Inventory

1. Overview

The Inventory module manages the complete lifecycle of physical goods — from purchasing and receiving through storage, allocation, movement, and adjustment. It maintains a real-time picture of what is on hand, where it is located, and what it costs, integrating with the General Ledger for all financial postings.

Key capabilities include:

Products — a complete catalog with costing, unit of measure conversion, and GL account assignments
Purchase Orders — vendor ordering with line-level pricing and acknowledgement tracking
Receiving — both PO-based and standalone receiving workflows
Adjustments — ad hoc quantity and cost corrections with reason codes
Counts — physical inventory count management and posting
Allocations — reserve and allocate inventory for sales orders, work orders, jobs, and purchase orders
Movement — transfer inventory between locations and pallets
Serialized Products — individual unit tracking with serial numbers
Budgets and Costing — average, last, or stated cost methods; bulk cost updates

2. Key Concepts

Product — A catalog item that can be purchased, stocked, sold, or consumed. Each product has a unique Product ID, belongs to a category, has units of measure for stock/purchase/sale, and is linked to GL accounts (Stock Ledger, Suspense Ledger, and Variance Ledger — all configured per product).
Purchase Order (PO) — A formal request to a vendor for products. POs specify quantities, unit costs, delivery dates, and terms. When goods arrive, the PO drives the receiving process — the system compares what was ordered against what was received and handles backorders automatically.
Receiving — The process of accepting delivered goods into inventory. Receiving can be done against a PO (most common) or as a standalone receipt. When receiving against a PO, the system creates inventory at the specified location and posts to the GL: debit the product’s Stock Ledger account, credit the product’s Suspense Ledger account. For standalone receiving (without a PO), the credit is posted to the product’s Variance Ledger account instead.
Location — A specific bin, shelf, rack, or area in a warehouse where inventory is stored. Every unit of inventory is tracked at a specific location, enabling precise physical counts and efficient picking. Locations belong to buildings.
Allocation (Reserve vs. Allocate) — Inventory can be reserved (soft-allocated, preventing use elsewhere) or allocated (physically staged for use). Sales orders, work orders, jobs, and purchase orders all create demand that drives allocation. Reserving and then allocating provides an optional two-step fulfillment workflow.
Cost Method — Determines how product unit cost is calculated: Average (weighted average of all purchases), Last (most recent purchase cost), or Stated (manually entered). The cost method affects inventory valuation and COGS calculations across the system.
Inventory Adjustment — An ad hoc correction to quantity or cost, posted with a reason code. Adjustments handle shrinkage, damage, found stock, and cost corrections. Each adjustment creates a GL entry to the product’s Variance Ledger account.
Serialized Product — An individual unit tracked by a unique serial number. Serialized products enable lifecycle tracking — you can see where (which vendor/PO) a specific unit was received, who it was sold to (customer), and its current location.

3. How It Connects

Upstream — Where Inventory gets its data:

Accounts Payable (Vendors) → Vendors defined in AP are the suppliers for purchase orders. PO vendor terms come from the AP vendor record.
Accounts Receivable (Sales Orders) → Sales orders create demand that drives inventory allocation and shipment.

Downstream — Where Inventory sends its data:

Accounts Payable → PO receipts generate vendor invoices in AP. The received cost flows to the invoice distribution.
Accounts Receivable → Shipments fulfill sales order lines and move stock out of its picking location. The COGS entry (debit the product’s Cost Ledger account, credit the product’s Stock Ledger account) is created when the sale is invoiced. For a shipment of company-owned stock, dispatching the shipment generates and posts that invoice in the same step, so COGS posts at dispatch. (A shipment of consigned, customer-owned stock is not invoiced, and a shipment that mixes company-owned and customer-owned stock is rejected.)
Service (Work Orders) → Material line items on work orders consume inventory. Allocation and picking reserve and move stock for the technician.
Job Costing → Material expenses posted to jobs draw from inventory, reducing on-hand and creating cost entries.
General Ledger → All inventory transactions post to the GL: receivings (debit Inventory, credit Suspense), adjustments (debit/credit Variance), shipments (debit COGS, credit Inventory), and movements between locations.

Key Integration Point — Product Catalog: The product record is the shared reference across modules. A single product like “3/4-in Copper Elbow” appears on purchase orders (buying from FastPipe Supply), in warehouse locations (stored at BIN-A12), on work orders (used by a technician), on sales orders (sold to a customer), and in job cost postings (material expense on a job). The product’s GL accounts and cost method ensure consistent financial treatment everywhere.

4. Inventory Dashboard

Navigation: Inventory → Dashboard

The dashboard provides a visual summary of inventory activity and value using nine charts and metrics.

Chart	Type	Description
Inventory Value	Metric (number)	Total current dollar value of all inventory on hand
PO Value Trend ($)	Line chart	Dollar value of purchase order receivings over time, by received date. Zoom and navigator controls enabled.
Inventory Adjustment Reasons	Bar chart	Count of adjustments grouped by reason code
Top 10 Used Products by Cost	Horizontal bar	The ten products with the highest total usage cost (combined work orders and jobs). Click a bar to open the product.
Top 10 Used Products by Count	Horizontal bar	The ten products with the highest usage quantity (work orders + jobs)
Top 10 Received Products by Cost	Horizontal bar	The ten most-received products by dollar cost
Top 10 Received Products by Count	Horizontal bar	The ten most-received products by quantity
Received Products by Category	Pie chart	Dollar cost of received products broken down by product category
Aged Inventory	Treemap	Inventory age (in days) over the last 365 days, grouped by category. Larger areas represent older stock.

5. Inventory Settings

Navigation: Inventory → Settings (the menu item is labeled “Settings” under the Inventory category; the screen title is “Inventory Settings”)

Global Settings

Each field saves automatically — the Cost Method dropdown and the Require Pallets At Dock To Intra Co Ship checkbox save the moment you change them, and the building, ledger account and location fields save when you leave the field.

Field	Required	Description
Cost Method	Yes	How product costs are calculated: Average (weighted average of all purchases), Last (most recent purchase cost), or Stated (manually entered cost)
Default Ship From Building	Yes	The default warehouse/building used when shipping inventory
Misc. Costs Suspense Ledger Account	Yes	GL account for miscellaneous cost suspense entries during receiving
Misc. Costs Variance Ledger Account	Yes	GL account for miscellaneous cost variance entries
Tax Suspense Ledger Account	Yes	GL account for tax suspense entries during receiving
Discount Suspense Ledger Account	Yes	GL account for discount suspense entries during receiving
Inventory Count Variance Ledger Account	No	Default GL account for variances discovered during inventory counts
Drop Ship Default Location	No	Default location used for drop-ship inventory
Require Pallets At Dock To Intra Co Ship	No	Checkbox — require pallets to be at the dock before an intra-company shipment

Reference Data Tabs

The lower card contains tabs for managing the reference data used throughout the module. Visible tabs depend on your permissions, and each tab has a grid with create, edit and delete actions.

Product Categories

A hierarchical tree of categories (each category can have child categories) used to classify products for reporting and filtering. Categories can optionally be linked to a product catalog category. Grid columns: Description (tree) and Product Catalog Category.

Field	Required	Description
Description	Yes	Name of the category
Product Catalog Enabled	No	When checked, products in this category are synced to a product catalog category (available only with product catalog item permissions)
Product Catalog Category	Only when Product Catalog Enabled	The product catalog category to associate with this category

Deleting a category moves its child categories up to the parent’s level. When editing a category, you may be prompted to sync all associated products to the selected catalog category.

Product Types

Simple classifications applied to products; a stock code can supply a default product type. Grid column: Name.

Field	Required	Description
Name	Yes	Name of the product type

PO Requestors

Names available to select as the requestor on a purchase order. Removing a requestor archives it so it no longer appears for selection.

Field	Required	Description
Name	Yes	Requestor name

PO Types

Purchase order type classifications; each type controls whether its purchase orders require receiving. Grid columns: Name and Requires Receiving.

Field	Required	Description
Name	Yes	Name of the purchase order type
Requires Receiving	No	When checked (the default for new types), purchase orders of this type are received through the receiving process before they close; when unchecked, they cannot be received and instead close automatically when a vendor invoice is posted against them

Removing a type archives it.

Units of Measure

Global units of measure used for stocking, purchasing and selling products. Grid columns: Full Name, Abbreviation, Quantity and Type.

