Transactions

The Transactions page allows you to manage inventory levels by moving items into and out of warehouses. Depending on your security rights, you can receive items, transfer items, update physical inventory counts, add items, and remove items.

To open the Inventory Transactions page:

  1. Access the Inventory module by clicking the Inventory link at the top of the page.

  2. Select the Transactions tab.

  3. Click the SELECT ITEM button to search for and select the item you want to perform a transaction on.

    You can search for an item by part #, description, material class, and/or warehouse. Once you select an item, a summary of the item appears in the gray pane at the top of the page.

    At the bottom of the page, in the Material Item History pane, a list of all inventory transactions that have been performed on the item is displayed. Transactions appear in reverse chronological order where the most recent transactions are listed first. For each transaction, the following information is displayed:

    • Date – the date on which the transaction occurred
    • Transaction # – the transaction ID number and a description of the transaction
    • Quantity – the quantity of items involved in the transaction
    • Unit Cost – the unit cost of the items involved in the transaction
    • Bin – the bin in the warehouse the transaction was performed on
    • Action – either the amount of the variance recorded or a link to the PO or work order associated with the transaction
    • Updated By – the name of the user who performed the transaction
    • Warehouse Qty On Hand – the total quantity of the item on hand at the end of the transaction, for all bins in this warehouse

Once an item is selected, you can perform any of the following transactions:

ClosedReceiving

A Receiving transaction is used to update the inventory quantity when items are received from a supplier.

To receive items:

  1. Click the SELECT ITEM button to search for and select the item you want to receive.

    A transaction date is automatically supplied.

  2. In the Transaction Type field, select Receiving.

  3. In the Quantity field, enter the number of items you are receiving.

    You can use the Quantity field in conjunction with the UOM Conversion field to record receiving items in bulk. The two values are multiplied to determine the actual quantity received. For example, you can enter 1 (case) in the Quantity field and enter 24 in the UOM Conversion field to indicate that 24 items were received.

  4. In the Unit Cost field, enter the cost of the items.

    This field defaults to the unit cost entered when the item was created.

  5. In the UOM field, select the unit of measure for the item.

    The unit of measure selected is for informational purposes only and is not used in the quantity calculation.

  6. In the UOM Conversion field, enter any required unit of measurement conversion factor needed to calculate the total number of items you are receiving.

    You can use the UOM Conversion field in conjunction with the Quantity field to record receiving items in bulk. The two values are multiplied to determine the actual quantity received. For example, you can enter 1 (case) in the Quantity field and enter 24 in the UOM Conversion field to indicate that 24 items were received.

    If you are receiving individual items, leave this value as 1.

  7. In the Supplier field, select the name of the company the items are being received from.

    Only companies that have been set up as suppliers for this item are included. For more information, see Add Supplier Item.

  8. In the Bin field, select the bin the items will be stored in.

    You must have the appropriate warehouse bins set up for the item. For more information, see Add Item to Warehouse.

  9. In the Comments field, enter any comments you want to add about the transaction.

    Any comments you enter will be added to the system comments about the transaction.

  10. Click UPDATE.

    The item is received into inventory. An inventory Receipt transaction record is added to the Material Item History pane at the bottom of the page and the warehouse quantity on hand is updated.

ClosedTransfer Out

A Transfer Out transaction is used to move inventory items from one location to another. Items are transferred from bin to bin, either from one warehouse to another or within a single warehouse. You must have the appropriate bins and warehouses set up for the item before you can perform a transfer. For more information, see Add Item to Warehouse.

To transfer items:

  1. Click the SELECT ITEM button to search for and select the item you want to transfer.

    A transaction date is automatically supplied.

  2. In the Transaction Type field, select Transfer Out.

  3. In the Quantity field, enter the number of items you are transferring.

    The UOM Conversion field is set to 1 and is not used to calculate the number of items transferred, so you should enter the actual number of items. For example, if you are transferring 1 case of 24 items, enter 24.

