Item journals are how you post inventory changes that do not go through a purchase or sales document. This includes adjusting quantities, correcting costs, and moving items between locations.
Navigate to Item Journals
- Search for Item Journals using
Alt + Q. - Select the journal batch you want to use. If no batch exists, create one by selecting the Batch Name field and choosing New.
Each journal template serves a different purpose. The template is set when you open the journal:
| Template | Purpose |
|---|---|
| Item Journal | General adjustments, positive and negative quantity changes |
| Physical Inventory | Count-based adjustments after a physical count |
| Revaluation | Adjust the cost of existing inventory entries |
| Reclassification | Change lot numbers, serial numbers, location, or bin |
Enter a Journal Line
- In the item journal, click into the first empty line.
- Set the Entry Type:
- Positive Adjmt., increases inventory (e.g., found stock, opening balance entry)
- Negative Adjmt., decreases inventory (e.g., damaged goods, write-off)
- Transfer, moves stock from one location to another in a single line (basic transfer without a transfer order)
- Enter the Item No..
- Set the Location Code, where the stock is being adjusted.
- Enter the Quantity.
- For a Positive Adjmt., set the Unit Cost to record the cost value of the incoming stock.
- Optionally set the Posting Date if it differs from today.
When to Use Each Entry Type
Positive Adjmt. is appropriate when you need to add inventory without a purchase, for example, entering opening balances when going live, or recording recovered stock that was previously written off.
Negative Adjmt. is used when inventory needs to come down without a sales document, for example, writing off damaged or expired goods, or correcting a previous over-receipt.
Transfer (in the item journal) works for simple location-to-location moves where you do not need a transfer order with a separate in-transit step. For more complex warehouse transfers, use a transfer order instead.
Post the Journal
- Review all lines before posting.
- Select Post from the action bar.
- Confirm by selecting Yes when prompted.
BC creates item ledger entries and value entries for each line. If a line has an error (for example, a missing location or an item with mandatory tracking but no tracking numbers assigned), BC stops and describes the problem.
Use the Reclassification Journal
The Reclassification Journal is a separate template used when you need to change attributes on existing inventory without changing quantities.
Common uses:
- Reassigning a lot number
- Correcting a serial number entered incorrectly
- Moving stock from one bin to another within the same location
- Search for Item Reclass. Journals using
Alt + Q. - Enter the item, location, and quantity.
- Fill in the New Location Code, New Lot No., or New Bin Code as needed.
- Post the journal.
Example: You received 50 units under lot number LOT-001 but the correct lot number is LOT-2024-001. Open the reclassification journal, enter the item and quantity, set Lot No. to LOT-001 and New Lot No. to LOT-2024-001, and post. The existing inventory entries are updated to the correct lot.
For quantity-based corrections tied to a physical count, see How to Perform Inventory Adjustments in Business Central.