Field	Required	Description
Full Name	Yes	Full name of the unit (e.g., Pound)
Abbreviation	Yes	Short abbreviation, up to 5 characters (e.g., lb)
Type	Yes	Discrete, Volume, or Weight; can only be set when creating
Quantity	Yes	Base quantity for the unit, which must be greater than 0. The label changes to Quantity in liters for Volume units and Quantity in grams for Weight units. Discrete units allow whole numbers only; Volume and Weight units allow decimals. Can only be set when creating

Pricing Matrix

A tiered markup table. Each row applies its Multiplier to a product’s cost when that cost is at or below the row’s Cost Cutoff; the lowest cutoff that is greater than or equal to the cost wins, and its multiplier times the cost gives the sell price. It is used to price products on CRM proposals, sales orders and invoices, and Service flat rates and work orders when a product has no sell-price override. Enter the rows and click Save; rows with a cost cutoff of 0 are ignored. See Pricing Matrix.

Field	Required	Description
Cost Cutoff	No	Upper cost boundary for the tier (0 or greater; rows left at 0 are not saved)
Multiplier	No	Markup multiplier applied to cost within this tier (up to 4 decimal places)

Post Adjustment Reasons

Reason codes selected when posting an inventory adjustment. Grid columns: Name and Description.

Field	Required	Description
Name	Yes	Reason name (up to 255 characters)
Description	No	Optional description (up to 255 characters)

Locations

Physical storage locations (bins, shelves, trailers) within a building. Grid columns: Location ID, Description, Building and Location Type.

Field	Required	Description
Location ID	Yes	Human-readable code for the location
Description	No	Description of the location
Location Type	Yes	The location type categorizing this location
Building	Yes, unless the location type is a truck trailer	The building that contains this location; can only be set when creating
PCL Printer	No	Default PCL printer for this location
Package Label Printer	No	Default Zebra label printer used for package labels at this location

Location Types

Categories of locations that control receiving, allocation and GL behavior. Each row can be expanded to show the locations of that type. Grid columns: Location Type ID, Description, Stock Ledger Override, Receiving Location, Truck Trailer and Prevent Allocations.

Field	Required	Description
Location Type ID	Yes	Human-readable code for the location type
Description	Yes	Description of the location type
Stock Ledger Account	No	GL account that overrides the default stock account for inventory stored in locations of this type
Receiving Location	No	Marks the type as used for receiving (mutually exclusive with Is Truck Trailer)
Is Truck Trailer	No	Marks the type as a truck trailer; trailer locations do not require a building (mutually exclusive with Receiving Location)
Prevent Allocations	No	When checked, inventory in locations of this type is hidden from the allocation picker and cannot be allocated

Stock Codes

Groups of products that share default ledger accounts, units of measure and inventory behavior. Selecting a stock code on a product pre-fills these defaults. Grid columns: Description, Purchased, Sold, Use Containers, Requires Serialization and Tracking Disabled.

Field	Required	Description
Description	Yes	Name of the stock code
Product ID Prefix	No	Prefix added to auto-generated product IDs for products with this stock code
Default UOM	Yes	Default stock unit of measure (seeds a new product’s stock, purchase and sale units)
Default Weight UOM	No	Default weight unit of measure for new products
Sale Ledger Account Override	No	GL account that overrides the sale account for products with this stock code
Cost Ledger Account Override	No	GL account that overrides the cost account for products with this stock code
Default Stock/Purchasing Ledger Account	Yes	Default stock and purchasing GL account for new products
Default Suspense Ledger Account	Yes	Default suspense GL account for new products
Default Variance Ledger Account	Yes	Default variance GL account for new products
Default Product Type	No	Product type applied to new products with this stock code
Default Lead Time Days	No	Default lead time in days for new products (0 or greater)
Default Safety Days	No	Default safety-stock days for new products (0 or greater)
Is Purchased	No	Whether products with this stock code can be purchased
Is Sold	No	Whether products with this stock code can be sold
Requires Serialization	No	Whether products with this stock code require serial numbers
Use Containers	No	Whether products with this stock code use containers
Tracking Disabled	No	When checked, inventory tracking is disabled for products with this stock code

Buildings

Warehouse and building definitions with an address and a default receiving location. Grid columns: Building ID, Description, Address, City, State and Zip.

Field	Required	Description
Building ID	Yes	Human-readable code for the building; can only be set when creating
Description	Yes	Name or description of the building
Address	Yes	Street address (uses address autocomplete to fill city, state, zip and country)
Address 2	No	Second address line
City	Yes	City
State	Yes	State — chosen from a list for United States addresses, or entered as free text (State/Region) for other countries
Zip	Yes	Postal code
Country	Yes	Country (defaults to United States)
Default Receiving Location	No	Default location used when receiving into this building (limited to locations in this building). The form shows it with a required asterisk, but you can save without it

NMFC Classifications

National Motor Freight Classification codes used for LTL freight on shipments. Grid columns: Description, Item Code and Freight Class.

Field	Required	Description
Description	Yes	Description of the classification
Item Code	Yes	NMFC item code
Freight Class	Yes	Freight class chosen from 50, 55, 60, 65, 70, 77.5, 85, 92.5, 100, 110, 125, 150, 175, 200, 250, 300, 400 and 500 (this field is labeled Type in the create/edit dialog)

6. Products

Navigation: Inventory → Manage Products

Search Products

The search screen displays all products in a searchable, paginated list.

Columns:

Column	Description
Product ID	The system-assigned product code
Description	Product name

Type in the Search for a Product field to filter results in real time (full-text search).
Click any row to open the product’s View screen in a new tab.
Click the Edit icon on a row to go to the Edit screen (requires update permission).
Click the Delete icon on a row to delete the product after confirmation (requires delete permission).
Click the + icon in the column header to create a new product (requires create permission).

Search filters: The advanced search (activated by pressing Ctrl+F while focused in the product search field) allows filtering by additional attributes beyond the basic text search.

Create / Edit Product

The create/edit product form is laid out as several columns of fields side by side, followed by rows of checkboxes and Notes / Purchasing Notes / Custom Fields sections. (The tabbed layout for related data appears on the read-only View Product screen, not the edit form.)

Identification & Classification

Field	Required	Description
Product ID	Yes (on create)	The product code. Entered manually when creating a product and must be unique; read-only on edit.
Description	Yes	Product name (no enforced character limit found in the form)
Product Type	No	Optional classification type
Category	Yes	Hierarchical product category (nested path displayed)
Stock Code	Yes	The stock status code for this product

Units of Measure

Field	Required	Description
Stock Unit of Measure	Yes	The base unit in which on-hand quantity is tracked
Purchase Unit of Measure	Yes	Unit used on purchase orders (must match Stock UOM type). Requires Stock UOM to be set first.
Sale Unit of Measure	Yes	Unit used on sales orders (must match Stock UOM type). Requires Stock UOM to be set first.
Weight Unit of Measure	Yes	Unit for weight measurement (must be a Weight-type UOM)

Physical Properties

Field	Required	Description
Unit Weight	No	Product weight (min 0)
Density	No	Product density (min 0)

Inventory Controls

Field	Required	Description
Reorder Point	No	Quantity at which a suggested order is triggered: the suggested-order process flags the product when on-hand falls to or below this value (min 0).
Max on Hand	No	Maximum quantity to stock (min 0). The suggested-order process orders enough to bring stock up to this level (max on hand minus current on-hand), rounded up to the Minimum Pack size.
Minimum Pack	No	Minimum order pack size; suggested order quantities are rounded up to whole multiples of this value (min 0)
Lead Time Days	No	Number of days from order to receipt (min 0)
Safety Days	No	Number of buffer days of stock to maintain (min 0)

Costing

Field	Required	Description
Material Cost	No	Material component of unit cost (min 0)
Packaging Cost	No	Packaging component of unit cost (min 0)
Computed Cost	No	Total unit cost, read-only and computed as Material Cost + Packaging Cost. This value is used as the product’s stated cost when the org-wide Cost Method is set to Stated.

Sales

Field	Required	Description
Commission Rate	No	Sales commission percentage for this product (min 0)
Sell Price Override	No	Overrides the calculated sale price for this product

Additional Details

Field	Required	Description
Manufacturing Process	No	Free-text description of how the product is made
Origin	No	Country or region of origin
Usages	No	Description of common applications or uses
Preferred Vendor	No	The default vendor to purchase this product from

GL Accounts

Field	Required	Description
Inventory Ledger Account	Yes	GL account for on-hand inventory value (the product’s Stock Ledger)
Suspense Ledger	Yes	GL account for in-transit / suspense entries
Variance Ledger	Yes	GL account for cost variances
Override Sale Ledger	No	If set, overrides the default GL sales account for this product
Override Cost Ledger	No	If set, overrides the default GL cost account for this product

Checkboxes

Field	Description
Is Purchased	Product can be purchased from vendors
Is Sold	Product can be sold to customers
Use Containers	Product is received/stored in containers (enables container quantity tracking)
Requires Serialization	Each unit requires a unique serial number
Tracking Disabled	Disables location-level inventory tracking for this product
Enforce Limited Purchasing	Restricts purchasing to approved vendors only
Enforce Limited Selling	Restricts selling to approved customers only
Product Catalog Enabled	Makes this product visible in the customer-facing product catalog
Product Catalog Category	(Required if catalog is enabled) Catalog category for this product

Notes

Field	Description
Notes	General internal notes about the product
Purchasing Notes	Notes specific to the purchasing process

Custom fields (configured per your site) appear at the bottom of the form.

