Embedded Files
Adjustments
Adjustments
Adjustments are forms used to correct or update inventory records when products move between programs, partners, or warehouses outside of standard shipments or distributions. These forms help maintain accurate inventory data in HopeWorks and ensure every product movement has a clear transaction trail. Each adjustment type serves a specific purpose and supports accountability, transparency, and alignment between field activity and system records.
Types of Adjustments
Types of Adjustments
Program Transfers move inventory from one program or country to another after the products have already been printed and shipped.
Warehouse Adjustments updates standard warehouse inventory counts when discrepancies occur due to damage, loss, errors, or other specified reasons.
Consignment Returns record inventory being returned from a partner back to a standard warehouse.
Partner Transfers record inventory being transferred from one authorized partner warehouse to another.
Partner Adjustments adjust inventory in a partner warehouse when products are lost, damaged, or otherwise unrecoverable before reaching a child.
Unreported Activity documents distributions that have occurred when specific location data is unavailable from the partner.
Helpful Information
The Adjustments form header provides helpful information for users entering or viewing adjustments data. The header displays the name of the user who added the form, the date the form was added, and any required approvals.
Adding an Adjustment
Adding an Adjustment
Step 1: Add New Adjustment
Step 1: Add New Adjustment
Select Partners from the main menu. Then go to the Adjustments tab on the top of the screen and click on the Add New Adjustment button on the top right-hand side of the screen.
OR
A user can also add a report by going to the Quick Actions card on the Partners Overview tab and selecting the needed Add New Adjustment type.
Type to Search
Type to Search
The user can type to search in all fields that have a dropdown option for the needed entry.
Required Fields
Required Fields
HopeWorks indicates that a field is required on a form by marking it with an orange border. If a form is saved with a required field missing information, a message will appear indicating what information needs to be completed.
Adding Program Transfer:
Adding Program Transfer:
Date - Select the Date when the products were transferred from one program to another program. This is not the date the user added the Program Transfer form to HopeWorks.
Warehouse Country - Select the Country where the Program is located, where the products are being transferred.
Warehouse - Select the Warehouse containing the Products being transferred.
From Program - Select the Program transferring the products.
To Program - Select the Program receiving the products.
Notes - Add detailed notes related to the Program Transfer or any information that other users may find helpful when reviewing the form.
Select Products:
Product - Select the Product being transferred.
Quantity - Enter the Quantity, the total number of products being transferred per product.
Adding Warehouse Adjustment:
Adding Warehouse Adjustment:
Date - The date on which the loss or recovery occurred or was noted. This is not the date the user added the Warehouse Adjustment form to HopeWorks.
Country - Select the Country where the warehouse is located, where the products are being adjusted.
Warehouse - Select the Warehouse containing the products being adjusted.
Reason - The reason for the adjustment. The report may indicate that the products were: Damaged, Inferior Print job, Lost or Stolen, Obsolete, Physical Count, Reporting Error: Increase, Reporting Error: Decrease
Explanation - Add a detailed explanation related to the Warehouse Adjustment or any information that other users may find helpful when reviewing the form.
Select Products:
Program - Select the Program associated with the products being adjusted.
Product - Select the Product being adjusted by the Warehouse.
Quantity - Enter the Quantity, the total number of products being adjusted by the warehouse by product.
Adding Consignment Return:
Adding Consignment Return:
Date - Select the Date when the Partner transferred the products back to the national team. This is not the date the user added the Consignment Return form to HopeWorks.
Country - Select the Country where the partner is located, where the products are being returned.
From Partner - Select the Partner returning the products.
To Warehouse - Select the Warehouse receiving the returned products.
Notes - Add detailed notes related to the Consignment Return or any information that other users may find helpful when reviewing the form.
Select Products:
Program - Select the Program associated with the products that the partner returned.
Product - Select the Product returned by the partner.
Quantity - Enter the Quantity, the total number of products returned by the partner by product.
Adding Partner Transfer:
Adding Partner Transfer:
Date - Select the Date when the Partner transferred the products to another Partner. This is not the date the user added the Partner Transfer form to HopeWorks.
Program - Select the Program for the products being transferred.
From Partner - Select the Partner sending the products.
To Partner - Select the Partner receiving products.
Notes - Add detailed notes related to the Partner Transfer or any information that other users may find helpful when reviewing the form.
Select Products:
Product - Select the Product being transferred by the Partner.
Quantity - Enter the Quantity, the total number of products being transferred by the partner by product.
Adding Partner Adjustment:
Adding Partner Adjustment:
Date - The date on which the loss or recovery occurred or was noted. This is not the date the user added the Partner Adjustment form to HopeWorks.
Country - Select the Country where the partner is located, where the products are being adjusted.
Partner - The name of the partner who consigned the products and is reporting the change in inventory.
Reason - The reason for the adjustment. The report may indicate that the products were: Damaged, Inferior Print job, Lost or Stolen, Obsolete, Physical Count, Reporting Error: Increase, Reporting Error: Decrease
Explanation - Add a detailed explanation related to the adjustment or any information that other users may find helpful when reviewing the form.
Select Products:
Program - Select the Program associated with the products being adjusted.
Product - Select the Product being adjusted by the Partner.
Quantity - Enter the Quantity, the total number of products being adjusted by the partner by product.
Adding Unreported Activity:
Adding Unreported Activity:
Event Country - Select the Country where the Activity occurred.
Partner - Select the Partner reporting the activity.
Notes - Add detailed notes related to the Unreported Activity or any information that other users may find helpful when reviewing the form.
Enter Activity Detail:
Event Date - Select the Date when the Unreported Activity occurred. This is not the date the user added the Unreported Activity form to HopeWorks.
Program - Select the Program associated with the products for the unreported activity.
Product - Select the Product for the unreported activity.
Quantity - Enter the Quantity, the total number of products for the unreported activity.
Final Step: Save Adjustment
Final Step: Save Adjustment
Select Save or Save & New once details are entered.
Approving an Adjustment
Approving an Adjustment
Important!
This is a restricted feature that is not part of the main content
Step 1: Open the submitted Adjustment
Step 1: Open the submitted Adjustment
Approvers receive an email notification for all Adjustments requiring approval. This email contains a link directly to the specific adjustment form.
Step 2: Review the Adjustment Submitted
Step 2: Review the Adjustment Submitted
Once you have selected the adjustment that you would like to approve, be sure to thoroughly review the following:
The adjustment has been entered correctly
The adjustment date is correct
The Programs and Products impacted are correct.
Comments/Notes are clear and detailed.
Step 3: Approve the Adjustment
Step 3: Approve the Adjustment
After reviewing the adjustment, you can select the Approve button at the bottom of the screen.
Alternate actions that can be taken:
Select Save Changes to make updates to the adjustment before approval.
The user may provide information in the Timeline Comment section concerning the adjustment and the reason for the necessary changes.
Questions? E-mail us at support@hopenet.net
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