Inventory Adjustment Approval Workflow

Why should we automate inventory adjustment approvals instead of using email or spreadsheets?

Manual approval via email or spreadsheets creates gaps in accountability, lost evidence, and inconsistent decision-making. This workflow enforces a structured capture of item, quantity, reason, and evidence every time, and automatically routes requests to the correct approver based on variance value. It also removes the risk of stock being adjusted before sign-off, since the system record only updates after full approval.

What is the ROI of implementing this workflow on assess.one?

The ROI comes from reduced shrinkage risk, faster approval cycles, and less time spent by finance and supervisors chasing missing information or context. Because the template is ready to use, you avoid the cost and delay of building a custom approval system, and the audit trail reduces time spent on stock reconciliation and compliance reviews. Teams typically see the greatest return in reduced unauthorised adjustments and faster month-end stock reporting.

How does this compare to handling adjustments through our ERP system alone?

Most ERP systems allow you to record an adjustment but don't enforce a structured, threshold-based approval process before the change is made. This workflow adds that governance layer on top, ensuring finance is only pulled in when the variance value justifies it. It runs inside assess.one and updates your system stock quantity only once the appropriate approvals are complete.

Can we customise the variance value threshold that triggers finance review?

Yes, the threshold used in the Check Variance Value Against Threshold step is fully configurable inside assess.one. You can adjust it to match your organisation's risk tolerance, item categories, or currency, and change it at any time without rebuilding the workflow.

Who needs access to this workflow?

Warehouse staff need access to submit adjustment requests, supervisors need access to review and approve or reject them, and finance users need access for high-value variance reviews. Access and role permissions are configured directly in assess.one, so you control exactly who can see or act on each step.

What happens if a request is rejected at either the supervisor or finance stage?

If either the supervisor or finance rejects the adjustment, the record status is set to Rejected and the requester is automatically notified with the stated reason. The system stock quantity is not changed, preserving data integrity. This ensures every rejection is documented and traceable back to a specific decision point.

How long does it take to get this workflow live?

Publishing the template takes minutes — there is no implementation project or software installation required. Once published, your team can start submitting and approving inventory adjustments immediately.

How does this workflow support audit and compliance requirements?

Every adjustment captures the reason code, supporting evidence, current and proposed quantities, and the full approval trail across supervisor and finance stages. This gives auditors a clear, timestamped record of who requested, reviewed, and approved each stock change. Because approvals are enforced before the system record updates, there's no risk of unauthorised changes slipping through.

Can we add extra approval steps, such as a second finance reviewer?

Yes, approval logic, roles, and notification steps can all be customised directly within assess.one. You can add additional reviewers, change routing rules, or introduce new status stages without needing developer support.