Inventory

Inventory sessions are used in Acctivate to change the inventory quantities and costs. A new inventory session will be made up of a single transaction which contains header and detail data fields. After filling out the necessary header and detail information, you can click Save and then optionally use the +Add Transaction button to add additional transactions to the inventory session. Otherwise, after saving you can choose to Print the unposted inventory session or click Post to post the session and its transactions. Posting is what finalizes the changes. When an inventory session is posted, all the transactions within that session are posted and you are prompted to print out a report of the session.

Once posted, you cannot edit the transaction, however you can Void the entire inventory session and recreate it.

Every inventory session will have a unique session number. This number is assigned based on the next available number in the Inventory company number sequence. All inventory sessions use the Inventory numbering sequence. For example, if the next session number was 100 and you created an inventory receipt then an inventory adjustment, the receipt would use the session number 100 and the adjustment would use session number 101.

Note

With the exception of components in an assembly session, only inventoried products may be used in inventory sessions.

Inventory Receipts

The inventory receipts transaction is used to receive in inventoried Products. Commonly, an inventory receipt is used to receive in a vendor Purchase Order, however you can receive in inventory without a PO. Whenever you receive inventory, the debit account is the Inventory GL account and the Purchases GL account configured for the warehouse.

Entering an Inventory Receipts

If receiving a Purchase Order, see Receive a PO, otherwise follow these steps:

  1. Use the Inventory → Inventory Receipts menu option to open the Enter Receipts window.
  2. Click New to start a new Inventory Receipt.
  3. Set the Session Date, Warehouse and any additional header information.
  4. Add the Product to be received.
  5. Enter the Quantity to be received, unit and unit cost (or total amount).
  6. If lot or serial numbered, enter the Lot/Serial number and optionally the lot/serial Expiration, lot/serial Reference and lot/serial Specification.
  7. Add additional products to be received, if necessary.
  8. Click Save and click Post.

Receipt Fields

Once the Inventory Receipt transaction has been created, you can fill in the necessary information.

Inventory Receipt Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the transaction will be added into inventory.
Warehouse List The warehouse will default to the Ship To warehouse of the purchase order.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Purchase Order Text / 40 Characters If the receipt is initiated from the Enter Purchase Order window or Purchasing List, the PO number will be populated automatically. For a receipt to be counted towards a purchase order it must be associated with a PO.
Vendor List The vendor the inventory is received from. When the receipt is initiated from the purchase order this field will be filled in to reflect the vendor on the purchase order.
Document Date Date A reference date field. This could be the date of the document (e.g., BOL, Pack List) that was included in the shipment for reference. This date has no impact on inventory.
Reference Text / 20 Characters A reference field to record information related to this inventory receipt.
Receive Document Text / 15 Characters A reference field to record a related document (e.g., BOL or Pack List).
Description Text / 50 Characters A reference field for this receipt.

Inventory Receipt Detail Fields
If receiving against a Purchase Order and the Receive POs in full option is enabled, the Enter Receipts window will be created with the Outstanding products and quantities to be received. You can (and should) remove inventory receipt lines that were not received and edit quantities to match what was physically received.

If you are creating an Inventory Receipt that is not linked to a Purchase Order, then you will add the Products and quantities that are to be received.

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters When receiving from a purchase order, only inventoried products that are on the purchase order can be on the inventory receipt.
Vendor Product ID Text / 25 Characters The Vendor Product ID will display here for reference.
Location Text / 80 Characters The warehouse Location the product will be stocked in.
Received Numeric The Received field will default to the Outstanding quantity on the purchase order. This quantity should be changed to reflect the actual quantity received. The quantity corresponds to the unit field.
Unit List The unit of measure corresponding to the received quantity. This will default to the unit on the purchase order, if receiving a PO, otherwise it will default to the products default purchasing unit.
Unit Cost Numeric The unit cost in relation to the quantity and unit received. This will default to the purchase price on the purchase order, if receiving a PO, otherwise it will default to the product's last cost for the warehouse.
Amount Numeric The total amount of the inventory to be received.
Description Text / 4095 Characters The description of the product received.
Note Text The note field can be used to record specific information about this inventory receipt line.
Lot / Serial Number Text / 40 Characters If the product is a lot or serial number controlled product, you will be required to enter in the lot/serial number for the quantity received.
Expiration Date Date The expiration date for the lot or serial number.
Reference Text / 50 Characters The lot/serial number Reference field allows storing reference information specific to the lot or serial Number received.
Specification Text The lot or serial number Specification field allows storing lengthy specification information specific to the lot or serial number received.

Inventory Adjustments

Inventory adjustments are used to adjust the quantity of a product up or down. Whenever you remove inventory with an adjustment, the debit account is the Adjustments GL account and the credit is the Inventory GL account configured for the warehouse. If the adjustment adds inventory, the debit and credit accounts are reversed.

Entering an Inventory Adjustment

  1. Use the Inventory → Inventory Adjustments menu option to open the Enter Adjustments window.
  2. Click New to start a new inventory adjustment.
  3. Set the Session Date, Warehouse and any additional header information.
  4. Add the Product ID to be adjusted and select a lot or serial number, if the product is lot or serial controlled. 1. Enter the quantity to be added or removed. E.g., 5 will add five to the current on hand quantity; -3 would remove three from the current on hand.
  5. Add additional products to be adjusted, if necessary.
  6. Click Save and click Post.

