Inventory and Transaction Types

QuickEasy BOS includes a scalable inventory system. As the system is developed or features are requested, the Inventory module will be expanded to provide more complex inventory management tools.

The inventory system relies on Entities, Items and Transactions to work.

Resolve Explained#

• The Resolve option indicates how the Stock Item on the transaction is processed.
• The options are:
  • Purchase: The inventory must be purchased. This resolve is used for copying transactions and does not affect inventory.
  • Produce: The inventory must be produced. This resolve is used for copying transactions and does not affect inventory.
  • Reserve: The inventory is reserved for an order (e.g. Sales Orders).
  • Issue: The inventory is issued to a job or customer (e.g. Work Orders, Sales Orders, Customer Invoices).
  • On Order: The inventory is ordered but not yet received (e.g. Purchase Orders, Work Orders).
  • Receive: The inventory is received (e.g. Supplier Invoices, Work Orders).

• For example:
  • On a Sales Order, you could select:
    • Purchase to ensure the correct items are copied to a Purchase Order.
    • Produce to ensure the correct items are copied to a Work Order.
    • Reserve to reserve the stock item if there is stock on hand.
  • On a Purchase Order or Work Order, you could select:
    • On Order to indicate that the stock is on its way.

Temporary and Permanent Resolves#

• Reserve:
  • Reserve is a temporary resolve.
  • Reserve alerts managers that the stock is needed for a specific order.
  • Once the stock is issued, the Reserve hold must be cancelled.
  • To do this, create a Transaction Type that only affects inventory when it is active and not when it is complete. For example:

• On Order:
  • On Order is a temporary resolve.
  • It alerts managers that the stock is ordered.
  • Once the stock is received, the On Order alert must be cancelled.
  • To do this, create a Transaction Type that only affects inventory when it is active and not when it is complete. For example:

• Issue and Receive:
  • Issue and Receive are permanent resolves because their effect on stock is final.
  • They should affect inventory only when the transaction is complete.

Stock Movements#

You can create transactions to control inventory movements. Follow these guidelines when you create and use them:

• The Resolve option indicates how stock is updated. A stock movement Transaction Type should be created for every resolve option.
• Issue: Stock is reduced (e.g. Goods Issued, after stock is issued to a customer).
• Receive: Stock is increased (e.g. Goods Received, from a Supplier Invoice).
• Stock Adjustment: Stock quantities are increased or decreased in the system to match the counted physical stock. A Transaction Type setting manages this, not a resolve.
• Stock movement transactions should always use the local currency.
• Prices are updated as follows:
  • Issue: Inventory Price.
  • Receive: Supplier Price (from a Purchase Order) or Production Costs (from a Work Order).

Transaction Types and Inventory: Basic#

• Organisations that purchase goods for resale could create Transaction Types with the applicable Copy Rules as shown below.
• The Resolve options in bold affect inventory.
• The Resolve options in grey do not affect inventory.

Transaction Types and Inventory: Complex#

• Organisations may create Transaction Types with the applicable Copy Rules in the more complex structure shown below.
• The Resolve options are in bold.
• The Resolve options in grey do not affect inventory.
• The two boxes with a dashed border and grey italic text are explanations.
• Organisations may create extra Transaction Types to record internal stock movements (e.g. Stock Transfers from the factory to the warehouse).
• An additional Goods Issued transaction may be needed to issue raw materials to production.

Recommended Transaction Type Settings#

• The Inventory column on the statuses determines whether the transaction counts when inventory is calculated.
• If a transaction is in an Inventory Status, the inventory is adjusted according to the Resolve options.
• Resolve options also help with copying transactions and make sure that items are copied to the applicable transactions.

Copy Rules Example#

This screenshot shows how the resolve options are used when copying Sales Orders.