments go in as a single batch movement.

If you need to reverse any line, the activity log shows every movement from the import, individually, so you can identify and correct specific lines without affecting the rest.

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How VNDLY Logs Every Adjustment

Every manual stock adjustment in VNDLY writes to the activity log automatically.

To view it: Settings > Activity log.

The log records who made the change, when, which product and variant it affected, the location, the quantity delta, and the note attached. Admins can filter by user, date, or resource type.

This matters in practice. If a team member adjusts the wrong SKU, the activity log is how you find it. If your accountant asks why stock dropped by 40 units in March, the log is the answer. If you're running landed cost tracking and need to reconcile a write-off against margin data, the log gives you the timestamp and the user who made the call.

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From the Founder

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Keep Your Inventory Accurate With These Related Features

Manual adjustments fix what's already wrong. These features help you catch issues earlier:

• Stock projection charts - See which SKUs are trending toward zero before they hit a stockout
• Stocktake management - Run scheduled counts that feed directly into the adjustment workflow
• Partial shipment tracking - Track what you expected vs. what arrived on each purchase order
• Inventory accuracy data - Benchmark your accuracy against industry averages

If you're managing stock across multiple sites, the VNDLY multi-warehouse tools keep each location's counts separate and visible in one dashboard.

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Frequently Asked Questions

Can I undo a manual stock adjustment in VNDLY?

There's no one-click undo, but you can reverse an adjustment: make a new adjustment in the opposite direction for the same quantity. The original movement stays in the activity log for the audit trail, and the correction sits next to it. Both are visible, so anyone reviewing the history can see what happened and why.

Do I need to add a note when adjusting stock in VNDLY?

The system doesn't force it, but you should treat it as a rule. A note is the only thing that makes an adjustment traceable six months from now. "Stocktake 25 Jun - corrected to 43" is useful. A blank note is not.

What's the difference between "Adjust by" and "Set to" in Quick Adjust?

"Adjust by" means you're entering a delta - how much to add or remove. "Set to" means you're entering the absolute number you want stock to land on. Use "Set to" after a stocktake (you know the real number). Use "Adjust by" when you know exactly how many units changed (like a damaged goods write-off).

Who can make manual stock adjustments in VNDLY?

Users with inventory access can make manual adjustments. Every adjustment is logged against the user who made it, with a timestamp. Admins can view the full activity log from Settings > Activity.

Does adjusting stock in VNDLY update my Shopify or WooCommerce store?

Yes. When you post a manual stock adjustment in VNDLY, the updated inventory level syncs to any connected storefronts automatically - Shopify, WooCommerce, BigCommerce, and Squarespace. No separate update needed.

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