Adjustment Fields

Once the inventory adjustment transaction has been created, you can fill in the required information.

Inventory Adjustment Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the inventory will be affected.
Warehouse List The Warehouse in which the inventory will be adjusted.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Document Date Date A reference date field.
Reference Text / 20 Characters A reference field to record information related to this inventory adjustment.
Adjust Document Text / 15 Characters A reference field to record a related document.
Description Text / 50 Characters A reference field for this adjustment.

Inventory Adjustment Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters Only inventoried products can be on the inventory adjustment.
Lot / Serial Number List If the product is a lot or serial number controlled product, you will be required to select a lot/serial number from the list.
Quantity Numeric The quantity in stocking units to be added to or removed from the On Hand quantity. E.g., "5" would add five and "-5" would remove five.
Unit Text The stocking unit for this product.
Location Text / 80 Characters The warehouse Location where the Product's quantity is to be adjusted.
Description Text / 4095 Characters The Description of the Product being adjusted.
Note Text The note field can be used to record specific information about this Inventory Adjustment line.

Inventory Balance Adjustments

Inventory Balance Adjustments are similar to Inventory Adjustments, yet significantly different in a few way. The Inventory Balance Adjustment allows the user to set the total quantity on hand and unit cost or total value of a Product. An Inventory Balance Adjustment would be used to add the starting on hand quantity and value, adjust just the value of a product, or adjust the on hand quantity and value. Acctivate uses a defined sequence to process transactions that occur on the same date for a Product. The Balance Adjustment is the last transaction processed in that sequence, which means that when you post a Balance Adjustment the qty and value entered will be the final On Hand and total Value for the product on that Session Date.

Whenever you remove value with a Balance Adjustment, the Debit account is the Gain/Loss GL account and the Credit is the Inventory GL account configured for the warehouse. If the Balance Adjustment adds value, the Debit and Credit accounts are reversed.

Entering a Balance Adjustment

  1. Use the Inventory→ Inventory Balance Adjustment menu option to open the Enter Balance Adjustment window.
  2. Click New to start a new inventory balance adjustment.
  3. Set the Session Date, Warehouse and any additional header information. If you set the session date then add the product ID's, the products will be added with their quantity on hand as of the session date making it easier to see what needs to be adjusted.
  4. Add the Product ID to be adjusted.
  5. If the product is Lot/Serial controlled, select a lot or serial number. See note below.
  6. If necessary, change the Quantity to be the total On Hand quantity as of the Session Date.
  7. Change the Unit Cost or Value to be the Unit Cost or Value as of the Session Date.
  8. Add additional products to be adjusted, if necessary.
  9. Click Save and click Post.
Note

If the Product is Lot/Serial controlled and has a cost method of Actual, you will be able to select a lot/serial number and change the quantity, unit cost or value of that product's lot/serial number. If the product is lot/serial numbered and uses a cost method other than Actual, you will not be able to select a lot/serial number and will only be able to change the unit cost or value for the entire warehouse (as opposed to a specific lot/serial number).

Balance Adjustment Fields

Once the inventory balance adjustment transaction has been created, you can fill in the required information.

Inventory Balance Adjustment Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the inventory will be affected.
Warehouse List The Warehouse in which the inventory will be adjusted.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Document Date Date A reference date field.
Reference Text / 20 Characters A reference field to record information related to this Inventory Balance Adjustment.
Adjust Document Text / 15 Characters A reference field to record a related document.
Description Text / 50 Characters A reference field for this Balance Adjustment.

Inventory Adjustment Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters Only inventoried products can be on the Inventory Balance Adjustment.
Lot / Serial Number List If the product is a lot or serial number controlled product and the product's cost method is Actual, you will be required to select a Lot/Serial number from the list.
Quantity Numeric The final Quantity that this product will have On Hand on this Session Date when you post the Balance Adjustment.
Unit Text The stocking unit for this Product.
Description Text / 4095 Characters The Description of the Product being adjusted.
Note Text The note field can be used to record specific information about this Inventory Balance Adjustment line.

Inventory Issues

The inventory issue is used to "issue out" inventory and expense it against a G/L expense account. The inventory issue is commonly used to remove inventory for marketing purposes and internal consumption. For example, if you sell pens, you may decide to take a box of pens to a conference to hand out to anyone you see. You would use an inventory issue to remove a box of pens and expense it against a "Marketing Expense" general ledger account. Or, your office may be running low on pens so you may choose to remove a box of pens from inventory and expense against an "Office Supplies" expense account.

The inventory issue transaction is unique in that it gives you the flexibility to change the Issue Expense G/L account per inventory issue session. Issuing out inventory will debit the Issue GL Expense Account and credit the Inventory GL account configured for the warehouse.

Entering an Inventory Issue

  1. Use the Inventory→ Inventory Issues menu option to open the Enter Issues window.
  2. Click New to start a new Inventory Issue.
  3. Set the Session Date, Warehouse.
  4. The GL Expense Account will default to the Issue GL account configured for the warehouse. Regardless, if that default has been set or not, you can change the GL Expense Account to be the account the removed inventory should be expensed to.
  5. Set any other additional header fields.
  6. Add the Product ID to be issued out of inventory.
  7. If the product is Lot/Serial controlled, select a lot or serial number.
  8. Enter the Quantity to be issued out of inventory. This should be a positive number (e.g., 5 would remove five from inventory).
  9. If necessary, select the Location the inventory should be removed from.
  10. Add additional products to be issued out, if necessary.
  11. Click Save and click Post.

