Correcting on-hand stock yourself, and why a SKU can still go negative

How do I manually adjust a SKU's on-hand quantity?

1. On the Inventory page (or a SKU's own page), click the On hand number for the SKU — this opens a small panel with two tabs.
2. Choose the Manual Adjust tab.
3. Enter a Delta — a positive number to add stock (restocked, found) or a negative number to remove it (damaged, stolen, lost). For example, -3 or +5.
4. Enter a Reason — this field is required.
5. Click Apply.

On-hand can never be adjusted below 0 — if your delta would take it negative, the panel shows an error and blocks the change.

Why does my SKU show negative stock (like -1) if adjustments can't go below zero?

Because a sale put it there, not an adjustment. The two are different:

• A manual adjustment you make can never take on-hand below zero. The panel blocks it.
• A sale coming in from a channel (eBay, Amazon, PrestaShop, Allegro) is recorded exactly as it happened, even if it takes on-hand below zero. Refusing to record a real sale would make your books wrong, so we record it and raise an alarm instead.

Negative on-hand means you sold more units than the system thought you had — often called overselling or oversold stock. Usually the listing was still live on a channel after the last unit went out the door.

What to do: go and count what is physically on the shelf, then correct the SKU with a manual adjustment (or a stock count if several SKUs are affected). Until you do, the number stays negative and the channels keep working from a wrong figure.

Something went negative — will the system tell me, or do I have to find it myself?

It tells you, in three places, the moment it happens:

1. A case is opened in Cases (also called an incident), marked Critical, named something like *"Negative stock: D316 is at -1 on hand"*.
2. A red alert appears in Recent Events on your Dashboard.
3. A red Negative stock button appears on the Inventory page, with a count. Click it to see only the affected SKUs. The button is hidden when nothing is negative — if you cannot see it, nothing is wrong.

You get one case per SKU, not one per sale, so a SKU that keeps selling while negative will not flood your Cases list. Correct the stock and close the case; if the same SKU goes negative again later, a new case is opened.

What's the difference between Manual Adjust and RMA Return?

The same panel has two tabs:

• RMA Return — tied to a specific order: search for the order, enter the quantity returned and an optional note. Use this when a customer sends something back.
• Manual Adjust — not tied to any order: use this for stock-count corrections, damage, loss, found stock, or any other one-off correction. A reason is required.

Does a manual adjustment open a case?

No — a manual adjustment you make yourself from the SKU page doesn't open a case in Cases. (A case *is* opened if stock goes negative, but a manual adjustment cannot cause that — see "Why does my SKU show negative stock" above.) It's fully recorded elsewhere instead, so nothing is lost — see below. (If your account still has older manual-adjustment cases from before this changed, they can be cleared in bulk from the Cases page.)

Where can I see a record of what changed?

Every manual adjustment is recorded in two places:

• The SKU's own Activity feed, with an entry like *"Stock adjusted: 3 → 5 (+2) — Restocked"* showing the old and new on-hand values, the delta, and the reason you entered.
• The Activity Log (Dashboard → Logs), alongside every other change made on your account.

If a quantity ever looks wrong, the SKU's Activity feed is the fastest way to see exactly what happened, when, and why.

How do I roll back or undo a manual adjustment?

There's no separate "undo" button. To reverse an adjustment, open the same panel again and apply a new Manual Adjust with the opposite delta — for example, if you adjusted +5 by mistake, apply -5 back, with a reason noting it's a correction. The panel always shows the current on-hand number live, so check it first before entering the reversing delta (remember, on-hand still can't go below 0).

What if the mismatch covers many SKUs at once (a full stock count)?

For a bulk recount across many SKUs, use Inventory → SKU Import in Align stock mode instead of adjusting SKUs one at a time — upload a spreadsheet with your corrected on-hand values and Sugibana Flow sets each SKU's on-hand to match the file. An applied Align import can be reverted within 72 hours if needed.

If Sugibana Flow's own checks detect a stock mismatch before you do, it opens a Stock Alignment case in Cases with the proposed correction for an admin to review and approve — you don't need to start that one yourself.

FAQ

Can any user make a manual adjustment? Only Global Admin, Admin, and Operations roles can adjust on-hand quantity; other roles see the number but can't change it.

Does a manual adjustment affect Reserved or Available directly? It changes On Hand, which then changes Available (On Hand minus Reserved) — Reserved itself is untouched by a manual adjustment.

I need to correct dozens of SKUs — should I do them one at a time? No — use Align stock via SKU Import for bulk corrections instead of adjusting SKUs individually; it's built for exactly that.