View Product Tabs

When viewing an existing product, the lower section shows the following tabs:

Tab	Description
Locations	All warehouse locations where this product currently has on-hand quantity, with pallet and container details
Pallets	Pallets containing this product
Allocated	Current inventory reservations and picks for this product
Open POs	Open and historical purchase orders for this product
YTDs	Year-to-date usage, receiving, and cost summary
Log	Full transaction history: receivings, adjustments, moves, usage, shipments
Vendors	Approved vendors for this product with per-vendor tiered pricing
Replenishment Rules	Auto-replenishment rules by location
Attachments	Files and documents attached to this product
Barcodes	Barcode values assigned to this product
Customers	Customers associated with this product (customer-specific pricing or codes)
Units of Measure	Units of measure defined for this product
Serialized	Serialized units of this product with their serial numbers
Containers	Containers this product is stocked in
Receipts	Cross-vendor receiving history for this product

Actions dropdown (top right of View screen):

Audit Product — View the change history (audit log) for this product
Edit Product — Navigate to the edit form
Copy Product — Create a new product by copying this one

7. Purchase Orders

Navigation: Inventory → Manage Purchase Orders

Search Purchase Orders

Columns:

Column	Description
PO Number	Purchase order number
Vendor	Vendor name
PO Date	Date the PO was created
Due Date	Required delivery date
Buyer	Name of the buyer who created the PO
Total Quantity	Sum of all line item quantities
Total Amount	Total dollar value of the PO

Use the Open / All / Closed toggle to show open POs, all POs, or closed/cancelled POs.
Type in the search field to filter by PO Number, vendor name, or purchase address.
Click any row to open the PO’s View screen in a new tab.
Click Edit to modify the PO (requires update permission).
Click Delete to delete the PO after confirmation (requires delete permission).
Click + in the header to create a new PO (requires create permission).

Create / Edit Purchase Order

PO Header Fields

Field	Required	Description
PO Number	No	Purchase order reference number (max 255 characters; auto-assigned if blank)
PO Type	Yes	Purchase order type classification; a type can be configured to disable receiving
Vendor	Yes	Select the vendor for this order
Ship To	Yes	The receiving warehouse/building
Terms	Yes	Payment terms (e.g., Net 30)
Purchase Address	Yes	The vendor’s ship-from address on file
PO Date	No	Date of the purchase order (defaults to today)
Due Date	No	Expected delivery date
Cancellation Date	No	Date the PO was/will be cancelled
Cancellation Reason	No	Reason for cancellation
Buyer	No	Buyer name (defaults to current user)
Ship Via	No	Shipping method (defaults to “Best Way”)
Free On Board	No	FOB terms
Freight Terms	No	Freight payment terms
Taxable	No	Whether the order is subject to tax
Confirm To	No	Contact name for order confirmation
Remarks	No	General remarks printed on the PO
Work Order	No	Link this PO to a work order
Job	No	Link this PO to a job
External Notes	No	Notes printed on the external document
Notes	No	Internal notes

Purchase Address (Bill-To)

Field	Required	Description
Purchase Name	No	Primary name line
Purchase Name 2	No	Secondary name line
Address	No	Street address (via address autocomplete)
Address 2	No	Suite/unit
City	No	City
State	Conditional	Required for US addresses
Country	No	Country
ZIP	No	Postal code

Ship-To

Field	Required	Description
Ship-To Name	No	Primary ship-to name
Ship-To Name 2	No	Secondary ship-to name

Line Items (Details)

Each line item row contains:

Column	Required	Description
Product	Conditional	Required if a quantity or description is entered
Description	No	Line item description. Entering a description requires a Product on the line; lines without a Product are discarded on save (text-only lines are not supported).
Due Date	No	Line-level due date
Quantity	Conditional	Required and must be > 0 if a product is selected
Quantity UOM	Conditional	Required if product is selected
Price UOM	Conditional	Required if product is selected
Unit Cost	No	Per-unit cost
Freight Cost	No	Freight component of cost
Duty Cost	No	Duty/tariff component
Insurance Cost	No	Insurance component
Other Cost	No	Other cost component
Vendor Product	No	Vendor-specific product code/record
Ledger Account	Conditional	Override GL account for this line. Required when a product is selected on the line.

Acknowledge-related columns (visible in edit/view mode):

Acknowledged Date, Vendor Ship Date, Due to Dock Date, Received Date, Received Quantity, Back-Ordered Quantity

A new blank row is added automatically as you focus on the last line.

PO Tabs (View screen)

The View Purchase Order screen shows the tabs below. The Create / Edit form itself has only the Items and Notes tabs.

Tab	Description
Items	The line items grid (above)
Notes	The PO’s internal Notes and External Notes
Receivings	Individual receiving records for this PO, showing the ‘Received To’ location and cost details
Invoices	Vendor invoices recorded against this PO
Log	Change history for this PO
Allocations	Inventory allocations tied to this PO
Attachments	Files attached to this PO (only shown if you have the View Attachments permission)

Receiving History and Product Log are not tabs — they are per-line dialogs opened from the actions menu on an individual line item.

PO Actions

The Actions dropdown on the View PO screen contains:

Audit Purchase Order — View the change history (audit log) for this PO
Acknowledge Purchase Order — Navigate to the Acknowledge Purchase Order screen
Edit Purchase Order — Go to the edit form
Receive Purchase Order — Navigate to the Receive Purchase Order screen pre-loaded with this PO
View Purchase Order — Open the PO document (PDF) in a new tab
Email Purchase Order — Send the PO document by email (the subject line is pre-filled with the PO number and remains editable)
Issue Return Purchase Order — Create a return purchase order for this PO
Allocate Return Purchase Order — Allocate inventory for the return (shown when the PO has a return)
Uncancel Purchase Order — Reinstate a cancelled PO (shown for a cancelled PO)

The printed/emailed Purchase Order document ends with a totals block summarizing the ordered lines:

Line	Meaning
SUBTOTAL	Sum of the line extended costs
DISCOUNT	Total line discounts, shown as a negative reduction
TAX	Total line tax
MISC	Freight + duty + insurance + other charges
TOTAL	SUBTOTAL + DISCOUNT + TAX + MISC

Only lines that have not yet been received are included in these totals.

Suggested Order: On the Create Purchase Order screen, after selecting a vendor, click Suggested Order. Select one or more product categories (at least one is required), then click Order. The system adds order lines for that vendor’s products whose on-hand quantity has fallen to or below their reorder point, choosing a quantity that brings stock back up to the product’s maximum on-hand level (rounded up to the product/vendor minimum pack quantity). It does not pick quantities to optimize pricing tiers.

8. Receive Purchase Order

Navigation: Inventory → Receive Purchase Order

This screen processes the physical receipt of goods against an existing purchase order.

Header Fields

Field	Required	Description
Receiving Location	Yes	Warehouse location where goods are being received
Purchase Order	Yes	The PO being received (can be pre-loaded from the PO Actions menu)
Posting Date	Yes	Date for the receiving GL entries
Received Date	Yes	Date the goods were received (defaults to the Posting Date until changed)
Create Backorders	No	Checkbox, checked by default. When checked, the system computes a back-ordered quantity (ordered minus received) for each line and creates backorder rows for any line whose back-ordered quantity is not zero. Unchecking it sets all back-ordered quantities to zero.
Receive by Exception	No	Checkbox, checked by default. When checked, each line’s Received quantity is pre-filled with the full ordered quantity, so you only adjust the exceptions. When unchecked, all Received quantities start at zero and you enter what was received line by line.

Detail Lines

Each PO detail line shows:

Column	Required	Description
Product ID	—	The product being received (links to the product)
Description	—	Product description
Ordered	—	Quantity ordered on the PO line, with its unit of measure
Received	Yes	Quantity actually received (min 0)
Backordered	Yes	Quantity still outstanding (min 0)
Unit Cost	Yes	Cost per unit for this receipt (min 0)

Serialized Products: If the product requires serialization, a dialog opens to enter individual serial numbers for each unit received.

