Sage Evolution Stock Adjustment Request Form
A stock adjustment changes the balance sheet and can hide theft or process failure. This form gives every adjustment a reason, an investigation note and approvals, whether you post it in Sage Evolution, SYSPRO or another ERP.
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Sage Evolution Stock Adjustment Request Form
Highveld Fabrication (Pty) Ltd: Stock Adjustment Request
Request no: SA-2026-0187 Date: 2026-10-30 Warehouse: MAIN
Item details
| Stock code | Description | System qty | Counted qty | Unit cost |
|---|---|---|---|---|
| FST-M10X40 | Hex bolt M10 x 40 zinc plated | 1200 | 1130 | 3.20 |
Reason and investigation
Reason: Count variance
Recount performed by two people. Possible unrecorded issue to job 4412 on 14 October. Production confirmed 70 bolts used without a transaction.
Value of adjustment
Adjustment quantity = counted quantity minus system quantity. Adjustment value = adjustment quantity times unit cost.
Calculated adjustment for this request: write the figure here after checking: ______
Checks before posting
[ ] Recount done by a second person [ ] Unprocessed receipts, issues and transfers checked [ ] Lot or serial numbers confirmed where used [ ] Correct warehouse and bin confirmed [ ] Adjustment posted in the ERP with this request number as reference
Approvals
Set approval limits by value in your own policy, for example a higher level for large write offs. Quote the request number as the reference on the ERP adjustment so the audit trail is complete.
Analyse your stock adjustment history
Optional: a read only analysis of adjustments by item, reason and user to find patterns.
Optional. The tool and every export work without this. No spam.
How to use it
Complete one form per item and warehouse. Enter the system and counted quantity, the unit cost and the reason, then explain what you checked. After exporting, work through the checks, collect the signatures and post the adjustment in the ERP using the request number as reference. File the signed form with the stock count sheets for the audit trail.
The control behind it
The control is separation of duties. The person who counts does not approve, and the person who approves does not post. The investigation line forces someone to look for unprocessed transactions before writing stock off, which removes many apparent variances. Value thresholds let small differences be cleared quickly and large ones get senior attention.
- Counter, approver and poster are different people
- Reason codes support later trend analysis
- Value limits set by policy
- Request number recorded in the ERP
Common mistakes
Adjusting before checking for unposted goods receipts, job issues or transfers is the most frequent error, and it creates a second error when the late transaction is posted. Using the wrong reason code makes shrinkage invisible. Adjusting at the wrong unit cost distorts valuation, so check the cost the ERP will apply.
Frequently Asked Questions
Is this form specific to Sage Evolution?
No. The fields apply to any ERP. We named Sage Evolution because many South African stores teams use it. Replace the field values with your own stock codes and warehouse names.
Who should approve adjustments?
Set limits in your policy. A stores manager can clear small values, and the financial manager or a director approves larger ones. The person posting should not be the person who counted.
Should I adjust every variance?
Only after investigation. Check unposted receipts, issues, transfers and returns first. Adjust the remainder, and track reasons so you can fix root causes rather than repeat the same write offs.
How do I handle serial or lot items?
Record the specific lot or serial numbers affected and adjust at that level in the ERP. Adjusting the total quantity alone leaves the traceability records wrong.
If variances keep recurring, we can analyse your adjustment history and show which items, bins and reasons drive them.
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