Inventory Issues Fields

Once the inventory issue transaction has been created, you can fill in the required information.

Inventory Issue Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the inventory will be affected.
Warehouse List The Warehouse which the inventory will be removed from.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Document Date Date A reference date field.
Reference Text / 20 Characters A reference field to record information related to this Inventory Issue.
Issue Document Text / 15 Characters A reference field to record a related document.
GL Expense Account Lookup The GL Expense Account the inventory is to be expensed to.
Description Text / 50 Characters A reference field for this Balance Adjustment.

Inventory Issue Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters Only inventoried products can be on the Inventory Issue.
Lot / Serial Number List If the product is a lot or serial number controlled product you must select the Lot/Serial number to be issued out of inventory.
Quantity Numeric The Quantity to be "issued out" of inventory. This should always be a positive number.
Unit Text The stocking unit for this Product.
Location List The warehouse Location the product is to be removed from.
Description Text / 4095 Characters The Description of the Product being issued.
Note Text The note field can be used to record specific information about this Inventory Issue line.

Inventory Transfers

An inventory transfer is used to move inventory between warehouses or it can be used to move inventory between warehouse Location within the same warehouse (intra-warehouse transfer).

When a transfer is posted, the value of the inventory will debit the Inventory GL account configured for the To warehouse and Inventory GL account for the From warehouse will be credited.

Entering an Inventory Transfer

  1. Use the Inventory→ Inventory Transfers menu option to open the Enter Transfers window.
  2. Click New to start a new Inventory Transfer.
  3. Set the Session Date, From Warehouse and To Warehouse. These can be the same if transferring between locations within the same warehouse.
  4. Set any other additional header fields.
  5. Add the Product ID to be Transferred.
  6. If the product is Lot/Serial controlled, select a lot or serial number.
  7. Enter the Quantity to be transferred. This should be a positive number (e.g., 5 would remove five from the "From" warehouse and add it to the "To" warehouse).
  8. If necessary, select the From Location and To Location
  9. Add additional products to be transferred, if necessary.
  10. Click Save and click Post.

Inventory Transfer Fields

Once the Inventory Transfer transaction has been created, you can fill in the required information.

Inventory Transfer Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the inventory will be affected.
From Warehouse List The Warehouse which the inventory will be removed from.
To Warehouse List The Warehouse which the inventory will be added to.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Document Date Date A reference date field.
Reference Text / 20 Characters A reference field to record information related to this Inventory Issue.
Transfer Document Text / 15 Characters A reference field to record a related document.
Description Text / 50 Characters A reference field for this Balance Adjustment.

Inventory Transfer Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters Only inventoried products can be added to the inventory transfer.
Lot / Serial Number List If the product is a lot or serial number controlled product you must select the lot/serial number to be transferred.
Quantity Numeric The Quantity to be transferred from the "From Warehouse" to the "To Warehouse".
Unit Text The stocking unit for this Product.
From Location List The warehouse Location the product is to be removed from. For lot and serial numbers, this field will default to the primary location if the lot/serial number is stocked in it, otherwise it will default to the last location used by the selected lot or the current location for the selected serial number. For standard control products, it will default to the primary location.

When the Require locations on all transactions option is enabled, you are allowed to transfer from a blank location with positive quantity into another warehouse location as a means to correct the blank location situation.
To Location List The warehouse Location the product is to be added to.
Description Text / 4095 Characters The description of the product being issued.
Note Text The note field can be used to record specific information about this inventory transfer line.

Inventory Assemblies

Inventory Assemblies are used to remove components from inventory, combine them and then add them back into inventory as a new product. The product being assembled must be first setup with an Assembly Bill of Materials.

An Assembly will always have be a zero sum transaction, the sum value of the components removed from inventory will be used as the value for the assembly products being added into inventory.

Entering an Inventory Assembly

There are four ways to create an Inventory Assembly Session

  • From the Inventory menu:

    1. Use the Inventory→ Inventory Assemblies menu option to open the Enter Assemblies window.
    2. Click New to start a new Inventory Assembly.
    3. Set the Session Date and Warehouse the assembled product should be added to.
    4. Type in the Product ID to be assembled or use the lookup.
    5. Enter the Quantity to be assembled and the Location the inventory will be added to if known.
    6. The Assembly Workflow Status will default based on your Default Inventory Options. Set any other additional header fields.
    7. In the list of components, change the W/H and select a Lot/Serial # if necessary.
    8. Click Save.

  • From a Sale Order:
    An assembly session can be created directly from a sales order. One assembly session will be created for the entire Sales Order and each backordered assembly product on the sales order will have its own transaction. The assembly quantity for each transaction will default to the sales order's backorder qty. When posted, Acctivate will add the assembly product into inventory and the sales order will have its scheduled quantities reset, resulting in the assembled product being automatically allocated to the related sales order.

