Inventory Tutorial

Overview#

• An inventory report is a document or record that provides a detailed overview of the items an organisation currently holds in stock. It typically includes information such as the quantity, condition, location and value of each item.
• Use inventory reports to track stock levels, identify discrepancies and help with planning restocks or managing resources efficiently.

💡These tutorials explain how to display various inventory reports and how to use the related functions.

How to Add a Material to Inventory#

1. Navigate to Materials (Main Menu > Materials > Setup Materials).
2. Click View (button).
3. Double-click the material you want to add to inventory to open it.
4. Click Edit (button) on the top row.
5. Click Inventory (tab).
6. Click Add Location (button).
7. Select a Location from the dropdown list under Location.
8. Fill in the other fields as required.

How to View a Snapshot of Inventory Items#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Default.
3. Click the checkbox next to Hide blanks (optional).
4. Click the checkbox next to Active (optional).
5. Set Date = No Date.
   • Note: When you select a date (e.g. This Month), the report changes to show Opening, Movement and Closing balances.
6. Filter Customer, Categories and Location as required, or
   • Set Customer = All.
   • Set Category = All.
   • Set Location = All.
7. Select a sort field next to Sort by (default = Category).
8. Click View (button).

How to View Opening, Closing Balances and Stock Movements#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Default.
3. Click the checkbox next to Hide blanks (optional).
4. Click the checkbox next to Active (optional).
5. Set Date = Select any of the date options, except for No Date.
6. Filter Customer, Categories and Location as required, or
   • Set Customer = All.
   • Set Category = All.
   • Set Location = All.
7. Click View (button).

How to Perform a Price Update#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Price Update.
3. Click View (button).
4. Filter Customer, Categories and Location as required, or
   1. Set Customer = All.
   2. Set Category = All.
   3. Set Location = All.
5. Select one or more items on the list (use Ctrl + left-click).
6. Click Actions (button) and select one of these options to change the stock prices:
   • Set Stock Price = Last PO Price.
   • Set Stock Price = Cost Price.
   • Set Stock Price = Sell Price.
   • Set Stock Price = Supplier Price.
   • Set Stock Price = Est Cost.
7. Confirm the change on the popup.

How to View Stock Checks#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Stock Check.
3. Set Date = Select a Date as required or No Date to see all transactions.
4. Filter Customer, Categories and Location as required, or
   • Set Customer = All.
   • Set Category = All.
   • Set Location = All.
5. Click View (button).

How to View Stock Transactions#

1. Navigate to the Inventory report.
2. Click Menu (button) > Transaction.
3. Set Date = Select a Date as required or No Date to see all transactions.
4. Filter Customer and Categories, as required, or
   • Set Customer = All.
   • Set Category = All.
5. Click View (button).
   • Note: Items adjusted using a Stock Check are highlighted in yellow.

How to View a Replenishment Report#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Replenishment.
3. Filter Customer, Categories and Location as required, or
   • Set Customer = All.
   • Set Category = All.
   • Set Location = All.
4. Click View (button).

How to Place Purchase and Work Orders from the Replenishment Report#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Replenishment.
3. Filter Customer, Categories and Location as required, or
   • Set Customer = All.
   • Set Category = All.
   • Set Location = All.
4. Click View (button).
5. Select one or more items (use Ctrl + left-click).
6. Click Actions (button) > Create Purchase Order or Create Work Order.
7. Confirm that you want to create the purchase or Work Orders on the popup.
8. Complete the Purchase Order or Work Order as needed.
   • Note: If a minimum Re-order Quantity is available, it is automatically filled in on the Purchase or Work Order. If there is no minimum Re-order Quantity, you must enter a Quantity once the Purchase or Work Order is created.
   • Note: The last order is entered in the Last Order column on the Replenishment Report and can be opened by right-clicking the entry and selecting Open the Last Order.

How to View a Detailed Register#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Detailed Register.
3. Material = Select a Material (compulsory).
4. Location = Select a location (compulsory).
5. Set = Select a Date.
6. Click View (button).
   • Note: If you select No Date and no report is generated, there are no transactions for that particular stock item. When a date field is selected, an Opening Balance always appears, even if the balance is zero and there are no transactions.

How to View Inventory Ageing#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Inventory Ageing.
3. Customer = Select a customer, or select All.
4. Category = Select a category, or select All.
5. Check / Uncheck the Values checkbox to show/hide decimal values.
6. Click View (button).

How to View Batch Tracking#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Batch Tracking.
3. Status = Select a status (optional).
4. Click View (button).

How to Change the Status of a Work Order from the Batch-Tracking Report#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Batch Tracking.
3. Status = Select a status (optional).
4. Click View (button).
5. Select the items that you want to change (use Ctrl + left-click).
6. Click Actions (button) > Set Work Order Status to Complete.

How to Define a Filter#

1. Navigate to the Inventory Report.
2. Click Menu (button) > Show Filter Row.
3. Click any of the columns and enter a setting in the filter column (e.g. enter 5 in the Qty column to only see items where the Qty = 5).
4. Press Enter to apply the filter.
5. To clear the filter: Click the Small Filter Icon next to the column heading that you applied the filter to and select All.
   • Note: The Reset button does not clear the filter.

How to Print or Email the Various Reports#

1. Navigate to the Inventory Report.
2. Select a report from Menu (button).
3. Click View (button).
4. Click Menu (button) > and select an option:
   1. Print Grid: Prints to the default printer.
   2. Email Excel: Opens your default email template with the file attached as .xlsx.
   3. Export Grid: Lets you pick a save location.