Containers: If the product uses containers, a dialog opens to define container sizes and quantities.

Click Receive to commit the receiving. The system posts inventory to the selected location and creates the appropriate GL entries.

Reverse PO Receiving

A PO receiving can be reversed to undo the receipt of goods. This is used when goods were received in error, returned to the vendor, or quantities were entered incorrectly.

Navigation: On the Purchase Order view screen, scroll to the Receivings section and click the Reverse button (restore icon) on the receiving row.

Reversal Dialog

Field	Required	Description
Posting Date	Yes	Date for the reversal GL entries

The dialog displays all line items from the original receiving. For each line:

Column	Description
Product ID	Product received
Description	Product name
Location	Location received to
Serial Number	Serial number (if serialized)
Container Size	Container dimensions
Container Quantity	Original containers received
Containers Available	Containers still available to reverse (after prior reversals)
Ctns to Reverse	Number of containers to reverse (editable)

Prerequisites

A receiving can only be reversed if it has not yet been invoiced (total invoiced amount must be zero).
The reversal quantity cannot exceed the available container count.
Partial reversals are supported — you can reverse some containers and leave others.

GL Impact

The reversal creates offsetting GL entries (debit the product’s Suspense Ledger account, credit the product’s Stock Ledger account) that reverse the original receiving posting. Inventory quantities at the receiving location are reduced accordingly.

9. Acknowledge Purchase Order

Navigation: Inventory → Acknowledge Purchase Order

Use this screen to record vendor-confirmed ship and delivery dates for purchase order lines.

Header Fields

Field	Required	Description
Purchase Order	Yes	The PO to acknowledge
Update All	No	If checked, the default dates below are applied to all detail lines
Default Ship Date	No	Applied to all lines when Update All is checked
Default Due to Dock Date	No	Applied to all lines when Update All is checked

Detail Lines

For each PO line:

Column	Required	Description
Product / Description	—	Display only
Quantity	—	Display only
Acknowledged Date	Conditional	Required if Vendor Ship Date or Due to Dock Date is filled in
Vendor Ship Date	No	Date vendor confirms they will ship
Due to Dock Date	No	Date product is expected at the dock

Click Submit to record the acknowledgement dates on the PO.

10. Post Receiving

Navigation: Inventory → Post Receiving

Use this screen to receive inventory without a purchase order (standalone receiving).

Fields

Field	Required	Description
Product	Yes	The product being received
Vendor	No	Optional vendor associated with this receipt
Location	Yes	Warehouse location to receive into
Serial Number	Conditional	Required if the product has Serialization Required checked
Received Date	Yes	Date of receipt
Unit Cost	Yes	Per-unit cost
Container Quantity	Conditional	For products that use containers: number of containers being received (min > 0). Auto-filled and disabled for non-container products.
Container Size	Conditional	For products that use containers: units per container (min > 0). Auto-filled and disabled for non-container products.
Total Quantity	Conditional	For products that use containers: computed as Container Quantity × Container Size (read-only). For non-container products: enter the total quantity directly.
Variance Ledger	Yes	GL account to use for cost variance
Post to GL	Yes	Checked by default and read-only. When left checked, posting also creates the matching general ledger entries. Unchecking it records the inventory without a GL entry, and is only available to users with the Post Receiving Without GL permission.

Click Post to commit. The system creates inventory at the specified location. When Post to GL is checked (the default), the matching general ledger entries are posted at the same time.

11. Post Inventory Adjustment

Navigation: Inventory → Post Adjustment

Use this screen to make ad hoc corrections to inventory quantities or costs.

Fields

Field	Required	Description
Product	Yes	Product being adjusted
Serialized Product	No	If the product is serialized, select the specific unit
Location	Conditional	Required unless Tracking Disabled is set on the product
Pallet	No	Pallet containing the inventory
Container Size	Conditional	Required (>0) for products that use containers; auto-filled and disabled otherwise
Quantity	Yes	Adjustment quantity (positive = add, negative = remove)
Transaction Date	Yes	Date of the adjustment
Unit Cost	Yes	Cost per unit
Adjustment Account	Yes	GL account used for the adjustment variance
Description	No	Free-text description of the adjustment
Reason	Yes	Reason code (from the reference list in Settings)
Bucket	Yes	Inventory bucket: Received, Manufactured, Used, or Destroyed
Attempt Promote Ctn Size	No	Attempts to promote (consolidate) the adjusted quantity into a full container size. Only available when the product uses containers.
Update Costs	No	Whether to update the product’s cost based on this adjustment. Only affects cost when Bucket is Received.
Post to GL	Yes	Checked by default and read-only. When left checked, the variance is posted to the general ledger. Unchecking it adjusts the inventory quantity without any GL entry, and is only available to users with the Post Adjustment Without GL permission.

Tracking-Disabled Products

When the selected product has Tracking Disabled, it has no location or containers, so the location, pallet, and container fields do not apply. Instead the screen shows two read-only figures for the product as a whole:

Field	Description
Current On Hand	The product’s current total on-hand quantity
New On Hand	The projected total after this adjustment (Current On Hand + the entered Quantity)

Two buttons commit the adjustment:

Post commits the adjustment and clears the whole form, ready for a new, unrelated adjustment.
Post & Reuse commits the adjustment but keeps the current product and location selected, clearing only the container size and quantity — useful when posting several adjustments against the same product/location in a row.

When Post to GL is checked (the default), general ledger entries are created for the variance amount; when it is unchecked, the quantity is adjusted with no GL entry.

12. Inventory Counts

Navigation: Inventory → Manage Inventory Counts

This screen manages physical inventory count sessions. A count session defines the scope of the count (which products, categories, or locations to count).

Count List

The list shows open count sessions, each row with four actions: Post Adjustment, Edit, Delete, and Print Count Sheet. A + button in the header creates a new count session.

Create / Edit Inventory Count

Field	Required	Description
Description	Yes	Name or description of this count session
Product	No	Limit the count to a specific product
Category	No	Limit the count to a specific product category
Building	No	Limit the count to a specific building
Start Location	No	First location in the range to count
End Location	No	Last location in the range to count
Variance Ledger Account	Yes	GL account to use for inventory variances discovered during the count

When editing an existing count, the scope fields (Product, Category, Building, Start Location, and End Location) are read-only — a count’s scope is fixed at creation. The Variance Ledger Account defaults to the Inventory Count Variance Ledger Account set in Inventory Settings when one is configured.

After creating a count, navigate to Record Counts to enter and post the actual counted quantities.

13. Record Inventory Counts

Navigation: Inventory → Record Counts (the screen title reads “Record Inventory Counts”)

This screen is used to record the actual physical quantities counted during an inventory count session and save them as count tags. It does not itself post variance adjustments — variances are posted separately (see Count-to-Adjustment).

Header Fields

Field	Required	Description
Inventory Count	Yes	Select the count session to post
Sheet	No	Optional sub-sheet within the count session

Count Tags Grid

Each row in the grid represents a count tag (a physical count record):

Column	Required	Description
Tag ID	No	Tag identifier
Product	No	Product being counted
Location	Conditional	Required if a product is selected
Pallet	No	Pallet where inventory is located
Container Size	Conditional	Container size for the counted position when a product is selected; 0 is allowed
UOM	—	Read-only stock unit of measure for the selected product
Container Quantity	No	Number of containers counted (min 0)
Original Size	—	Read-only. Container size captured from the pre-count snapshot when a row is imported; blank on manually entered rows
Original Qty	—	Read-only. Container quantity captured from the pre-count snapshot when a row is imported; blank on manually entered rows

New rows are added automatically as you enter data in the last row. To remove a row, use the per-row remove icon at the end of the row. Two other per-row actions are available: Duplicate Tag (copies the row’s counts as a new tag directly below it, with the Tag ID blanked so it posts as a fresh tag) and Insert Blank Below (adds an empty row directly below the selected one rather than at the bottom of the sheet).

When the product uses containers, typing a Total back-solves the number of containers against the Container Size. If the total does not divide evenly, the screen offers to split the remainder into a partial container: “The total does not divide evenly into the container size. Keep N full container(s) and add a partial container of X?” — confirming keeps the whole containers on the original row and inserts a second row for the single partial container.

Count Sheet Actions

Counts can be broken into sheets so several people can count different sections at once. The buttons at the bottom of the screen act on the sheet chosen in the Sheet field:

Button	What it does
Create New Sheet	Adds a new blank sheet to the selected count session.
Import	Opens Import from Pre-Count Inventory — a checkbox grid of the positions captured when the count was created (columns: Product, Serialized Product, Customer, Location, Pallet, Size, Qty). Tick the rows to bring onto the sheet and click Import Selected; positions already on the sheet are skipped. Requires a sheet to be selected.
Print	Prints the selected count sheet.
Clear Sheet	Empties the selected sheet — “This removes every tag on sheet [number]. The sheet itself stays and keeps its number.” — without deleting the sheet.

