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mInventory Help

Help Topics

Getting Started

posted Jan 3, 2016, 9:10 AM by Admin Manager   [ updated Jan 9, 2016, 5:11 PM ]

Introduction

This topic focuses on some of the key concepts in mInventory and explains some of the principles behind the design of the program.  This is a good starting place to get to learn how to use the program.

Why mInventory

Retail businesses of all sizes face challenges when it comes to managing inventory, many of which are addressed with business accounting software programs like QuickBooks.  However, many of these programs offer a broad range of functions, and don’t typically do a good job with basic inventory management.  Additionally, many small businesses find that the complexity of these applications can be overwhelming. 
mInventory is a simple and straightforward software system for managing inventory.  It offers the small business with a set of purchasing, sales and inventory management functions that can greatly simplify the complexities around establishing, tracking and reporting on your inventory levels. 

The concept behind the program is pretty basic.  You set up vendors from whom you purchase products and then create items in your inventory for each of these products.   When you make purchases against your vendors, the inventory items are updated automatically as you receive goods.  The program can produce purchase orders to streamline your purchasing, or allow you to simply enter receipts.  As you sell products, inventory is depleted.  You can set reorder levels and have the software automatically inform you of replenishment needs.

Process Overview 

The diagram below gives a high-level overview of how the functions of the software come together to allow you to manage your inventory workflow. 
This guide will walk through these functions to give you an overview of how these are handled in the software.   
 
          

Basic Navigation

Before we get into the process flow walkthrough, it may be helpful to go over the basic navigation in the program. It’s really pretty easy. On the left side of the screen you’ll find icons that represent the major functions of the program.  This is called the Navigation Bar. These are Vendors, Inventory, Transfers, Purchases, Customers, Sales and Invoices.  Clicking on one of these icons will show you a list of records that correspond to the function you clicked on.

At the top of the screen there are a set of icons that run particular functions.  This is called the Action Bar.

On the right side of the screen we have the Action Panel.  This panel will provide access to details and features based on the particular functional area that you have selected on the Navigation Panel.

 Action Bar

 Navigation Bar
 Action Panel
For any of the functional areas you can double click on an entry in the table to edit the record. You can also right click on a record and you will be shown a popup menu with available program options. These options will vary depending on which function you are interacting with.

You can add new records to a function by clicking on the “Add XXX” button on the Action Bar. You will be shown an empty window that you can fill in the information fields.  Click Save to save your work or Cancel to discard changes.

Also on the Action Bar are icons that allow you to run reports or configure program settings.

The main menu bar also provides some shortcuts to navigate the screens.  If you pull down the ‘Inventory’ menu, you’ll see the options available and the corresponding short cut keys.   As you become more accustom to using the program, these will become helpful to you.

Vendor Management

Vendors are businesses that you purchase products from.  You may purchase and resell these products or you may use them in the production of your own products.   mInventory can be used in several production scenarios but before you can place a purchase order for product, you have to tell the system who you are buying from.  One of the first steps in using mInventory is to create vendors that you work with.

Inventory Management

This is the heart of the program and likely the place that you’ll spend a good portion of your time with the program. It’s important that you familiarize yourself with the functions available in this section and experiment with the many features available.  Here, we add those inventory items that you will be keeping track of.

Ordering & Receipts Management

At this point, you will have created vendors to purchase from and created inventory items for those items that you want to sell.  You are now at the point that you can begin to place orders and receive goods.   mInventory allows you to create a purchase order and then add the products that you will be purchasing.  A PO report can be created and sent to the vendor to initiate the purchase process.  When goods show up at your business, you can use the receiving workflow to mark them received and have the inventory levels updated.  mInventory supports both a full and partial receipt models

Not that mInventory also supports manufacturing, custom builds and manual adjustment workflows to update inventory counts.  These are described in additional help topics.

Customer Management

Customers are those individual that you sell your inventory items to.  You should create customers before you begin using the sales and invoice workflows in the program.

