Counts don't always match what's on the shelf. Maybe someone typed 21 instead of 12, a vial got dropped, or a box went missing. This guide shows you how to fix the number for one lot at one location, so your inventory matches.
You'll do all of this from the Update quantity pencil on the Inventory Dashboard. Important: This is for fixing stock you already have. For a new delivery, use Add Consumable instead (see How to Add Products and Consumables to Inventory).
Fix a count or entry mistake
Use this when the number in Prospyr is wrong, for example after a typo or a recount. It works whether the real count is higher or lower.
Step 1: Select Item
Go to Settings → Inventory → Inventory. Find the product in the table. You can type its name in Search by name or SKU.
Each location has its own column. In the column for the location you're fixing, hover over the quantity and click the pencil (Update quantity). The Update Inventory at window opens with that location's name in the title.
Inventory Summary: Shows the total quantity and number of consumables (lots) at this location.
Select Target Consumable: Pick the exact lot. Each option shows its lot number, stock, added date, and expiration.
Not sure which lot? Match the lot number and expiration date on the packaging. Then click Next: Adjust Quantity.
Step 2: Adjust Quantity
Current: What Prospyr has on record for this lot at this location right now.
New Quantity: Type the correct total you actually have, not the amount to add or remove.
Increasing by / Decreasing by: Appears under the numbers so you can double-check the difference before saving.
Reason for Change: Choose Manual Adjustment for typos and recount corrections, whether the number goes up or down.
For example, if Prospyr says 300 but you realize you miscalculated and have 600, enter 300 in New Quantity. You'll see Increasing by 300 units.
Click Update Inventory to save.
Remove lost, damaged, missing, or expired stock
Use this when stock is gone or can't be used, like a broken vial, a missing box, or an expired lot. Recording it as Shrink keeps a clear record of why the stock left.
Step 1: Select Item
Open the Update quantity pencil for the right location, just like above. In Select Target Consumable, pick the lot that was lost or damaged, then click Next: Adjust Quantity.
Step 2: Adjust Quantity
New Quantity: Enter how many are left after the loss, not how many you lost.
Reason for Change: Choose Shrink for anything lost, damaged, missing, or expired. It can only lower stock.
For example, if Current shows 300 and 200 were damaged, enter 100. You'll see Decreasing by 200 units.
Click Update Inventory to save.
Check the change in Transaction History
Want to see what's been recorded for an item? In the same location column, click the clock (View transaction history). The Transaction History window lists the product's activity at that location, newest first.
Each entry shows the lot, how many units changed (for example +12 units), the date, and who made the change. Check the lot number to confirm you updated the right one.
To review activity across all products, use View All Transactions at the top of the dashboard.
Good to know
New Quantity is always the new total. Typing "2" to remove two would leave you with only 2.
You can't save a negative number, or a New Quantity that matches Current.
Shrink can only lower a count. To raise a count you got wrong, use Manual Adjustment.
Received New Inventory can only raise a count. For real deliveries, Add Consumable is better because it creates a new lot with its own cost and expiration date.
Use Other only when none of the other reasons fit.
Notes in Addtl. Info may not be saved when you lower a count.
Each change applies to one lot at one location. If stock is in the wrong place rather than missing, use the arrow (Transfer stock) instead.
Clicking Cancel or Back before Update Inventory leaves the count unchanged.
For the rest of the page, see Overview of the Inventory Dashboard.