Click Record to save the entered count tags to the selected count session (or sheet). This only records the counted quantities — it does not yet calculate variances. The system compares counted quantities against on-hand quantities and posts variance adjustment entries to the count’s variance ledger later, when you run the Post Adjustment action for that count session on the Manage Inventory Counts screen.

14. Allocate Inventory

Navigation: Inventory → Allocate Inventory

Use this screen to reserve (reserve mode) or allocate (allocate mode) inventory for a specific demand source.

Source Selection

Select one of the following demand sources:

Field	Description
Sales Order	Reserve or pick inventory for a sales order
Work Order	Reserve or pick inventory for a work order
Job	Reserve or pick inventory for a job
Purchase Order	Reserve or pick inventory for a purchase order

At least one source must be selected.

Allocation Mode

The mode is typically set by how you navigate to this screen:

Mode	Description
Reserve	Reserves (soft-allocates) inventory without physically moving it. Prevents the quantity from being used elsewhere.
Allocate	Physically picks and stages inventory. Records the specific location being emptied.

Allocation Details

After selecting the demand source, the screen shows the items to be allocated. For each item:

Current on-hand and already-allocated quantities are shown.
For manufactured items, ingredient picks are shown.
You can select which location and container to pick from.

Click Post to commit the allocation or pick.

Auto-Allocate (Allocate mode)

In Allocate mode you can let the system choose which physical locations and containers to draw from instead of picking each one by hand. It fills each product’s outstanding need greedily — loose remnants first, then the smallest containers first — and allocates serialized products in whole units only.

Button	What it does
Auto-Allocate	Auto-picks source locations for the currently selected product line, up to its outstanding need.
Auto-Allocate All	Does the same for every line currently shown in the grid (the active grid filter is honored).
Auto-Allocate Custom Building	Opens a dialog to pick a building, then auto-picks only from locations in that building.
Custom Amount	Allocate a specific quantity from the selected source rather than the full outstanding need.

If a line cannot be fully covered, an Allocations Not Made dialog lists the products that could not be completed for lack of available inventory. Click Post to commit the picks.

15. Manage Allocations

Navigation: Inventory → Manage Allocations

This screen displays all current inventory allocations across all demand sources. The grid shows each allocation with its product, quantity, location, and demand source (sales order, sales order shipment, work order, job, or purchase order), sorted by product ID.

Each row offers three actions (all require the Manage Allocations permission):

Action	What it does
Edit Allocation	Adjust the allocation’s quantity.
Demote Allocation	Turns a picked allocation back into a reservation, releasing the specific location it was drawn from. Prompts “Are you sure you want to demote this allocation into a reservation?” Only available for allocations tied to a specific location.
Delete Allocation	Releases (removes) the allocation entirely.

16. Move Inventory

Navigation: Inventory → Move Inventory

Use this screen to transfer inventory from one location to another.

Fields

Field	Required	Description
From Location	Yes	The location the inventory is moving out of
To Location	Yes	The destination location
Lock From Location	No	If checked, the From Location field stays locked after the move (useful for scanning workflows)
Lock To Location	No	If checked, the To Location field stays locked after the move
Pallet	No	If moving a pallet’s contents, select the pallet
Description	No	Optional note about this move
Product	Yes	The product being moved
Container Size	Yes	The specific container of inventory to move
Quantity	Yes	Quantity to move
Owner	No	If the moved inventory is allocated, select the allocation owner

When a pallet is selected, its contents load into the move grid (columns: Product ID, Product Description, Serial Number, Container Qty, Container Size, UOM, Quantity).

16a. Replenishment

Navigation: Inventory → Replenishment

The Replenishment screen is an interactive console for rebalancing stock between locations. It evaluates each location’s replenishment rules against current availability, groups products by how far they are from their rule limits, and lets you stage moves that pull stock from other locations to bring a location back up to its target. Staged moves are posted as inter-location inventory moves when you click Process Replenishments.

The grid and its candidate sources are loaded from the live inventory snapshot; processing the staged moves posts a single batched inventory transaction across all destinations.

Filters

The filter bar at the top controls which rows are loaded. After changing any filter, click Apply to reload.

Field	Description
Locations	Limit results to specific locations. Leave empty to include all.
Location Types	Limit results to specific location types. Leave empty to include all.
Product Categories	Limit results to specific product categories. Leave empty to include all.
Usage From / Usage To	The date range used to calculate the Usage (period) figure shown per row. Defaults to the last 30 days.
Approaching %	The threshold (in percent) that defines the Approaching status bucket. Defaults to 20. Editing it re-buckets rows immediately without a reload.

Location Tabs

A left-hand rail lists every location returned by the filters, sorted by Human ID. Each tab shows the location’s Human ID and description, a colored status dot for its worst-case row, and per-bucket counts.

The status dot reflects the most severe status present at that location, and its color follows that status:

Dot color	Worst-case status at the location
Red	At least one Below Min row (most severe)
Amber	No Below Min rows, but at least one Approaching row
Blue	No Below Min or Approaching rows, but at least one Above Max row
Green	All rows are OK

Severity is ordered Below Min, then Approaching, then Above Max, then OK.

Alongside the dot, each tab shows up to three count badges:

Badge	Meaning
Red count	Number of Below Min rows
Amber count	Number of Approaching rows
Green count	Number of OK and Above Max rows combined

Select a tab to load that location’s rows into the grid.

Status Buckets

Each row is assigned a status by comparing its planned availability against the rule’s Min and Max:

Status	Condition
Below Min	Available (planned) is below the rule’s minimum on-hand quantity
Approaching	Available (planned) is below the minimum plus the Approaching % margin
OK	Available (planned) is at or above the approaching margin and not over the maximum
Above Max	Available (planned) is above the rule’s maximum on-hand quantity

Grid Columns

Column	Description
Status	The row’s current status bucket (recomputes as you stage takes)
Product	Product Human ID and description (opens the product in a new tab)
Location Type	The location’s type
UoM	Stock unit of measure
Min / Max	The rule’s minimum and maximum on-hand quantities
Pack	The rule’s pack size; suggested quantities are rounded up to a multiple of this
On Hand	Current on-hand quantity at the location
Allocated	Quantity allocated at the location
Available	Current available quantity at the location
Available (planned)	Available after applying your staged moves — inflows to this location minus outflows pulled from it as a source. This figure drives the Status column.
On Order	Quantity on order. This is a global product-level figure, not per-location.
Usage (period)	Quantity used over the selected Usage date range
Last Replenished	Date the location was last replenished, or a dash if never
Suggested	The remaining gap to bring the row up to its target after on-order and any staged takes are applied. Derived live; not editable.

Source Picker

Expand a row to open its Source Picker, a detail table listing other locations and containers that hold stock of the same product. If no other location has the product, the panel shows “No other locations have stock of this product.”

Column	Description
Source	The source location and a descriptor for the specific stock (pallet, serial number, container size/quantity, or “Loose”)
On Hand	On-hand quantity at the source
Allocated	Quantity allocated at the source
Available	Available quantity at the source
Claimed (others)	Quantity other rows have already staged to pull from the same source container
Take	The quantity to pull. Enter a value here to stage a move.

When you leave the Take field, the value is clamped to what the source container physically has available after other rows’ claims. If pulling that quantity would drop the source location below its own replenishment rule’s minimum, a tooltip warns you, but manual entry is still allowed to exceed that guideline.

Auto-select

To fill takes automatically, choose a Source Location (for Auto-select) above the grid. This enables:

The Auto-select button on each row (the auto-mode icon in the Actions column), which fills that row’s takes from the chosen source location only.
The Auto-fill all button, which runs Auto-select for every row currently shown for the selected location tab.

Auto-select pulls only from candidates at the chosen source location, respects quantities other rows have already claimed, and will not draw a source below its own replenishment rule’s minimum. (Manual Take entry can still exceed that minimum; only Auto-select enforces it.)

Processing Replenishments

Set the filters and click Apply to load the snapshot.
Select a location tab to review its rows, adjusting Approaching % if you want a different at-risk margin.
Expand the rows you want to replenish and stage takes — either by typing quantities in the Source Picker’s Take column, or by choosing a Source Location and using Auto-select / Auto-fill all.
Confirm the Available (planned) and Suggested columns reflect the result you want.
Click Process Replenishments to post the staged moves.