Sales Management

Here you have the ability to create sales orders, add items to the order and specify specifics around the sale.  mInventory allows you to drag and drop inventory items on your sale as well as specify a few different types of discounts and order adjustments.  You can create and select tax rates and then produce a series of reports that can be used internally and with your customers.  If you sales has payment terms, you can produce an invoice for your customer.

Selling items as part of Sales Management will reduce inventory counts.

Initial Setup

posted Jan 3, 2016, 9:10 AM by Admin Manager   [ updated Jan 7, 2016, 11:08 AM ]

It’s important that you take the time to set the program defaults in the preferences screen.   A key area here is the setup of your company.  You are prompted to do this when you create a company for the first time.  If you skipped this step, use the preferences screen and take a look at the Company tab and update the associated fields.

Company Setup
  • Click on the preferences icon in the main toolbar to show the preferences screen
  • Click on the Company tab at the top of the preferences screen.
  • Select the company in the drop down list of vendors.  If your company has not been created, follow the create vendor workflow listed below to create a new company.   Then return to this screen to select it.
  • Locate your company logo on your computer and drag the image onto the logo box on the preferences screen.  The logo will appear on the screen.  To remove the logo, click the clear logo button.
  • Locate an image of your signature and drag the signature image onto the signature box on the preferences screen.  The signature is used on the customer outstanding payment report.
  • Select the default Payment Type for new sales orders you create.
  • Select the default Terms for new sales orders you created.
  • Enter the Invoice Notes that should appear at the bottom of all invoices that you crate.
  • Click “Close” to close the preferences screen
Review Key Preference Settings
  • Click on the preferences icon in the main toolbar to show the preferences screen.
  • Review the settings on the General Tab.
  • Click on the Company tab at the top of the preferences screen and review the settings.
  • Click on the Reports tab at the top of the preferences screen and review the settings.
  • Click on the UOM tab at the top of the preferences screen and review the settings.
  • Click on the Locations tab at the top of the preferences screen and review the settings.
  • Click on the Columns tab at the top of the preferences screen and review the settings.
  • Click on the Filters tab at the top of the preferences screen and review the settings.
  • Click on the Advanced tab at the top of the preferences screen and review the settings.

Key Workflows

posted Jan 3, 2016, 9:10 AM by Admin Manager   [ updated Jan 9, 2016, 5:13 PM ]

The diagram below provides a pictorial view of the workflows that are supported by mInventory.  Refer to this as you review the information in this document. 


Vendor Management

posted Jan 3, 2016, 9:09 AM by Admin Manager   [ updated Jan 9, 2016, 5:09 PM ]

Vendors are organizations or individuals from which you source your products/inventory items.  You need to setup vendors before you can do any of the purchasing functions and you will also want to do this before creating inventory items, as the vendors should be tagged on the items.
    
Actions & Steps

Create Vendor
  • Click “Add Vendor” from the top button bar.   You can also right click on a vendor and select “Add Vendor…”
  • Complete the fields on the vendor form
  • Click “Save"
Edit Vendor
  • Click the Vendor icon in the left navigation bar
  • Double click the row in the vendor table that you wish to edit. Alternatively you can right click on the vendor row and select “Edit…” from the popup menu
  • Update the fields on the vendor form
  • Click “Save”

Delete Vendor
  • Click the Vendor icon in the left navigation bar
  • Right click on the vendor row and select “Delete…”
  • Confirm the deletion on the popup box
Review Vendor Details
  • Click the Vendor icon in the left navigation bar
  • Double click the row in the vendor table that you wish to edit. Alternatively you can right click on the vendor row and select “Edit…” from the popup menu
  • Toggle between “Purchases” and “Inventory” tabs in the middle of the vendor form to review details
  • Click “Close”
Print Purchase Order
  • Click the Purchases icon in the left navigation bar
  • Right click on the purchase row and select “Purchase Order…"
  • Click “Print
Print Purchase Detail Report
  • Click the Purchases icon in the left navigation bar
  • Right click on the purchase row and select “Purchase Order Detail Report…”
  • Click “Print”
Sort Records
  • Click on title of field that you wish to sort.  Click again to reverse sort order
Reporting
  • Click “Run Reports” from the top button bar.  You can also right click on the vendor and select “Vendor List Report…”
  • Pick “Vendor List Report” from the popup menu
  • Click “Print”

Key Inventory Concepts

posted Jan 3, 2016, 9:09 AM by Admin Manager   [ updated Jan 9, 2016, 4:57 AM ]

The following are key concepts that you should familiarize yourself with before digging into the remainder of the help topics. These concepts will provide helpful.