    1. Open the Enter Sales Order window for an order that has a backordered assembly product on it.
    2. Click +Create... and choose Assembly Session

  • From the Sales Order Manager:
    Assembly sessions can be created for multiple sales orders at once using the from the Sales Order Manager. As with creating an assembly session from a sales order, on assembly session will be created per sales order for the backordered assembly products and their quantities. Likewise, posting one of these assembly sessions will result in the sales order resetting its scheduled quantities and allocating the posted assembly quantity to the related sales order.

    1. Open the Sales Order Manager.
    2. Check off the orders you want to create assemblies for.
    3. Choose Create Assemblies from the Action... menu.
    4. An assembly session for each sales order will be created with a transaction for each backordered assembly product on the order. The assembly quantity will default to the backordered quantity.

  • From the Business Alerts window:
    The Assemblies tab of the Business Alerts window will suggest a quantity to be assembled base on inventory stocking levels and availability. Unlike creating an assembly directly from a sales order, the Assemblies tab of the Business Alerts window will show you the total sum quantities suggested to be assembled and when you post the assembly it will add it into inventory. Then, you will need to reschedule sales orders to allocate the inventory.

    The Alerts tab contains various filters which can be used to see assemblies that meet a certain criterion:

    • W/H: You can select to only see assemblies stocked in a particular warehouse.
    • On open Sales Orders only: If checked, only assembly products on an Open Sales Order will be displayed.
    • Below Min Stk Qty: If checked, only assembly products that are below their min stock quantity (or have negative availability if they don't have a min stock qty) will be displayed.

    The suggested assembly quantity (Sugg Qty) is based on the inventory levels. You can check off the products you wish to build and the assembly/build quantity (Bld Qty) will default to the Sugg Qty, or you can click the Apply suggested qtys button at the top of the window to change all the build quantities to match the suggested quantities. You can leave the build quantities as is, or make further changes (increase or decrease the build quantity. Once your selections have been made, click Create Assembly Session to create a single Assembly Session containing a transaction for each of the selected product's and their Bld Qty.

    Tip

    Creating an assembly session for assembly products may result in new assembly products appearing with a suggested quantity in the Assemblies tab of the Business Alerts window. This is due to sub-assemblies; sub-assemblies are assemblies that are a component of another assembly. Creating the top level Assembly Session reduces the availability of the components. If the assembly component falls below its min stock level then it will show up in this screen and you can repeat the above steps.

    When looking at the right pane of the Business Alerts window, there is some valuable information:

    • Suggested: This is the suggested build quantity.
    • On PO/ asm: This is the total quantity that is on unposted assembly transactions or outstanding on a purchase order.
    • On Hand: The On Hand quantity for the warehouse.
    • Reserved: The Reserved quantity for the warehouse.
    • Stk Qty: The minimum stock quantity for the warehouse.
    • Min Ord Qty: The minimum order quantity for the warehouse.
    • Build for: This grid will show which Sales Orders or other Products require this product. The Qty is the quantity needed for that ID/Number, if any. In some cases, the suggested build quantity is based on inventory numbers and the quantity is not needed for Sales Orders or other Products, so this section may appear blank.

Managing an Inventory Assembly

Often, an assembly session is created but not ready to be posted. Instead, the Production Work Order document is printed, then after the assembly is completed, the session is posted.

Print the Production Work Order
From the Enter Assemblies window, you can click the Printer icon to print the Assembly Session. This document can be used to record any notes, for example, which Lot Numbers where used and in which quantities.

Change the Workflow Status
Some assemblies may go through several stages. The assembly transaction has an assembly workflow status which can be used to indicate the current stage of the assembly. The workflow status does not update automatically; however it can be updated by a user using one of the following methods:

  • Changing the workflow status in the Enter Assemblies window.
    When you open the Enter Assemblies window, you can click Edit and change the workflow status to reflect the current stage of assembly:

    1. Open the Transactions list in the left menu of Acctivate.
    2. Search for and location your Assembly.
    3. Click Edit to open it.
    4. Change the Workflow Status field.

  • Use the Change Assembly Work Order Workflow Status window.
    The Change Assembly Work Order Workflow Status window provides an efficient way to update multiple assembly sessions in a row when using a USB barcode scanner configured with a carriage return after each scan. This places the cursor back into the Work Order field allowing for a quick subsequent scan.

    1. From the Inventory menu, choose Change Assembly Work Order Workflow Status .
    2. Select a workflow status from the Set Workflow Status to menu.
    3. Place the cursor in the Work Order field
    4. Scan the the work order production form's barcode with a USB scanner which updates the session. Scan the next document's barcode. Alternatively, you can type in or lookup the assembly session number and press Enter.

Split a Transaction
In some instances, you may plan on Assembling a certain quantity, but you need to be able to post the quantities assembled into inventory as they are completed. The Split Transaction button at the top of the Assembly Transaction allows you to split a transaction into two, allowing you to enter how much you want to split off from the original quantity. This new transaction can be posted immediately, leaving the remainder to be Posted when completed.

Update/Record the Actual Quantities
With a Standard Assembly, the list of components and component quantities per one assembly product do not change. However, with Custom and Process Assemblies, the components and component quantities can vary. Components that are setup as Variable on the components tab of the Edit Product window will allow.