Process Replenishments submits every staged take across all location tabs, not just the one currently shown. If nothing is staged, the screen reports that no takes were entered. On success, the staged takes are posted as a single batched inventory move and the snapshot reloads.

17. Pallets

Navigation: Inventory → Manage Pallets (a separate View Pallet menu item opens a single pallet’s details)

Pallets are logical groupings of inventory containers. They allow you to move or track multiple containers of product as a single unit.

Manage Pallet Screen

You can create a new pallet or edit an existing one.

Field	Required	Description
Pallet	No	Select an existing pallet to add to, or leave blank to create a new pallet
Pallet Location	Yes	Location of the pallet itself
Product Location	Yes	Location of the product inventory being added to the pallet
Description	No	Pallet description
Product	Yes	Product being placed on the pallet
Container	Yes	Container of the product to add
Container Quantity	Yes	Number of containers to place on the pallet
Inventory Quantity	No	Total stock quantity; kept in sync with Container Quantity

The grid shows the current contents of the pallet (Product ID, Product Description, Serial Number, Container Qty, Container Size, UOM, Quantity). Each row has a Remove From Pallet button, and an Add Item action lets you add containers to the pallet.

View Pallet

Click a pallet to view its details:

Pallet header information (ID, location)
Contents grid: Product ID (clickable), Description, Serial Number (clickable if serialized), Quantity, UOM
Expand a row to see Container Size, Container Quantity, Total Quantity

Actions:

Audit Pallet — View the audit record for this pallet
Print Label — Print a label for this pallet
Preview Pallet Label — Preview the pallet label in a new tab
Manage Pallet — Open the Manage Pallet screen to add or remove containers (and break the pallet)

On the Manage Pallet screen, the Break Pallet button dissolves the pallet, releasing all containers back to their individual locations. The pallet record is removed and the inventory stays at the pallet’s current location.

18. Shipments

Navigation: Inventory → Manage Intra-Co Shipments (the screen title reads “Manage Intra-Company Shipments”)

Shipments track the movement of inventory in transit between locations (typically intra-company transfers between warehouses or buildings). A shipment ties a set of inventory containers to a trailer or truck and records the from/to journey.

Shipment List

This shipment grid is the list shown in the View Location screen’s shipments view (for a trailer/truck location). The standalone Manage Intra-Company Shipments screen instead selects a shipment through the Shipment search box rather than from a column list.

Column	Description
Shipment ID	Shipment identifier
Description	Shipment description
From Location	Origin location (clickable)
To Location	Destination location (clickable)
Closed	Whether the shipment is closed
Closed At	Date/time the shipment was closed
Completed	Whether the shipment is complete
Completed At	Date/time the shipment was completed (unloaded)

Create / Edit Shipment

Use the Shipment search box at the top of the form: leave it blank to create a new shipment (the field shows Creating New), or select an existing shipment to load it for editing.

Field	Required	Description
Trailer	Yes	The trailer or truck carrying the inventory
From Location	Yes	Origin warehouse location
To Location	Yes	Destination warehouse location
Description	No	Free-text description of the shipment

Add pallets to the shipment using the Pallet field at the bottom of the form: select a pallet located at the From Location and click Add Item to add it to the shipment grid (use the row’s remove button to take a pallet off). When you Post the shipment, the added pallets and their inventory are moved from the From Location to the trailer location; any pallets removed from the shipment are returned to the From Location.

Shipment Lifecycle

Shipments are tracked with two flags: Closed and Completed.

State	Closed	Completed	Meaning
Loading	No	No	Pallets can be added or removed. Inventory is at the trailer location.
In Transit	Yes	No	Shipment is sealed. Use Open to reopen it if needed.
Delivered	Yes	Yes	Shipment has been unloaded at the destination. This state is final.

Actions:

Close — Clicking Post prompts you to close the shipment to prevent further changes. A closed shipment is considered in transit.
Open — Reopens a closed shipment so you can modify its contents before unloading (shown when the shipment is closed).
Unload — Move all pallets (and their inventory) from the trailer to the destination (To Location) and mark the shipment as completed. Requires the shipment to be closed first. Once unloaded, the shipment cannot be reopened.

Shipment Documents

The Inventory → Manage Intra-Co Shipments screen is for intra-company transfers and does not print a Bill of Lading. A BOL applies to outbound customer shipments and is printed from the sales-order shipment in Accounts Receivable (Print Sales Order Shipment Documents), where you can also print the packing list and shipping labels.

19. Serialized Products

Navigation: Inventory → Manage Serialized Products

Serialized products are individual units of a product that each carry a unique serial number, enabling tracking of individual items throughout their lifecycle.

Search Serialized Products

Type in the search field to find serialized products.
Click a row to view the serialized product detail.
Click + to create a new serialized product record.

Create / Edit Serialized Product

Key fields include:

Product — The parent product this unit belongs to (required; locked after the record is created)
Vendor — Vendor it was purchased from (required)
Customer — Customer it belongs to (if applicable)
Serial Number — Unique identifier for this unit
Purchase Order — The purchase order it was received on (optional; selecting one fills in the Vendor)
Received Date Time — Date and time received into inventory
Product Cost — Cost of this specific unit
Other Cost — Additional cost associated with the unit
Tax — Tax amount
Discount — Discount amount

View Serialized Product Tabs

Tab	Description
Locations	Current location(s) of this serialized unit
Pallets	Pallets this serialized unit is currently on
Allocated	Any current allocations for this unit
Log	Full transaction history for this specific unit

20. Bulk Update Product Costs

Navigation: Inventory → Bulk Update Product Costs

This screen allows updating material and other costs for many products at once using an inline-editable grid.

Grid Columns

Column	Description
ID	Product ID (clickable — opens product view in a new tab)
Description	Product name
Category	Product category hierarchy
Material Cost	Editable material cost per unit (up to 7 decimal places)
Other Cost	Editable other cost per unit (up to 7 decimal places)

Click any Material Cost or Other Cost cell to edit it directly. The Total Cost column (Material Cost + Other Cost) updates automatically as you type.

Workflow

Use the grid’s Filters side panel (or the per-column filter on the Category column) to narrow the product list.
Click into Material Cost or Other Cost cells and enter updated values (up to 7 decimal places).
Changed cells are highlighted. Use the keyboard shortcuts Ctrl+Z (undo) and Ctrl+Y (redo) to correct mistakes before saving.
Click Save All Changes to commit all changes in a single batch.

21. View Location

Navigation: Inventory → (click a location link from anywhere in the module)

This screen shows what is currently stored at a specific warehouse location.

Location Details

Displays the location code, description, type, and building.

Product Locations Grid

Lists all products and containers currently at this location:

Column	Description
Product ID	Product code (clickable — opens product view in a new tab)
Product Description	Product name
Pallet ID	Pallet the inventory is on (if applicable)
Serial Number	Serial number if the product is serialized
Quantity	Total quantity at this location
UOM	Stock unit of measure

Expand a row to see Container Size, Container Quantity, and Total Quantity.

Additional Tabs

Products Tab

The default view. Shows all products, containers, and quantities currently stored at this location (the Product Locations Grid with Product ID, Product Description, Pallet ID, Serial Number, Quantity, and UOM columns).

Allocations Tab

Displays all inventory allocations tied to this location (reservations and picks for sales orders, sales order shipments, work orders, jobs, or purchase orders). Columns include Job ID, Work Order ID, Sales Order ID, Sales Order Shipment ID, Purchase Order, Product, Location, Pallet, Serial Number, Container Size, Quantity, and UOM. The demand source for each allocation is conveyed by the Job ID, Work Order ID, Sales Order ID, Sales Order Shipment ID, and Purchase Order columns.

Replenishment Rules Tab

Lists replenishment rules configured for this location. Each rule specifies a product, minimum on-hand quantity, maximum on-hand quantity, and minimum pack quantity. When on-hand quantity falls below the minimum, the system generates a replenishment suggestion.

Product Log Tab

Shows the full transaction history for this location — every receiving, movement, adjustment, and allocation event. Each row shows the transaction date, transaction type, product, and user, along with the quantity fields Container Size, Container Quantity, and Total Quantity.

Shipments (Truck/Trailer Locations)

For locations that represent a truck or trailer, a View Shipments action is available. This opens a dialog listing all shipments associated with the location (as origin or destination), showing Shipment ID, Description, From Location, To Location, Closed (and Closed At), and Completed (and Completed At).

21a. View Building

Navigation: Inventory → (click a building link from anywhere in the module)

This screen shows what is stored across all of a building’s locations. A Search for a Building box at the top lets you switch to another building without leaving the screen.

Building Details

Displays the Building ID, Description, and Default Receiving Location.

