Inventory consists in taking an actual physical inventory of quantity levels of all tangible assets, as well as reconciling any differences between the status ascertained during an inventory (actual status) and the status resulting from the stock records.

A list of inventories is available from the level of the main menu Warehouse → (Resources) Inventories

Inventory documents include:

• inventory sheets – items/item lots can be added to an inventory sheet before a physical inventory is done or after it, at the moment of entering actual quantities to the system. The first method is often used if only selected items should be subject to inventory. The second method is used when an entire warehouse or store is subject to inventory and people doing physical inventory are not searching for any particular items, but they do the inventory of a selected part of the warehouse or store.
• readouts associated with sheets – if items/item lots should be added to inventory sheets only at the moment of entering actual quantities to the system, it is recommended to use readouts. They can be completed with items/item lots on a regular basis at the same time a given area is being inventoried or can be completed with a collector readout after a physical inventory is done. When successive item lots are entered to readouts, they are automatically added to a sheet connected with it. When successive readouts are confirmed, their actual quantities are summed up on a sheet.

An inventory process can be divided in three stages:

• Stage 1 – defining items that are to be inventoried and preparing inventory document
• Stage 2 – taking an actual physical inventory
• Stage 3 – entering actual quantities to the system and issuing documents correcting discrepancies

Inventory document:

• concerns one selected warehouse. If more warehouses should be inventoried, it is necessary to create an individual inventory document for each warehouse.
• can contain any number of inventory sheets that contain list of items/item lots along with quantity resulting from documents and actual quantity.

Permissions affecting performance/completing of an inventory:

• Automatically generate inventory documents during inventory confirmation
• Automatically confirm inventory documents
• Inventory – control correctness of documents
• Block item sales
• Release reserved
• Collecting Resources Received After Inventory Date

Adding an inventory form

A new inventory document form is added upon selecting button [Add].

Tab General is composed of a list of:

• inventory sheets
• readouts, which is collapsed by default

Inventory document header contains the following fields:

• document number
• warehouse for which an inventory document is being created
• center being a document owner (an owner can be changed until a new inventory sheet is added)
• Block item sales
• Release reserved
• current document status
• Confirmation Date – the date is not subject to edition and is filled in automatically when confirming an inventory. In case the date in a sheet is later, when confirming an inventory, the system asks whether the document confirmation date should be changed to the latest issue date from the sheet.