  1. Open the Transactions list in the left menu of Acctivate.
  2. Search for and location your Assembly.
  3. Click Edit to open it.
  4. If the Assembly Product is a Process Assembly product, you can enter the total Yield quantity. The Yield is the quantity that will be added into inventory, but the components quantities removed are based on the planned assembly qty.
    • For example, let's say you are making purple paint by mixing red and blue paint. You enter the Assembly Transaction for 1 gallon of purple paint, which has components of 0.5 gallons of red paint and 0.5 gallons of blue paint. After mixing the paints and pouring into a new bucket, I only yield .95 gallons of paint. By changing the Yield qty to .95, I'm only adding .95 gallons when I post the transaction, but I'm still removing the total component qty (0.5 gallons of red and 0.5 gallons of blue) from inventory.
  5. If the Assembly Product is a Process or Customer Assembly product, you can add additional components that were used if necessary. Any components that are marked as Variable can be removed or have their Actual Quantity changed to reflect what was actually used.
    • For example, let's say you have an assembly product which is a variety pack of soups. 6 different canned soup products and a single box are removed from inventory and combined together. My custom Assembly Session was created to make 100 cases of these variety packs. At the end of production, I realize that we used 600 cans of soup, as planned, but we used 613 boxes due to boxes getting damaged during the process. If my Box component is Variable, I can change the Act Qty to be 613. When I post the Assembly Session, the 600 cans of soup will be removed from inventory, 613 boxes removed from inventory and 100 cases of the assembly product will be added into inventory at a slightly higher unit cost due to the additional boxes used.
Note

If you select a lot or serial number for a component line and the on-hand qty of the lot or serial number is less than the Total/Actual quantity, you will be prompted with a message asking if you'd like to add another lot/serial # for this assembly component. If you choose Yes, the selected lot number will be set for the current line and the Total/Act Quantity for the line will be adjusted to use the entire lot. Then, a new line will be added with the remaining Total/Act quantity for the component so you can select a new lot/serial number.

Post an Inventory Assembly
Once the Assembly Session has the correct information, you can post it.

  1. Open the Transactions list in the left menu of Acctivate.
  2. Search for and location your Assembly.
  3. Click Edit to open it.
  4. Click Post.
  5. You will be prompted to print out a report of the posted session. This report shows the component quantities and costs removed from inventory as well as the assembly product's quantity and cost added into inventory. This will always be a zero-sum transaction.

Inventory Assembly Fields

Inventory Assembly Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date The date in which the inventory will be affected.
Warehouse List The Warehouse which the assembly product will be added to when the session is posted.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Document Date Date A reference date field.
Reference Text / 20 Characters A reference field to record information related to this Inventory Assembly.
Production Document Text / 15 Characters A reference field to record a related document.
Description Text / 50 Characters A reference field for this Inventory Assembly.
Product ID Lookup / 41 Characters The Assembly Product to be assembled.
Quantity Numeric The quantity to be assembled. If the assembly product is serial numbered, the assembly quantity can only be 1.
Yield Numeric Only visible for Process Assembly products. The quantity yielded that will be added into inventory.
Location List The inventory location the assembly product will be added into.
Workflow Status List The inventory workflow status. Used to indicate where in the process the assembly is currently at.
Lot / Serial Number Text / 40 Characters If the product is a Lot or Serial Numbered product, you will be required to enter in the Lot/Serial number for the quantity assembled before posting.
Expiration Date Date The Expiration Date for the Assembly Product's Lot or Serial Number.
Reference Text / 50 Characters The Lot or Serial Number Reference field allows storing reference information specific to the Lot or Serial Number assembled.
Specification Text The Lot or Serial Number Specification field allows storing lengthy Specification information specific to the Lot or Serial Number Assembled.

Inventory Transfer Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters The Component Product ID.
W/H List The Warehouse the component will be removed from.
Description Text / 4095 Characters The description of the component.
Lot / Serial Number List If the component is a lot or serial number controlled product you must select lot/serial number used.
Std Unit Numeric The default component quantity to make one stocking unit of the Assembly Product. Only visible for Custom and Process Assembly Products.
Std Qty Numeric The default total component quantity to make all of the assembly quantity. Only visible for Custom and Process Assembly Products.
Unit Qty Numeric The actual unit quantity used to make on stocking unit of the Assembly Product.
Act Qty / Total Qty Numeric The actual total quantity used to make all of the assembly quantity. If the assembly product is a Custom or Process Assembly then the column header appears as "Act Qty", otherwise it displays as "Total Qty".
Available Numeric The Available quantity for this product in the selected warehouse.
Unit Text The stocking unit for this Component Product.
Location List The Location the component product is to be removed from.
Note Text The note field can be used to record specific information about this component line.

Inventory Landed Cost

Landed Cost is the total cost of a landed shipment including purchase price, freight, insurance, and other costs up to the port of destination. It may also include the customs, duties, and other taxes levied on the shipment.

The Acctivate Landed Cost function allows you to allocate these costs across one or multiple Purchase Orders, Receipts, Transfers, and/or Assembly sessions by Quantity, Value, Weight, or Volume of the products. Acctivate also allows the functionality to change the way certain items are factored, or not factored, into the overall landed cost, using the Landed Cost Factor on the Specs tab of the Product Information window for each item.

