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Correct counts and record waste

Use Stock Take or Inventory Adjustments to enter corrected counts and Record Waste for losses. Every change is logged with who, when, and why.

Counts drift. FourFoxes gives you three tools to keep them honest, and each one leaves an audit trail.

Count everything at once with a stock take

  1. Open Inventory, then Inventory Adjustments, and click Stock take. It is also under Quick Actions on the Inventory Dashboard.
  2. The sheet lists every ingredient and packaging purchase lot on hand, with its Source and Current quantity. Lots below zero are marked Below zero.
  3. Type what is on the shelf in Counted. Leave a line blank if you did not count it. A count of 0 sets the lot to zero.
  4. Click Save Stock Take.

Each lot you change gets a correction in the adjustment history. If a lot's quantity changed after you opened the sheet, that line is not saved and shows "changed since you loaded this: recount". The other lines still save. A negative count, or a packaging count above the quantity bought on that purchase, shows an error and saves nothing. A stock take restates counts and does not change batch costs.

Correct one lot

  1. On Inventory Adjustments, click Add adjustment.
  2. Pick the Item Type (Ingredient Lot or Packaging Item), then pick the lot or item.
  3. Leave Adjustment Type as Correction for a miscount. Pick Waste or Shrinkage if stock was lost: the value of what was lost is charged to the batches that used the lot.
  4. Enter the Corrected Quantity (Physical Count), add a Reason Code (such as Cycle Count or Data Entry Error) and Notes if useful, and click Save Adjustment.

The adjustments list keeps every correction with the previous quantity, the corrected quantity, the reason, and who recorded it.

Record waste or shrinkage

Open Record Waste from the Reconcile Finished Goods card on a packaged lot's page, or with a Write off link on the Expiry (FEFO) page. Pick the Adjustment Type (Waste or Shrinkage) and the Item Type (ingredient lot, packaging item, or finished good), pick the lot, and enter the Quantity Wasted. Packaging and finished goods take whole units, and you cannot waste more than the lot has left. Add a Reason Code such as Expired, Damaged, Spillage, Quality Hold, or Production Loss, then click Record Waste.

The quantity comes off the lot, and ingredient and packaging losses are costed to the batches that used them. You then land on the Waste & Shrinkage Report, which totals events by category and reason over time.

Packaged lot corrections happen in the Reconcile Finished Goods card on the lot's page, or for several lots at once under Bulk reconcile selected lots on the Packaged Inventory page. Pick Correction to set the exact remaining count, or Return to add units back. A reason and a note are required. A change of more than 25 percent asks you to confirm you reviewed the variance.

Write off expired stock. On Expiry (FEFO), each expired ingredient lot has a Write off link. It opens Record Waste with the lot, the remaining quantity, Waste, and the Expired reason already filled in. Write off all expired writes off every expired lot shown, honoring your ingredient and supplier filters, after you confirm. A lot counts as expired when its date is before today in your account's time zone. For packaged lots, the Expiration Dashboard lists lots by how soon they expire, and Auto-expire all marks every expired lot as wasted in one step.

Stock Take, inventory adjustments, and Record Waste are open to Members, Admins, and Owners.

Stock Take sheet The Stock Take page lists ingredient and packaging lots with their source and current quantity. One lot is marked Below zero. Counts are typed in the Counted column, some lines are left blank, and a Save Stock Take button sits under the table. Stock Take Leave a line blank if you did not count it. A count of 0 sets the lot to zero. Back to Adjustments Item Source Current Counted 2 3 Habanero peppers Valley Pepper Co., 2026-10-02 18400.00 g 17900 Apple cider vinegar Orchard Supply, 2026-09-18 42000.00 mL Woozy Bottle Coastal Glass, 2026-09-30 -24 each Below zero 0 Black Screw Cap Coastal Glass, 2026-09-30 310 each 296 Front Label 2x3 Label Shop, 2026-08-12 515 each Save Stock Take 4
The Stock Take sheet: type what is on the shelf, leave uncounted lines blank, and save once.
Record Waste / Shrinkage form The Record Waste / Shrinkage form with Adjustment Type set to Waste, Item Type set to Ingredient Lot, an ingredient lot picked, a Quantity Wasted of 2500, the Expired reason code, a note, and the Record Waste button. Record Waste / Shrinkage Capture spoilage and shrink events to keep inventory and COGS reporting accurate. Adjustment Type * Item Type * Ingredient Lot (conditional) Quantity Wasted * Reason Code (optional) Notes (optional) Waste Ingredient Lot Habanero peppers - 20.00 @ $4.50 2500 Quantity to record as wasted/shrinkage. Expired Soft spots found at the weekly walk-in check. Record Waste Cancel
Record Waste / Shrinkage: pick the type, the item and the lot, then enter what was lost.
Adjustments take the new count, not the difference

When you correct a count or take stock, enter the total you actually counted. If the system says 100 and you counted 90, enter 90, not 10.

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