LESS KARDEX WINDOW (MANUAL INVENTORY ISSUE)

GENERAL DESCRIPTION

The window Less Kardex is the system's complementary tool designed to perform manual issues of inventory stock on hand. It allows you to decrease the number of units of a specific product in the current warehouse, automatically generating the corresponding accounting entry in the Kardex history.

This window is used mainly to record shortages found during a physical count, to adjust the inventory when damaged or lost merchandise not previously recorded is found, or to perform manual issues of merchandise that did not leave through the standard commercial flow (such as sales, consumptions, or transfers).

WINDOW STRUCTURE

1. Upper Zone: Product Information

When opening the window (usually from the button "- Kardex" in the main Kardex window), the upper part shows in a informational and read-only the data of the item to be affected:

• Product code: Unique identifier of the item.
• Current stock on hand: The quantity of units in the warehouse before to subtract from inventory is entered.
• Product name: Description of the item.

Note: These fields allow you to quickly confirm that you are adjusting the correct product.

2. Central Zone: Issue Form

Under the title "Withdraw products from inventory", you will find the fields you must fill in to record the movement:

3. Lower Zone: Action Buttons

• Cancel: Closes the window without applying any change. The inventory and the Kardex remain intact.
• Save: Executes the operation. It creates the entry in the Kardex (with the concept of manual issue or adjustment), subtracts the units from the current stock on hand, and updates the warehouse inventory.

⚠️ CRITICAL CONSIDERATIONS AND GOLDEN RULES

1. The Immutability of the Kardex (It cannot be deleted)

Once you click on Save, the movement is recorded in the Kardex history in a permanent and immutable. The system does not allow deleting, voiding, or editing an already saved Kardex entry, since this would break the accounting integrity and the traceability of the inventory.

2. What to do if I make a mistake when saving?

If you entered an incorrect quantity, a wrong value, or selected the wrong third party and already pressed "Save", do not try to find a delete option.

• The Solution: You must immediately open the window More Kardex on the same product and perform the manual receipt for the erroneous quantity or value, using in the Reference a text such as: "Reversal of error in manual issue dated X". In this way, the inventory returns to its correct state and the audit history reflects both the error and its transparent correction.

3. Less Kardex vs. Outbound Module (Sales, Consumptions, Transfers)

It is essential to understand the purpose of this window compared to the normal flow of the system:

• The Correct Way (Commercial Flow): If the merchandise leaves because you sold it, consumed it internally, or transferred it to another warehouse, You must NOT use this window. The correct way is to go to the Outbound Module and use the corresponding window (Sales Invoices, Warehouse Consumptions, Internal Transfers, Shrinkages, etc.). When these documents are finalized, the system will generate the "Less Kardex" automatically, will correctly deduct the stock on hand, and will maintain commercial traceability.
• The Use of this Window: This window is for exceptions and adjustments. Use it to correct shortages in physical counts, to record lost or stolen merchandise that was not documented at the time, or to adjust the inventory when there are discrepancies between the system and the physical count that do not have a supporting commercial document.

AUDIT RECOMMENDATIONS

• Be descriptive in the Reference: Since the Kardex is an audit book, write clear references. A text such as "Adjustment" says nothing for the future; a text such as "Adjustment for shortage in cycle count of warehouse 2, responsible: Juan Pérez" will save your accountant or auditor hours of research.
• Be careful with the Unit Value: Remember to enter the value with IVA included. If you enter the value without VAT, the system will calculate your stock on hand and averages with a cost lower than the real one, affecting the profitability shown in your reports.
• Restricted Permissions: Because of its ability to alter the inventory without a supporting commercial document (such as a sales invoice or a consumption), the permission to use the window Less Kardex must be restricted exclusively to Administrators, Accountants, or highly trusted Warehouse Managers. This is one of the most sensitive permissions in the system, since it allows reducing the inventory without leaving a commercial trace.
• Document with Evidence: When using Less Kardex to record shortages, thefts, or damaged merchandise, make sure you have physical evidence (photos, count records, security reports) that supports the adjustment. This is crucial for audits and insurance.
• Investigate the Causes: If you find that you need to use Less Kardex frequently for the same product or in the same warehouse, investigate the root causes. There may be internal control problems, pilferage, errors in receiving processes, or staff training problems.

TYPICAL USE CASES

1. Adjustment for Shortage in Physical Count

During a physical inventory, it is detected that there are 10 fewer units of a product than the system records. It is used Less Kardex to remove those 10 units, using as a reference: "Shortage detected in physical count of [date], main warehouse".

2. Record of Damaged or Lost Goods

Merchandise damaged by a water leak or theft that was not documented at the time is found. It is used Less Kardex to remove those units, using as a reference: "Merchandise damaged by water leak on [date], warehouse 2" or "Theft detected on [date], security record #123".

3. Adjustment for Error in Previous Receipt

Merchandise was received in a previous purchase, but it was over-recorded (for example, 50 units arrived but 60 were recorded). It is used Less Kardex to remove the 10 surplus units, using as a reference: "Error correction in purchase receipt #4567 of [date]".

4. Issue of Samples or Unrecorded Donations

Samples or donations were delivered that did not go through the consumptions or sales module. It is used Less Kardex to remove those units, using as a reference: "Samples delivered to customer XYZ on [date]" or "Donation to institution ABC on [date]".

RELATIONSHIP WITH OTHER WINDOWS

• Kardex Window: It is the window from which you access Less Kardex using the button "- Kardex". Each manual issue is recorded in the Kardex history with the corresponding concept.
• Inventory Window: Manual issues automatically deduct the stock on hand in the Inventory. The removed products are no longer available.
• More Kardex Window: It is the complementary window for performing manual receipts. If you make an error in Less Kardex, you can correct it using More Kardex (and vice versa).
• Outbound Module: The Sales, Consumptions, Transfers, Shrinkages, and Returns windows generate Kardex issues automatically. Less Kardex should only be used when there is no commercial document that supports the issue.
• Third Parties List Window: Provides the list of third parties that can be selected in the field Third Party from this window.

SUMMARY

The window Less Kardex is the adjustment tool for recording manual inventory issues when there is no commercial document that supports the issue. It is essential for maintaining inventory integrity when shortages, losses, damages, or recording errors that were not documented at the time are detected.

Key points to remember:

1. ✅ Use Less Kardex only for manual adjustments and exceptions.
2. ✅ For commercial issues (sales, consumptions, transfers), use the windows of the Outbound Module.
3. ✅ The movement is permanently recorded in the Kardex (it cannot be deleted).
4. ✅ If you make a mistake, correct it using More Kardex with a clear reversal reference.
5. ✅ Be descriptive in the Reference to facilitate future audits.
6. ✅ Enter the value with IVA included.
7. ✅ The permission to use this window must be highly restricted.
8. ✅ Document adjustments for shortages, thefts, or damages with physical evidence.

Proper management of manual adjustments is crucial for maintaining inventory integrity and the traceability of all system operations.

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