Tabs

Product Locations Tab

The default view. Lists the product stock currently stored in the building’s locations, including container size and quantity where stock is held in containers.

Containers Tab

Lists the containers in the building. This tab appears only if you have permission to view containers.

Allocations Tab

Displays the inventory allocations tied to the building (reservations and picks for sales orders, shipments, work orders, jobs, or purchase orders). This view is read-only — allocations are managed from the allocation screens, not here.

22. View Pallet

Navigation: Inventory → (click a pallet link from anywhere in the module)

This screen shows the contents of a single pallet.

Pallet Contents Grid

Column	Description
Product ID	Clickable — opens the product view
Description	Product name
Serial Number	Clickable — opens the serialized product view (if applicable)
Quantity	Total quantity on this pallet
UOM	Unit of measure

Expand a row to see Container Size, Container Quantity, and Total Quantity.

Actions

Audit Pallet — Open the audit record for this pallet
Print Label — Print a label for this pallet
Preview Pallet Label — Open a preview of the pallet label
Manage Pallet — Open the Manage Pallets screen for this pallet (where the pallet can be moved to a different location)

23. View Product Log Transaction

Navigation: Inventory → (click a transaction link from a Product Log tab)

This screen shows the details of a single inventory transaction — a receiving, adjustment, movement, count posting, or allocation event.

Transaction Header

Field	Description
ID	Unique transaction identifier
User	The user who performed the transaction
Date	Date and time of the transaction
Transaction Type	Transaction type (Receiving, Adjustment, Movement, Count, Allocation, etc.)
Purchase Order	Link to the associated PO (if the transaction was a PO receiving)

Product Log Grid

The grid shows every product line affected by this transaction:

Column	Description
Product ID	Product identifier (clickable — opens the product view)
Location ID	Location where the change occurred (clickable)
Pallet ID	Pallet involved (if applicable, clickable)
Serial Number	Serial number of the unit (if serialized)
Container Size	Size of the container
Container Quantity	Number of containers
Total Quantity	Total quantity affected (Container Size × Container Quantity)

24. Permissions

For the complete list of permissions in this module and what each one allows, see the Permissions Reference.

Permission	Actions	Description
Product	Create, View, Edit, Delete	Manage product catalog
Product Category	Create, View, Edit, Delete	Manage product categories (Inventory Settings)
Product Type	Create, View, Edit, Delete	Manage product types (Inventory Settings)
Unit of Measure	Create, View, Edit, Delete	Manage units of measure (Inventory Settings)
Stock Code	Create, View, Edit, Delete	Manage stock codes (Inventory Settings)
Building	Create, View, Edit, Delete	Manage buildings (Inventory Settings)
Location	Create, Edit, Delete	Manage locations (Inventory Settings; create/update require Human ID, Building, and Location Type)
Location Type	Create, View, Edit, Delete	Manage location types (Inventory Settings)
NMFC Classification	Create, View, Edit, Delete	Manage NMFC codes (Inventory Settings)
Purchase Order	Create, View, Edit, Delete	Manage purchase orders
Product Markup Matrix Entry	Create, View, Edit, Delete	Manage the product pricing/markup matrix (Manage Product Pricing Matrix)
Post Inventory Adjustment Reason	Create, View, Edit, Delete	Manage inventory adjustment reasons (Inventory Settings)
Manage Inventory Counts	—	Create, delete, and post inventory count sessions and adjustments
Location Replenishment Rule	Create, View, Edit, Delete	Manage replenishment rules
Manage Replenishment	—	Access the Replenishment screen to evaluate rules and act on suggested moves
Manage Allocations	—	Update, unallocate, and unpick any allocation
Bulk Update Product Costs	—	Access the Bulk Update Product Costs screen
Reverse Purchase Order Receiving	—	Reverse a posted PO receiving
Post Receiving Without GL	—	Allows unticking Post to GL on Post Receiving to receive inventory without a matching GL entry. Without it the checkbox stays ticked and read-only.
Post Adjustment Without GL	—	Allows unticking Post to GL on Post Adjustment to adjust inventory without a matching GL entry. Without it the checkbox stays ticked and read-only.
Manage Intra-Co Shipments	—	Create, close (and reopen), and unload intra-company shipments
Show Purchase Order Pricing	—	When withheld, money totals on View Purchase Order, its Invoices tab, and Acknowledge Purchase Order render as N/a. The Receive Purchase Order screen is unaffected.

25. Worked Examples

Example 1: Purchase Order through Receiving

Scenario: Precision Mechanical orders plumbing fittings from FastPipe Supply: 100 copper elbows at $3.25 each and 50 copper tees at $4.50 each. Total PO value = $550.00.

Step 1 — Create the purchase order:

Navigate to Inventory → Manage Purchase Orders and click +.
Select Vendor = FastPipe Supply, Building = Main Warehouse, Vendor Terms = Net 30.
Add line items:
- Line 1: Product = 3/4-in Copper Elbow, Qty = 100, UOM = Each, Unit Cost = $3.25 → Line Total = $325.00
- Line 2: Product = 3/4-in Copper Tee, Qty = 50, UOM = Each, Unit Cost = $4.50 → Line Total = $225.00
PO Total = $550.00. Click Save. PO PO-4210 is created.

Step 2 — Receive the shipment:

FastPipe delivers the goods on 02/10/2026.
Navigate to Inventory → Receive Purchase Order (or from PO-4210 Actions → Receive Purchase Order).
Select the receiving Location = BIN-A12.
Verify received quantities:
- Copper Elbow: Received Qty = 100, Unit Cost = $3.25
- Copper Tee: Received Qty = 50, Unit Cost = $4.50
Click Post.

GL posting:

Account	Debit	Credit
Stock Ledger (per product)	$550.00
Suspense Ledger (per product)		$550.00

Result: 100 copper elbows and 50 copper tees are now at location BIN-A12. PO-4210 is closed. The vendor invoice can now be recorded in Accounts Payable.

Example 2: Physical Inventory Count with Variance

Scenario: During the quarterly physical count, staff counts only 87 copper elbows at location BIN-A12, but the system shows 100 on hand. The unit cost is $3.25 per elbow, so the variance is 13 × $3.25 = $42.25.

Step 1 — Create the count session:

Navigate to Inventory → Manage Inventory Counts and click +.
Set Description = Q1 2026 Quarterly Count, Building = Main Warehouse, Variance Ledger = (select the appropriate Variance Ledger account).
Click Save.

Step 2 — Enter count results:

Navigate to Inventory → Record Counts.
Select Inventory Count = Q1 2026 Quarterly Count.
Add count tag rows:
- Tag 1: Product = 3/4-in Copper Elbow, Location = BIN-A12, Container Size = 1, Container Qty = 87
- Tag 2: Product = 3/4-in Copper Tee, Location = BIN-A12, Container Size = 1, Container Qty = 50 (matches system — no variance)
Click Record.

System comparison:

Product	System Qty	Counted Qty	Variance	Variance $
3/4-in Copper Elbow	100	87	-13	-$42.25
3/4-in Copper Tee	50	50	0	$0.00

GL posting for variance:

Account	Debit	Credit
Variance Ledger (per product)	$42.25
Stock Ledger (per product)		$42.25

Result: Elbow on-hand is adjusted from 100 to 87. The $42.25 variance is posted to the Inventory Variance account for investigation.

Example 3: Allocating and Moving Inventory for a Work Order

Scenario: Service Manager Tom needs 5 copper elbows and 3 copper tees for Work Order WO-2201 (a residential repair). The parts are at BIN-A12 and need to be moved to the technician’s truck stock location.

Step 1 — Reserve inventory:

Navigate to Inventory → Allocate Inventory.
Select Work Order = WO-2201. The required materials appear:
- 3/4-in Copper Elbow: Needed = 5, Available at BIN-A12 = 87
- 3/4-in Copper Tee: Needed = 3, Available at BIN-A12 = 50
Set mode = Reserve. Click Post.
Both products now show Reserved Qty on the Manage Allocations screen.

Step 2 — Pick inventory:

Return to Allocate Inventory for WO-2201.
Set mode = Allocate. The reserved quantities are shown.
Select location BIN-A12 for both products. Click Post.
Inventory is now picked and staged.

Step 3 — Move to truck stock:

Navigate to Inventory → Move Inventory.
From Location = BIN-A12, To Location = TRUCK-MT01 (Mike Torres’s truck).
Product = 3/4-in Copper Elbow, Quantity = 5. Submit.
Repeat for 3/4-in Copper Tee, Quantity = 3.

Result:

BIN-A12: Elbows = 82, Tees = 47
TRUCK-MT01: Elbows = 5, Tees = 3 (allocated to WO-2201)

26. Business Rules

Rules are grouped by category.

