Inventory Reporting

This View provides a summary of all the Inventory Items by Location and it can be filtered by Date, Customer, Category, and Location.

The data is divided into four bands:

• Detail - Description, Code, Location etc.

• Opening - The Quantities and Values as at the Opening date

• Movement - The Qty Received, Issued, Adjusted and the Value of the Movement

• Closing - The Quantities and Values as at the Closing date. By default, this will be the Current date.

Data Filter

• Date - Set the Opening and Closing Dates. Note: When No date is selected, the report defaults to This Month.

• Customer - Show Material items linked to the selected Customer

• Category - Show Material items linked to the selected Category

• Location  - Show Material items linked to the selected Location

• Active - only show Active Material Items

• Search - Keyword search functionality in the report tree views to make searching easier. The Search column is hidden by default and contains the names of the parent accounts. 

Fields

The following fields assist with the creation of periodic inventory journals:

• Value Issued

• Value Adjusted

Drilldown

Drilldown functionality is provided to the following modules.

• View Detailed Inventory Register - The Detailed Register will be filtered according to the Filter on the Default view.

• View Material Summary

• Open linked Material item

The Detailed Register is used to view all the transactions linked to a Material Item or to a specific Location on a Material Item. 

When a Date filter is selected, the report will start with an Opening Balance as at the close of business the day before the Opening date.

Data Filters

• Date - Select a Start and an End date or select No Date to view all the Transactions in the database.

• Item - Select n Item - this is a mandatory filter.

• Location - Select All to view the transactions for all the Locations linked to the selected Material.

• Active - When checked, only the Active Records, since the last Stock Check, will be listed. The Date filter is set to No Date.

Fields

• Unit Price - The Transaction Unit Cost which is converted to the stock Unit of the Item. For Stock Checks, the Stock Unit Price on the date of the Stock Check is used.

• Qty - Displays a positive number for Receives and a negative number for Issues. (Hidden by  default)

• Qty (Trans) - The Quantity on the Transaction (Hidden by  default)

• Unit (Trans) - The Unit on the Transaction (Hidden by  default)

• Unit Price (Trans) - The Unit Price on the Transaction. 

Drilldown

You are able to drilldown to this Report from the following Modules using the menu item: View Detailed Inventory Register

• Inventory Reporting > Default View

• Transaction Items

• Transaction - Resolve Items

• Estimate Items

This view is used to manage your Inventory Prices. Full Access is required to use the Actions that can update the Stock Price and Cost Price on multi-selected records.

Actions

• Recalculate Stock Price - The Stock Price will be recalculated from the last Stock Check using the Weighted Average Costing method. If Items were Received and Issued on the same day, it is assumed the Receive transaction was created before the Issue transaction/s. If multiple Receive Transactions were made on the same day, a warning is returned. 

• Set Stock Price = Last Purchase Price

• Set Cost Price = Last Purchase Price

• Set Stock Price = Cost Price

This view let's you search on a Serial No. to see exactly when it was Received, Issued and Returned. If the Search is blank, all the Serial Numbers in the database, linked to Inventory Transactions, are returned. The Description and Code fields are selected from the linked Item (In case they were changed on the Transaction).

To drilldown, right-click on an item and select

• Open Transaction - Open the Transaction

• Open Item - Opens the Item in the Items master

• View Item Summary - Opens the Item Summary

Drilldown

You are able to drilldown to this Report from the following Modules using the menu item: View Detailed Inventory Register

• Inventory Reporting > Default View

• Transaction Items - Only when the Transaction uses Serial Numbers

This view is used to view the Inventory Items that need to be replenished. 

Navigation 

Main Menu > Reports > Inventory > Menu > Replenishment

Data Filter

• Customer

• Category

• Location

• Active (Default = true) - When checked, only Active items will be displayed

• Outstanding (Default True)  - When checked, only items where Qty Available < Min Qty or Items where the Order Qty > 0 will be displayed.

• Search - Keyword search functionality in the report tree views to make searching easier. The Search column is hidden by default and contains the names of the parent accounts. 

Item Setups

The following fields are set up in the Items module.

Main Menu > Items > Items > Double-click on an Item to open > Inventory tab

• Lead Days - The number of days from placing an order to receiving the goods.

• Min Qty - The minimum quantity you need to have in stock - the quantity that you sell over a period equal to the Lead days above, plus a small buffer.

• Re-order Qty - The quantity that you order when you replenish stock. This will determine how long your buying cycle is.

Context Menu

Actions can be used to create a Purchase Order or Work Order and add the selected Items.

To drill down, right-click on an item and select

• Open Item - Opens the Item in the Items master

• View Item Summary - Opens the Item Summary

Fields Explained

• Min Qty = As captured in the item

• Re-Order = As captured in the item

• In Stock = Qty in stock

• On Order = Generated from an Active Purchase Order or Work Order (when an item's Resolve is set to Order)

• Reserved = Generated from an Active Sales Order or Work Order (when an item's Resolve is set to Reserve)

• Available (+ On Order) = In Stock Qty plus On Order minus Reserved Qty

• Available = In Stock Qty 

• Price - If a Supplier Price and Cost Price are linked to an Item, the system selects the best price between the two.

Settings

• Setup > Transactions (Types) > Accounting > Default: Select Purchase Orders or Work Orders - This setting determines which Transactions are used to create replenishment orders.

• Inventory - Replenishment View - Transaction Settings: Identifies which Transactions are used for Purchase Orders and Work Orders. These Settings have to be manually updated after the upgrade: 

  • • Add to Inventory Replenishment Actions (Purchase)

    • Add to Inventory Replenishment Actions (Produce)

How To Replenish

Actions

Actions can be used to create a Purchase Order or Work Order

1. To create a Purchase Order from the report, select or multi-select items on the grid > Actions > Create Purchase Order

2. To create a Work Order from the report, select or multi-select items on the grid > Actions > Create Work Order

This view displays the Ageing of Inventory

• 30 Days - Inventory held for less than 30 days

• 60 Days -  Inventory held  for 31-60 days

• 90 Days - Inventory held for 61-90 days

• 120 Days - Inventory held for 91-120 days

• 180 Days - Inventory held for 121-180 days

• 1 Year - Inventory held for 181 days - 1 year

• 2 Years - Inventory held for 1-2 years

• 2+ Years - Inventory held for longer than 2 years

Overview

This report provides an indication of Inventory that is overstocked or Understocked based on the Settings below. The report counts Issue and Receive transactions linked to the Stock items and works on the Inventory Location level. 

Settings determine the rules used to calculate the suggested Stock Quantity. If the number of days has been entered for Option 2, then the second option will be used, else the first option will be used.

If the Inventory quantity is 25% under or over the Suggested stock holding the Status is set to Under or Over. If it's within 25% it is flagged as Normal.

Actions 

• Create a Purchase Order -   A new Purchase Order will be created and the selected Items added to it. The default active Supplier will be added and the Qty will default to the Re-order Qty

• Create a Work Order

General Settings

• Items & Inventory > Over/Under Stock - Option 1 - Months used to calculate the average monthly demand - Default = 3

• Items & Inventory > Over/Under Stock - Option 1 - Suggested stock holding in Months - Default = 2

• Items & Inventory > Over/Under Stock - Option 2 - Days used to calculate the maximum usage  over the last 12 months - Default = 28

Transaction Settings

• Default - Purchase Order - This identifies the Purchase Order Transaction that is used to replenish stock. Multiple Purchase Order transactions may be added. 

• Default - Work Order - This identifies the Work Order Transaction that is used to replenish stock. Multiple Work Order transactions may be added.