Entering a Landed Cost

The landed cost session can be initiated in two different ways:

  • From the Inventory menu:
    1. Use the Inventory→ Landed Cost menu option to open the Enter Landed Cost window.
    2. Click New to start a new Landed Cost.
    3. Use the +Load Items button to selection which posted Inventory Session the Landed Cost amounts will be allocated to.
    4. If you have a Vendor's invoice, lookup and select the Vendor, enter the Invoice Number and leave the Create Bill checkbox checked. Enter the Invoice Date and Invoice Total. When you post this Landed Cost session, the information entered here will be used to create a Vendor Bill in QuickBooks that you can pay.
    5. Use the Allocate By option to choose how to allocate the Invoice Total automatically. The allocation can be entered by hand as long as it results in 100% of the invoice total being allocated.
    6. Click Save and Post.
Warning

While you are able to add products to the Landed Cost transaction rather than using the +Load Items option, it's recommended to use the +Load Items menu when possible. This ensures that the Landed Cost is based on and linked to a specific transaction. Otherwise, the landed cost is added as of the Landed Cost Session Date. If using the Allocate By option without using the +Load Items option, the allocations is based on the current product attributes, not what they were as of the Session Date.

  • From the Purchase Invoice window:
    If you have a Purchase's Invoice for a Purchase Order and the includes other charges, such as shipping/freight charges, in addition to the Products the vendor is invoicing you for, you can enter the Landed Cost at the same time you enter the Purchase Invoice. This allows you to have one single invoice that is entered into Acctivate and Synchronized to QuickBooks for payment.
    1. When entering a Purchase's Invoice, click on the Other Charges tab and enter the amount of the landed cost.
    2. Check the Landed Cost checkbox which will open the Enter Landed Cost window with the information filled in.
    3. Use the Allocate By option to allocate the cost.
    4. Click Save and Post.

Landed Cost Fields

The Landed Cost fields that are visible will change based on which method was used to create the landed cost session.

Landed Cost Header Fields

Field Field Type/ Length Definition
Session Numeric Acctivate will automatically assign a unique inventory session number.
Session Date Date If using the +Load Items option, the Session Date in the Landed Cost window is ignored and instead the Loaded Item's Session Date is used. The Landed Cost will be added as the first transaction after the loaded item so that subsequent transactions are calculated with the correct cost.
Transaction Numeric A session can be made up of multiple transactions. To add a new transaction to a session, click Save and then click + Add Transaction.
Reference Text / 20 Characters A reference field to record information related to this Inventory Assembly.
Load Items List
  • Receipt: This option allows you to select a specific receipt session(s) that the landed costs apply to. You are able to search by various fields including the PO Number.
  • Receipts from PO: This option allows you to select all the receipt sessions for a Purchase Order by selecting the PO. For example, if your vendor sent two different shipments for PO 1000, selecting PO 1000 in this list would add both receipts to the Landed Cost session.
  • Inventory Transfer: This option allows you to select a Transfer session.
  • Inventory Assembly: This option allows you to select an Assembly session.
Allocate By List The Allocate By options are only available if there are more than one Products. Otherwise, clicking Allocate By will allocate 100% of the landed cost to the one product.
  • Quantity: With this option, the Quantity (in stocking units) for all the products are summed up and the Invoice Total is divided by that number to come up with a unit cost. Then, that unit cost is multiplied by the Quantity for each line to determine what the Landed Cost amount is for each line.
  • Value: With this option, each line's original transaction value makes up a percentage of the total value of loaded transaction lines. This percentage is used to allocate the Invoice Total.
  • Weight: With this option, each line's weight (from the Specs tab of the Edit Product window) makes up a percentage of the total weight of loaded transaction lines. This percentage is used to allocate the Invoice Total.
  • Volume: With this option, each line's volume (from the Specs tab of the Edit Product window) makes up a percentage of the total volume of loaded transaction lines. This percentage is used to allocate the Invoice Total.
Vendor List The Vendor associated with the Landed Cost.
Invoice Number Text / 15 Characters If filled in, a Vendor is selected and the Create Bill checkbox is checked, this information will be used to create a Vendor Bill in QuickBooks.
Create Bill Checkbox If checked, the vendor invoice information will be used to automatically create a vendor Bill in QuickBooks.
Invoice Date Date The date that will be assigned to the invoice in QuickBooks. Does not affect when the transaction date of the landed cost in Acctivate.
Invoice Total Numeric The total amount of the Invoice to be allocated among the products.
Description Text / 50 Characters A reference field for this Landed Cost.

Landed Cost Detail Fields

Field Field Type/ Length Definition
Product ID Lookup/Text / 41 Characters The Product ID the landed cost will be applied to.
Description Text / 4095 Characters The description of the Product.
W/H List The Warehouse used on the transaction when you choose +Load Items, otherwise the warehouse where you want the Landed Cost to impact.
Lot / Serial List If the product is a lot or serial number controlled product the lot/serial number the landed cost will be applied to will be displayed.
Quantity Numeric The quantity of the Product from the Loaded Item, or if you don't use the Loaded Item, it's the current on-hand quantity.
Unit Cost Numeric The unit cost of the Product from the Loaded Item, or if you don't use the Loaded Item, it's the current unit cost.
Weight Numeric The weight from the Specs tab of the Edit Product window.
Alloc % Numeric The percentage of Landed Cost allocated to this line. This can be manually overridden as long as the total allocation adds up to 100%.
Landed Cost Amount The amount of Landed Cost allocated to this line. This can be manually overriden as long as the total allocation adds up to the Invoice Total.