  4. In the Unit Cost field, enter the cost of the items.

    This field defaults to the unit cost entered when the item was created.

  5. In the Bin field, select the bin that the items to transfer are currently stored in.

  6. In the Transfer To field, select the warehouse you are transferring the items to.

    You can select a different warehouse or you can select the same warehouse to transfer items to a different bin.

  7. In the Transfer to Bin field, select the bin within the warehouse you are transferring the items to.

  8. In the Comments field, enter any comments you want to add about the transaction.

    Any comments you enter will be added to the system comments about the transaction.

  9. Click UPDATE.

    The item is transferred. An inventory Transfer Out transaction record is added to the Material Item History pane at the bottom of the page and the warehouse quantity on hand is updated. To view the corresponding Transfer In transaction, select the other warehouse at the top of the page.

ClosedPhysical Count

A Physical Count transaction is used to adjust the number of items on hand in a particular warehouse bin, in response to performing an inventory walk-through and physical count. When recording a physical count transaction, you record the new number of items stored and the variance will be calculated.

To record a physical count:

  1. Click the SELECT ITEM button to search for and select the item you want to update.

    A transaction date is automatically supplied.

  2. In the Transaction Type field, select Physical Count.

  3. In the Quantity field, enter the new physical count for the item.

  4. In the Unit Cost field, enter the cost of the items.

    This field defaults to the unit cost entered when the item was created.

  5. In the Bin field, select the bin that the items are stored in.

  6. In the Comments field, enter any comments you want to add about the transaction.

    Any comments you enter will be added to the system comments about the transaction.

  7. Click UPDATE.

    The item count is updated. An inventory Physical Count transaction record is added to the Material Item History pane at the bottom of the page. The variance is calculated and displayed and the warehouse quantity on hand is updated.

ClosedAdd/Return

An Add/Return transaction is used to add items to the warehouse, often in conjunction with returning unused items to the warehouse.

To add items:

  1. Click the SELECT ITEM button to search for and select the item you want to add.

    A transaction date is automatically supplied.

  2. In the Transaction Type field, select Add/Return.

  3. In the Quantity field, enter the number of items to add.

    The UOM Conversion field is set to 1 and is not used to calculate the number of items added, so you should enter the actual number of items. For example, if you are adding a case of 24 items, enter 24.

  4. In the Unit Cost field, enter the cost of the items.

    This field defaults to the unit cost entered when the item was created.

  5. In the Bin field, select the bin that the items will be stored in.

  6. In the Comments field, enter any comments you want to add about the transaction.

    Any comments you enter will be added to the system comments about the transaction.

  7. Click UPDATE.

    The item count is updated. An inventory Add/Return transaction record is added to the Material Item History pane at the bottom of the page and the warehouse quantity on hand is updated.

ClosedRemove/Loss

A Remove/Loss transaction is used to remove items from a warehouse, often in conjunction with recording broken or unusable items.

To remove items:

  1. Click the SELECT ITEM button to search for and select the item you want to remove.

    A transaction date is automatically supplied.

  2. In the Transaction Type field, select Remove/Loss.

  3. In the Quantity field, enter the number of items to remove.

    Enter this value as a positive number. The number of items entered will be subtracted from the current number on hand. The UOM Conversion field is set to 1 and is not used to calculate the number of items added, so you should enter the actual number of items. For example, if you are transferring 1 case of 24 items, enter 24.

  4. In the Unit Cost field, enter the cost of the items.

    This field defaults to the unit cost entered when the item was created.

  5. In the Bin field, select the bin that the items will be removed from.

  6. In the Comments field, enter any comments you want to add about the transaction.

    Any comments you enter will be added to the system comments about the transaction.

  7. Click UPDATE.

    The item count is updated. An inventory Remove/Loss transaction record is added to the Material Item History pane at the bottom of the page and the warehouse quantity on hand is updated.

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