Inventory Data Fields

 Name The name by which you refer to this item. This is a free-form field and you can use any name that makes sense to you.
 Active The state for this item. As your products age, you may find it helpful to inactivate those items that you no longer sell. This will remove them from the main screens and exclude them from most reports.
 Item # This is the number or code by which you will refer to this item in your business. We recommend that you come up with some scheme for creating these numbers that makes sense for you.  Note that this field can be numbers and letters. Sometimes it helps to prefix a numeric item number with a code that distinguishes the item from other items. This field should be unique, but the program does not enforce this.
 Vendor Item # This is the number or code that the vendor that you purchased this product from refers to this item. Having this in your inventory helps in the reordering process.  This field is not required.
 Category In the program preferences screen you can create categories. You should do this before adding inventory items. In the drop down box, pick the category for your items.
 Vendor This is the vendor that you purchased this product from. In the drop down box, pick the appropriate vendor.   
 Available This is the amount of available inventory or On Hand inventory for this item. Available inventory is ready for sale.  Available inventory is increased by purchases and decreased by sales. It can also be decreased through the creation of assemblies and allocation of inventory to another item.  See Allocated below.
 Allocated Allocated inventory is the quantity of an item that has been used in the configuration of another item (an assembly). For those items that are “assemblies” the items that have been assembled are listed in the components table on the bottom half of the inventory screen. It is these items that will have an “allocated” quantity on their item record. Allocated is somewhat like available, in that the amount of the item is still in your inventory. The difference is that it’s allocated to another item. The allocated count is reduced when you sell the “Assembly” and increased when you build new assemblies.
 On Order On order is the quantity of an item that is part of an outstanding purchase order. This is a purchase order that has been created, but not yet received.
 On Hold On hold is the quantity of an item that is part of an outstanding sale. This sale has been created in the system, but not yet marked as shipped.
 Sold This is the number of units of this item that have been sold.
 LocationThe default location that this item is stocked.
 UOMThe default unit of measure that this item is stored in.
 Re Order Level You can set a reorder level that will cause the system to highlight those items that are below this level. This is helpful in making sure that you maintain a particular stocking level of your inventory items.
 Last Cost This is the last cost that you purchased this item for.
 Average Cost This is the average cost across all purchases of this item.
 Markup This is the percentage markup as defined by the price and cost of this item. It helps you see the margin you’ll get from the sale of your items.
 Unit Price You are able to set the price that you sell items for. You can override this when you make sales, but this is the default price that your item sells for. The price field is also used to value your inventory. Inventory valuation is calculated as available inventory * item price.
 Components Components are other items in your inventory that are assembled together to form a new item. To add components to an item drag them from the inventory list onto the components table or click the Add button at the bottom of the components table. An inventory item that has components is referred to as an “assembly”.
 Image mInventory allows you to attach images of your items to the item record. You do this on the Image tab. Drag an image to the page to attach it
 Comments You can maintain free-formed comments for each inventory item.

Custom Assemblies

An assembly is a grouping of items in your inventory that make up a new inventory item. The primary workflow here supports a configuration or BOM model in which you are able to recognize the use of inventory items in the production of a new item. The default cost of an assembly is made up of the cost of the items that are part of the assembly. When you tell mInventory that you have "built" the assembly you have the option of overriding the default cost. This allows you to account for work or other costs that may have been involved in the production process. 

Updating Inventory Counts

As you can see from the data fields above, mInventory maintains several inventory levels for you. These levels are automatically updated based on things you do with an item (buy, sell, adjust, build). You can’t just edit these levels directly. mInventory supports the following workflows to update inventory levels.