Inventory Count

An Inventory Count is used to verify inventory accuracy and make adjustments to product quantities which may be recorded incorrectly within Acctivate. The Inventory Count process can be described in two primary steps, Creating the Count Sheet, Conducting the Count and Entering the Inventory Count.

Create Count Sheet

The first step is Printing the Count sheet which creates an Inventory Count Session.

Print Inventory Count Sheet

Note

If you will be using Acctivate Mobile Warehouse Management System, you should review the Blind Count configuration option before printing a Count Sheet.

To create the Count session, you must first Prepare and Print the Count Sheet.

  1. Use the Inventory→ Print Count Sheet menu option.

  2. In the Print Inventory Count Sheets window you can enter the qualifications for the products to be included in the Select for count section.

    • Warehouse: The warehouse this Count Sheet will be created for.
    • Product Class: You can create a count for a specific Product Class or All.
    • Count Cycle: Products can be assigned a Count Cycle which allows for counting a specific group of products. This can allow for more manageable counts. For example, each month you may count a smaller set of Products rather than one large count at the end of the year. Or, you may have a more valuable set of products which need regular counting. Or, it may make sense to count a group of otherwise unrelated products together because they occupy the same geographical area of the warehouse.

  3. Make a selection from the Sequence list of the Count sheet organization section:

    • Product ID: If the count sheet is organized by Product ID, all the products will be in a single Count Sheet with one Section. The products will be sorted by Product ID, then by lot/serial number (if lot or serial controlled), then by the location sequence defined in the configuration manager (if multiple locations are enabled).
    • Description: If the count sheet is organized by Description, all the products will be in a single Count Sheet with one Section. The products will be sorted by description, then by Product ID, then by lot/serial number (if lot or serial controlled), then by the location sequence defined in the configuration manager (if multiple locations are enabled).
    • Location, Description: With this selection, one Count Sheet is created, however it will be divided into different Sections for each Inventory Location Zone. Each Count Section will be sorted based on the location sequence defined in the configuration manager, then by the product's description, then by Product ID, then by lot/serial number (if lot or serial controlled). If locations aren't enabled, the last receipt location for the lot will be used as the next level of sorting after the lot/serial number.
    • Location, Product ID: With this selection, one Count Sheet is created, however it will be divided into different Sections for each Inventory Location Zone. Each Count Section will be sorted based on the location sequence defined in the configuration manager, then by Product ID, then by lot/serial number (if lot or serial controlled). If locations aren't enabled, the last receipt location for the lot will be used as the next level of sorting after the lot/serial number.
    • Product Class, Product ID: With this selection, one Count Sheet is created, however it will be divided into different Sections for each product class. Each Count Section will be sorted by the Product ID, then by lot/serial number (if lot or serial controlled), then by the location sequence defined in the configuration manager (if multiple locations are enabled).
    • Product Class, Description: With this selection, one Count Sheet is created, however it will be divided into different Sections for each product class. Each Count Section will be sorted by the description, then by Product ID, then by lot/serial number (if lot or serial controlled), then by the location sequence defined in the configuration manager (if multiple locations are enabled).

  4. Enable or Disable the Include Empty Warehouse Locations option in the Warehouse Locations section.

    • Checked: When checked, Products with zero quantity on-hand and no associated Primary Location will be included in the Count Session.
    • Unchecked: When unchecked, Products with zero quantity on-hand and no associated Primary Location will be included in the Count Session.

  5. Click OK to proceed.

  6. The following warning will display:

    Warning

    BEFORE you prepare count sheets, you MUST:

    1. Stop all movement of the stock to be counted.
    2. Post all inventory transactions.
    3. Invoice all shipped orders. Has this been done?

    Click Yes to proceed. Acctivate will generate the Count Sheet session. This current On Hand quantities are recorded in the database. The quantities entered into the Count Sheet are compared against the On Hand quantities that are recorded when Preparing the count sheet and adjustments are made. For that reason, it's very important that any movement of inventory is stopped while the count is being conducted otherwise it can lead to an inaccurate count. Any transactions that have been completed outside of the software (for example, inventory that has been received and added to the warehouse) should be posted and any orders that have been shipped should invoiced.

  7. On the Print tab, you will see the Count Session number and description. You can click Print to print out the Count Sheet.

Note

A product can only be on one Count Sheet at time.

Conducting the Inventory Count

Using the Printed Count Sheet
The Printed Count Sheet will include the Product ID, Description, Lot/Serial #, Location, a field to record the counted quantity and the stocking unit. In order to ensure an unbiased count process, the current on-hand is not included in the count sheet.

The count sheet should be filled out with quantities that correspond to the stocking unit on the count sheet. It's recommended that products which have zero on-hand have a "0" written on the count sheet while products that are not counted are left blank. This will avoid confusion when entering in the count later.

Using Acctivate Mobile
The Inventory Count can be entered using Acctivate Mobile WMS.