Constraints

Sufficient Quantity for Movement — Inventory can only be moved between locations if the source location has sufficient on-hand quantity.
Allocation Before Pick — Reserving before picking is optional; picking can proceed based on raw availability without prior reservation.
Cost Method — The Inventory Settings Cost Method (Average, Last, or Stated) is a single organization-wide setting that determines which stored cost (average, last, or stated) is used for product cost and COGS across all products.
Reverse Receiving Lock — PO receiving can only be reversed if it has not yet been invoiced (total invoiced amount must be zero).

Automations

Receiving GL Post — Receiving against a PO auto-posts GL entries: debit the product’s Stock Ledger account, credit the product’s Suspense Ledger account. Standalone receiving credits the product’s Variance Ledger account instead.
Adjustment Variance Post — Inventory adjustments auto-post the difference to the product’s Variance Ledger account.
Backorder Creation — During PO receiving, backorder lines are created automatically for any unfulfilled quantities (where back-ordered quantity is not zero).
Replenishment Trigger — The generate-suggested-order process uses the product’s reorder quantity and max on-hand quantity to calculate suggested orders when stock falls below the reorder point.
Reverse Receiving GL — Reversing a PO receiving auto-posts reversing GL entries: credit the product’s Stock Ledger account, debit the product’s Suspense Ledger account — the mirror image of the original receiving post.

Workflows

PO Lifecycle — Create PO → Acknowledge / Email PO to vendor → Receive PO. Receiving posts the GL automatically in one step, and the PO closes automatically once it is fully received.
Count-to-Adjustment — Create Count Session → Count Tags → Enter Counts → Post Variance as Adjustment.
Shipment Lifecycle — Create Shipment → Add Item (add pallets) → Post (closes the shipment / in transit) → Unload Shipment (moves pallets to the destination location, marks the shipment completed). A closed shipment can be reopened with Open until it is unloaded; once unloaded (completed), it cannot be reopened.

Cross-Module Effects

PO to AP — PO receipts generate vendor invoice references in AP; received cost flows to the invoice distribution.
Sales Order Fulfillment — Sales orders create demand that drives allocation; shipments draw from allocated stock and post COGS.
WO Material Consumption — Work order material line items reserve and pick from warehouse locations; invoicing posts to GL.
Job Material Draw — Job material expenses draw from inventory, reducing on-hand and creating cost entries in Job Costing.

27. Troubleshooting / FAQ

Q: I can’t move inventory — “insufficient quantity at source location.” The source location must have enough on-hand quantity to complete the move (see Sufficient Quantity for Movement). Check the location’s current on-hand in View Location and adjust the move quantity, or receive additional stock first.

Q: Picking fails — insufficient available quantity. Picking requires sufficient on-hand quantity at the source location (see Allocation Before Pick). Verify available stock at the location in View Location. Reservation before picking is optional — picking can proceed directly if inventory is available.

Q: My physical count posted a large variance — can I reverse it? Posted count variances cannot be reversed directly. If the count was entered incorrectly, post an Inventory Adjustment to correct the quantity back, using an appropriate reason code. Investigate the root cause of the variance (shrinkage, miscounting, unreported movement) before adjusting.

Q: A PO shows as received but the vendor invoice hasn’t been recorded. PO receiving and AP invoicing are separate steps. After receiving, the GL posts debit Stock Ledger / credit Suspense Ledger (see Receiving GL Post). The suspense balance clears when the vendor invoice is recorded in AP. Navigate to Accounts Payable → Post Invoice and reference the PO.

Q: Products aren’t showing as available for allocation even though they were received. Verify the receiving was posted (not just saved as draft). Check the specific Location where goods were received — allocation looks at location-level quantities. Also check whether the stock is already reserved for another order.

Q: Backorders weren’t created after a partial PO receiving. Backorders are created automatically for any line where the back-ordered quantity is not zero (see Backorder Creation). If backorders were not created, verify that the back-ordered quantity field was populated correctly during receiving.

Q: My product cost seems wrong after receiving. Check the product’s Cost Method (see Cost Method). Average cost blends the new receipt cost with existing on-hand cost. Last cost updates to the most recent receipt. Stated cost doesn’t change on receiving — use Bulk Update Product Costs to update it manually.

Q: Replenishment isn’t triggering even though stock is low. Verify the product has Reorder Quantity and Max On-Hand Quantity configured. The suggested order process uses these product-level fields to determine when and how much to reorder. The trigger fires when on-hand falls below the reorder quantity (see Replenishment Trigger).

Q: How do I reverse a PO receiving? Open the purchase order, go to the Receivings tab, and click the Reverse Receiving icon (restore icon) on the receiving row to open the reversal dialog. The dialog shows each line with the containers available to reverse (Ctn Avail) and a Ctns to Reverse field. The receiving can only be reversed if it has not yet been invoiced (see Reverse Receiving Lock). The reversal posts mirror GL entries that credit the product’s Stock Ledger and debit the product’s Suspense Ledger (see Reverse Receiving GL).

Q: How do I print a Bill of Lading for a shipment? A Bill of Lading is printed for outbound customer shipments, not intra-company inventory transfers. Open the sales-order shipment under Accounts Receivable and use Print Sales Order Shipment Documents, which lets you print the Bill of Lading (along with the packing list and shipping labels). The Inventory → Manage Intra-Co Shipments screen has no BOL action.

Q: Can I reopen a closed shipment? Yes, as long as the shipment has not been completed (unloaded). Use the Open action to reopen a closed shipment and modify its contents. Once a shipment has been unloaded, it cannot be reopened (see Shipment Lifecycle).

Q: What is a product log transaction? A product log transaction is a record of any inventory event — receiving, movement, adjustment, count posting, or allocation. You can view the full detail of any transaction by clicking it from a Product Log tab in a product, location, or serialized product view.

28. Tips & Notes

Receiving Against a PO

The most common receiving workflow:

Open the PO from Purchase Orders and use the Actions → Receive Purchase Order shortcut.
Select the receiving Location.
For each line, enter the Received Quantity and confirm Unit Cost.
Click Post. The system creates inventory and GL entries.

Month-End Inventory Count

Navigate to Inventory Counts and create a new count session with the scope you want (all products, a specific category, or a location range). Set the Variance Ledger.
Print or distribute count sheets to floor staff.
As staff report counts, go to Record Counts, select the count session, and enter quantities in the Count Tags grid.
Click Record to commit. Discrepancies are automatically posted to the Variance Ledger.

Cost Method Considerations

Average — Best for commodities where individual unit costs blur together over time. Most common default.
Last — Best for environments where the most recent cost is the most meaningful (rapidly changing prices).
Stated — Best when you manually control costs (e.g., standard costing). Use Bulk Update Product Costs to update stated costs en masse.

Setting Up a New Product

Create the product with the required fields (Description, Category, Stock Code, all three UOMs, Weight UOM, Stock/Suspense/Variance Ledgers).
Check Is Purchased or Is Sold as appropriate.
Navigate to the Vendors tab and add approved vendors with tiered pricing.
Set Reorder Quantity and Max On-Hand Quantity to enable suggested order generation.
If the product requires serialization, check Serialization Required.

Allocating for a Work Order

From the work order, use the allocate action, or go to Allocate Inventory and select the work order.
Choose Reserve to soft-reserve stock, or Allocate to record the physical pick.
For manufactured items, the system shows required ingredients and their current availability.
Review and post the allocation.

Moving Inventory Between Locations

Use Move Inventory for any transfer:

Use the Lock From or Lock To options when scanning multiple items into the same destination — the locked field remains populated between moves to speed up the workflow.
Select the pallet first to see all containers on it; then pick the container to move.

Reversing a PO Receiving

Open the purchase order in Inventory → Manage Purchase Orders and go to the Receivings tab.
Click the Reverse Receiving icon (restore icon) on the receiving row to open the Reverse Purchase Order Receiving dialog.
Select a Posting Date for the reversal.
Review the line items — each shows Ctn Size, Ctn Qty, and Ctn Avail, with a Ctns to Reverse field pre-filled to the full available quantity.
Set a line’s Ctns to Reverse to 0 to skip it.
Click Reverse. The system removes the containers from the receiving location and posts reversing GL entries.

Generating a Bill of Lading

A Bill of Lading is generated for outbound customer (sales-order) shipments, not for intra-company inventory transfers.

Open the sales-order shipment under Accounts Receivable.
Verify the shipment lines, freight terms, and customer/destination address are correct.
Use Print Sales Order Shipment Documents and enable Bill of Lading, then print (you can also print the packing list and shipping labels from the same dialog).