"Purchase Orders" - Use this workflow when you purchase inventory items from a vendor. This can be a wholesale/retail model or you could be purchasing raw materials that you transform into products using the Assemblies workflow described below.

"Manufacturing" - Use this workflow when your company manufactures products and you simply want to record how many of each item you made. In this workflow, you create items for each of your manufactured products and then acknowledge a production run to update item quantities/costs. 

"Assembly Builds" - Use this workflow when an item in your inventory is made up of the combination of other inventory items. The Inventory Items screen has a table at the bottom that allows you to identify the components of an assembly. Companies that purchase products and transform them into other products typically use this workflow.

"Manual Adjustments" - Adjustments are changes that are made to inventory levels because of some issue with a particular item. These can be due to theft, damage, unexpected receipts or some other reason. These are not frequently used and are not meant as a way to receive stock into inventory.   

Inventory Costing (LIFO/FIFO/Last Cost/Average Cost)

There are a handful of generally accepted methods to value inventory. These are:

FIFO Costing – This is the First-In, First-Out inventory method. In this model the first item that was received into inventory is the first item that is sold. This is typically used for perishable goods that have a limited shelf life. The actual cost if each item is recorded and used when calculating inventory cost or cost of goods sold.

LIFO Costing – This is the Last-In, First-Out inventory method. In this model it really doesn’t matter which order the items are received and sold. A good example here is a bin of screws at a hardware store. They are all the same and typically the bin of screws is refilled by adding new screws on top of existing. The actual cost if each item is recorded and used when calculating inventory cost or cost of goods sold.

Average Cost – This model can be used with both FIFO and LIFO tracking but inventory cost is handled differently. For each item, an average cost is calculated based on historic purchases. When an item is valued or sold, this average cost is used.

Last Cost – Similar to average cost, but the last purchase price of the inventory item is used instead. 
  
mInventory supports Last Cost and Average Cost methods of inventory cost accounting. We recommend that you use Average Cost as it better represents the true cost of an item. You can configure whether the program uses Average Cost or Last Cost in the preferences screen.

Inventory History

You can quickly get a view of what has taken place with respect to an inventory item by reviewing the history tab on the inventory item screen. Here you will see an historic view of all purchases, sales, adjustments, builds, etc… This comes in handy if you are troubleshooting inventory levels.

Locked Items

Once you begin purchasing and selling an inventory item you are prohibited from making certain changes to the item. This is to protect the integrity of the data and ensure that the item is treated consistently. This lock is around the components. You cannot add, delete or change components on an item that has been purchased, built, adjusted or sold. If you find that you need to do this, you should duplicate the item and make the changes on the new item. Make sure that you give this new item a new item number to differentiate it from the original.

Inventory Management

posted Jan 3, 2016, 9:08 AM by Admin Manager   [ updated Jan 9, 2016, 5:10 PM ]

Inventory items are the products that you buy and sell. There are a number of fields that can be setup when you create or edit an item. These fields were explained in the Key Inventory Concepts help topic.
You identify your inventory by creating items. Items are the building block of your inventory and house the information about each of your products. These items can be stand-alone items or configurations of other items in your inventory. Some systems refer to these configurations as BOMs (bill of materials). In mInventory we call them assemblies. Assemblies are inventory items that are made up of other items in your inventory.

You don’t directly update the quantity of a particular item that you have. You also don’t directly enter the cost at which you acquired/ manufacture and item.

Actions & Steps

Create Item

  • Click “Add Item” from the top button bar. 
  • Complete the fields on the Items form.
  • Click “Save”.

Edit Item

  • Click the Inventory icon in the left navigation bar. 
  • Double click the row in the inventory items table that you wish to edit. Alternatively you can right click on the item row and select “Edit…” from the popup menu.
  • Update the fields on the Items form. 
  • Click “Save”.

Delete Item

  • Click the Inventory icon in the left navigation bar. 
  • Right click on the item row and select “Delete…”. 
  • Confirm the deletion on the popup box.

Add Image

  • Edit an inventory item. 
  • Select the Image tab. 
  • Locate an image to represent this item on your computer and drag it onto the image box. 
  • Click “Save”.

