Why does my stock show the wrong amount?

Jogan's number is the sum of every movement it has been told about. When it disagrees with the shelf, one of these is almost always the reason.

The usual causes

• A sale was not recorded. Someone sold from the shelf without entering it. Stock only falls when a sale is saved.
• A delivery was not recorded, or was recorded with the wrong quantity or unit (a sack of 25 entered as 1).
• A recipe quantity is in the wrong unit. 300 entered where 0.3 kg was meant drains flour a thousand times too fast on every production run. Check the recipe against the item's unit.
• Production was run for the wrong quantity, or was run twice.
• Waste was not recorded. Spillage, trimmings and breakages leave the shelf silently.
• Expired stock was not written off. It is still counted until it is.
• Someone auto-produced on a sale without realising it, consuming ingredients. Look for production runs created at the same time as sales.

How to trace it

1. Open Reports → Stock movements, filter by the item and a date range that covers the discrepancy.
2. Read the movements with their running balance. Look for a jump that does not match reality, or a movement you did not expect.
3. Check the Production list for runs of recipes that use the item.

How to fix it

• If a movement was simply missed, record it now with the real date in the notes.
• If the cause is unclear, count the shelf and record an Adjustment in or Adjustment out for the difference, with a note. See How to correct a count or record waste.
• If a recipe was wrong, fix the recipe; past runs stay as they were, so also adjust the affected items.
• If a sale or production run was wrong, an Admin can delete it and it can be re-recorded. See How to fix a mistake.

Prevent it

Record sales as they happen, give every staff member their own login so movements show who recorded them, and set minimum stock so surprises show up early.