Review History

  • Edit an inventory item. 
  • Select the History tab. 
  • Review the screen. 
  • Click “Close”.

Search for Items

  • Enter search criteria in the “Inventory Search” box in the top button bar.

Sort Records

  • Click on title of field that you wish to sort. Click again to reverse sort order.

Filter Records

  • Right click on the list of records and select the appropriate filter. 

Repeat with additional filter selections to create “AND” conditions.Note the filter bar at the top of the screen to see current filter applied. Filters and sort criteria applied on the data records apply to reports and exports.

Clear Filter or Search

  • Click on the filter description bar or right click on the data list and select “Clear Filter”. 

Clicking on the filter description bar when “All Records” is displayed will set the default filter as identified in the Preferences.

Reporting

  • Click “Run Reports” from the top button bar. 
  • Pick “Inventory List Report” from the popup menu. 
  • Click “Print”.
Assembly Items

If the item that you are creating is a custom assembly, then you should add component items.  The component items are shown in the component list at the bottom of the screen.

To add a component item, click the "Add..." button below the component list.  Alternatively, you can drag and drop an item from the inventory list in the main screen onto the components list. Once you have added component items, you can update the QTY and UOM fields for each component item. The unit cost and total cost fields will be updated automatically.

Units of Measure

If your item can be bought or sold in different units of measure, you should make sure that you have setup the appropriate UOM in the Preferences screen. When you create the item, select the appropriate measure from the Measure drop down box. The default is single units or "Each.". Note that if you are using multiple measures, you can set the selling price for each measure.  This is done after you initially save the item. For example. Let's assume that your item is measured in both feet and inches.  Select "feet" from the measure drop down and then set the price. Next select "inches" and again update the price.  By doing this, mInventory will know the correct price to use depending on whether you sell you item in feet or inches. Note that the cost fields will change to show you the cost for each measure. This is handled automatically and you don't do anything to set these values.

Storage Locations

mInventory supports housing items in multiple storage locations. Storage locations are setup in the preferences screen.  On the Item screen, select the storage location that you typically receive and sell this item from. It can be overridden when you do a sale or purchase, but the default will be set initially.

On the locations tab, you can see how many of this item you have in each location. The main "details" tab shows inventory aggregated across all locations. This is the same on the main inventory list.

Categories

You can specify a category to each inventory location. Categories can be helpful later if you are sorting or filtering your inventory items on the main screen. You setup categories in the preferences screen and then can pick the category on the item screen via the category drop down.

Importing Inventory Items

You can import and export inventory items to CSV files. You may find it helpful to initially import your inventory items to get started. The Advanced Features help topics explains how this is done.

Stocking Locations & Transfers

posted Jan 3, 2016, 9:08 AM by Admin Manager   [ updated Jan 9, 2016, 5:14 PM ]

mInventory allows you to maintain multiple stocking locations and automatically keeps track of "Available" inventory that you have at each of these locations. This can be helpful if you are performing inventory counts or if you simply store inventory at multiple locations.  When you do a purchase, assembly build, manufacture or adjustment, you specify where the inventory is moving to or coming from. 

Note that mInventory creates an initial default inventory location called "Warehouse".  You don't need to create additional locations or use any of the transfer features unless you find it necessary. The "Warehouse" will be defaulted on all transactions that you do and you won't need to change this. However, if you prefer, you can update the name of the default location in the preferences screen.

Creating Locations

If you need to manage multiple stocking locations, they can be created in the preferences screen.
   
To add a new stocking location, click the new button below the list.  Update the name and then enter a description.

To delete a location, click the delete button. Note that you are not able to delete locations that are marked "Active".  Active locations have current or previous inventory counts and must remain.  

Select the inventory location that you wish to be defaulted on all new items. Set the check box to the eft of the location name. This can be overridden when you create an item, but will be the initial value on new records.

Transferring Inventory

If you find that you need to tell mInventory about movement of items between inventory locations, you need to do an Inventory Transfer.  This is pretty simple.
   
To do a transfer, click the "Add Transfer..." button on the action bar or action panel.  This will open the transfer screen as shown above.  Set the date and provide a description for the transfer.  Then use the "Add..." button to pick the inventory item that you will be transferring.  For each one, specify the Move Qty in the list and choose the from and to stocking locations.  Note that the mInventory tells you the quantity of the item that is currently in the From location.  Click save to commit the record.

Transfer Order Report - Depending on the size of your operation, you may want to print a transfer order report to provide to you warehouse department to use as a mechanism to facilitate the move.  If you operation is smaller, this may not be necessary.  To print the report, select the transfer that you want to produce the report for and pick the Transfer Order report from the icon on the Action Bar or via the report selection drop down on the Action Panel.

When the transfer has been completed, select the Acknowledge Complete button on the Action Panel after you select the corresponding transfer record.  This will bring up the acknowledgement window as shown below.  Set the date and click Save. Inventory levels are not updated until the transfer is marked complete.

Adding Inventory

posted Jan 3, 2016, 9:08 AM by Admin Manager   [ updated Jan 9, 2016, 6:04 AM ]

mInventory maintains several inventory levels for you. These levels are automatically updated based on things you do with an item (buy, sell, adjust, build). You can’t just edit these levels directly.

Inventory Levels
 
"Available" - This is the amount of available inventory or On Hand inventory for this item. Available inventory is ready for sale.  Available inventory is increased by purchases and decreased by sales. It can also be decreased through the creation of assemblies and allocation of inventory to another item. See Allocated below.

"Allocated" - Allocated inventory is the quantity of an item that has been used in the configuration of another item (an assembly). For those items that are “assemblies” the items that have been assembled are listed in the components table on the bottom half of the inventory screen. It is these items that will have an “allocated” quantity on their item record. Allocated is somewhat like available, in that the amount of the item is still in your inventory. The difference is that it’s allocated to another item. The allocated count is reduced when you sell the “Assembly” and increased when you build new assemblies.

"On Order" - This is the quantity of an item that is part of an in process purchase order. This is a purchase order that has been created, but not yet received.

"On Hold" - This is the quantity of an item that is part of an draft sale. This sale has been created in the system, but not yet marked as shipped.

"Sold" - This is the number of units of this item that have been sold.

Updating Inventory Counts

mInventory supports the following workflows to update inventory levels.

"Purchase Orders" - Use this workflow when you purchase inventory items from a vendor. This can be a wholesale/retail model or you could be purchasing raw materials that you transform into products using the Assemblies workflow described below.

"Manufacturing" - Use this workflow when your company manufactures products and you simply want to record how many of each item you made. In this workflow, you create items for each of your manufactured products and then acknowledge a production run to update item quantities/costs. 

"Assembly Builds" - Use this workflow when an item in your inventory is made up of the combination of other inventory items. The Inventory Items screen has a table at the bottom that allows you to identify the components of an assembly. Companies that purchase products and transform them into other products typically use this workflow.

"Manual Adjustments" - Adjustments are changes that are made to inventory levels because of some issue with a particular item. These can be due to theft, damage, unexpected receipts or some other reason. These are not frequently used and are not meant as a way to receive stock into inventory.

Purchasing

posted Jan 3, 2016, 9:07 AM by Admin Manager   [ updated Jan 9, 2016, 5:21 PM ]

The purchasing workflow is used when you purchase goods from your vendors. It allows you to create purchase orders, send them to your vendors to start the order process, and manage the receiving process.  The table below describes these fields that are applicable to purchase orders:

 Date  The date of your purchase order.  Defaults to current date.
 Order Number  A system generate purchase order number.  You can not change this value.
 Status  The status of the purchase order.  Either 'In Process' or 'Received'.
 Type  The type of the purchase order.
 Description  Free form description for you to describe the purchase.
 Shipping & Handling  Any costs that you are shared for shipping products to your business.
 Taxes  Any taxes that you are charged for the items on the purchase order.
 Comments  Free form comments for you to annotate.
 Items  A list of inventory items that are on the purchase order.
     
To create a new purchase order, click on the Purchase Icon on the left navigation bar. You will be shown a list of all existing purchases. For a new purchase order, click on the Action Bar or Action Panel and choose “New Purchase...”. You’ll be shown an empty form in which you can input fields that describe the purchase. 
     
There are two ways to add items. The first is to click the Add button below the item lists. This will open up a panel from which you can search for and select items to add. The second way is to drag them from the main window’s inventory list. You’ll noticed that your open purchase window stays on top of your inventory list but you can still click behind it on the main window. The filter and search functions are still active and once you find the item you wish to purchase, you can drag it onto the purchase items list.

As you add items you can change two values in the purchase items list. These are quantity and item cost. Set these values for all of your items and then click the save button.

The workflow used in purchasing can very from business and we support a couple of methods.

Manual or Online Purchase Method - Workflow 1

In this method, you will have already gone to a retail store or warehouse and purchased goods. You’ll have brought these back to your business, tagged them and created inventory items. The act of making a purchase in this method is just to acknowledge the receipt of these goods and update inventory levels. When you create the purchase record in mInventory you should immediately set the status to “Received”. This acknowledges receipt and updates the inventory levels with the quantities of each item purchased. These items are now ready to be sold.

We recommend that you print a Purchase Detail Report for your records and attach the receipts for the items your purchased and file.

Purchase Order Method - Workflow 2

This method is a little more complicated and is used by larger businesses. Once the purchase is created it stays in the “In Process” status. You save the purchase and print a “Purchase Order”. This purchase order is then sent to the vendor (typically by email) and the vendor will pick, pack and ship the goods to you. Some point later these goods show up at your business. Assuming that they all come in one shipment, you simply change the status on the purchase to “Received”. If the goods show up in multiple shipments, you can selectively identify those items received by checking the “rcvd” checkbox next to the items. This will change the status on the purchase to “Partial Receipt”. When the remaining good show up, you can set the purchase status to “Received” to acknowledge full receipt of goods.

Like the manual purchase method, we recommend that you print a Purchase Detail Report for your records and attach the receipts you received with the shipments.

Acknowledge Receipt of Goods

As described above, you need to acknowledge the receipt of goods in order to have the inventory items updated to reflect the new inventory.  

To acknowledge receipts of good, select the purchase order that you want to receive and click on the "Acknowledge Receipts" button on the Action Panel.  You can also right click on the purchase order line and choose the option from the popup menu.  You will see the following screen:
     
For those items on a purchase order that have been received, you should check the 'Rcvd' check box.  If you have not received all items on the purchase order, the status drop down will be "Partial Receipt". If all good were received, this should be "Received".  Note that it's important to specify the location that the good are received into if you are using our stocking locations functionality.  You should also set the date that the items were received.

There are short-cut field on the Acknowledge Receipt window that you can use to quickly update all items with the same value.  This is typically only used if all items are received on the purchase order.

When you are done on the screen, click Save and the inventory records will be updated to reflect the new receipts.

Manufacturing

posted Jan 3, 2016, 9:06 AM by Admin Manager   [ updated Jan 10, 2016, 5:49 AM ]

The manufacturing workflow is used to update inventory levels for items that you create in your business.  These items are not purchased from a vendor but created in some manufacturing process.  In the case of manufacturing, the raw materials used in the construction of the items are not tracked as inventory items.  However, you should specify the total cost of the raw materials and any labor costs on the manufacturing screen.

If you would prefer to track raw materials, you should consider using the Custom Assemblies workflow.  This is described in a different help topic.

To manufacture an item, select the item in the inventory list and press the "Acknowledge Manufacturing" button on the Action Panel or right click on the item and select the option.  You will be shown the screen below:
Enter the number of units that you build and the cost per unit and press the Save button.  Make sure that you specify the location that the manufactured items will be stored in and update the UOM if the default is not appropriate.

Editing an Existing Manufacturing

If you need to edit an existing manufacturing, you can use the Inventory Items screen to do this. First, edit the inventory item. On the edit screen you will see a tab at the top of the called "Mfg". Clicking on this tab will show you all manufacturing that have been made to the item. Double click on the item you wish to edit, make the changes and press Save.

To delete an manufacturing, select it and press the delete button below the list.

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