  1. Login to Acctivate on your Mobile Device.
  2. Click Inventory.
  3. Click Count
  4. Select a Count Sheet and select a Section. Click the arrow to go to the next screen.
  5. The list of Products to count will appear (unless the Blind Count option is enabled) on the mobile device. Begin your count by scanning the Product or select your product and type in the quantity counted.
  6. When you are finished or need to take a break, click the green checkmark to Save your entries. This will update the Inventory Count in the Desktop version of Acctivate. The Count can only be posted from a Desktop.
Warning

You should not have more than one mobile device editing the same count sheet and session at a time, otherwise they will overwrite each other's entries. If you have multiple mobile devices you plan on using for an inventory count you should create different Count Sheet Sections or different Count Sheets so they can work simultaneously on different counts.

Enter and Post the Count

If you counted using a Printed Count Sheet, you will need to enter the Count into Acctivate.

  1. Go to Inventory→ Enter Count Sheet.
  2. Select the Count Sheet.
  3. If necessary, select the Section.
  4. Enter the Count Qty. Enter a zero if you have zero on-hand of a product and leave the Count Qty blank if it wasn't counted.
  5. Click Post to post the Inventory Count Sheet and all its sections. If you are not ready to post you can close this window and your entries will be saved. When you click Post you will be prompted with "Are you ready to post the counts entered?". Choose Yes to proceed.

If there are products with a Count Qty not entered, you will receive the following message:

There are 10 products that have not been counted. Do you want to post without counting these products?

If you choose Yes the count sheet will be posted and the products that do not have a Count Qty will be removed from the count sheet, resulting in no change to the Product's count. If you choose No you will be able to continue to edit the Count Sheet.

Void Inventory Session

Users are able to void posted inventory sessions. Any posted Adjustment, Assembly, Balance Adjustment, Count, Issue, Landed Cost, Receipt or Transfer session can be voided. Voiding the session will re-calculate costs and quantities for products from the posting date of the transaction, so that it’s as though it never happened in Acctivate, and it will update any posted Journal so that the correct amounts are synced to QuickBooks.

First, it’s important to consider voiding posted inventory transactions as an administrative tool. Once a transaction is voided, it is not possible to re-post the transaction. A user would need to re-create a new session from scratch. As this is a powerful action, a user permission exists to control who can void Inventory Sessions. In order to void an Inventory Session you must set the Void Inventory Transaction Permission permission to Yes for the user.

To Void an Inventory Session

  1. Go to Inventory→ Void Inventory Session
  2. Use the lookup to locate and select the Inventory Session you want to void.
  3. Click Void. When asked if you want to void the session, click Yes.

If voiding a Landed Cost Session that created a vendor bill, the vendor bill will be voided as well, even if it has already synchronized to QuickBooks. If voiding an Inventory Receipt, you will receive a warning message indicating that the Purchase Invoice will NOT be voided. To void the purchase invoice, open the associated purchase order and void it there.

The term Void is used intentionally here as the Inventory Session is not deleted from the database. Voided inventory sessions will show up in the Transactions List in the left menu when the filter is set to All Transactions.

Warning

When you void an Inventory Session you are only voiding that session, other related sessions are not voided automatically. For example, if you receive in a Lot Numbered product, then transfer the product, the void the original receipt, the lot number received in will no longer exist, but the transfer will remain causing a negative lot situation. It's strongly recommended that you research the transactions prior to voiding.

Track & Trace

The Inventory Track and Trace transaction allows you to trace the source and/or track the usage a serial or lot controlled product in Acctivate. This module is extremely useful if you need to recall a Product and need to identify the origin and uses of a lot or serial controlled item. This can be accomplished even if it was used in multiple assembly products that have their own lot numbers or if the lot in question was created from another lot.

Create a Track & Trace

With the inventory Track and Trace transaction you will be able to save the Track and Trace transaction and print a Trace report. To create a Track and Trace session:

  1. Go to Inventory→ Track & Trace.
  2. Click New to create a new Trace session.
  3. Select the Type. These selections generally only affect Lot/Serial numbers that are used in or created from Assemblies:
    • Trace Source: If the Lot/Serial has not been used in an Assembly to create another Lot/Serial number, then you will see the entire transaction list for the Lot/Serial. If the Lot/Serial has been used in an Assembly to create another Lot/Serial number, then this starts with your select Lot/Serial number and goes backwards to track the source of the lot, whether a receipt or created from an assembly.
    • ** Track Usage:** This starts with your current Lot/Serial number and goes forward in time. This would include any assemblies built from this lot or sales.
    • Track and Trace: Displays the transactions for Lot/Serial number from the origin to the last usage transaction.
  4. Select the Lot/Serial Number that is being recalled/investigated.
  5. Optionally, select a Warehouse to see only transactions for that warehouse.
  6. Optionally, set a From and To range to isolate a date range of transactions.
  7. Click Save to save the Track & Trace Transaction.

Once you've entered the Parameters into the Track & Trace transaction, the results will populate. The results are a snapshot of the Lot/Serial activity up to this point. The Track and Trace session will not update with any new transaction data after the Track and Trace session has been created.

The Information section on the Report tab of the Track and Trace window allows you to record additional information such as a Document number (Text / 15 Characters) and a Reference (Text / 20 Characters). A lengthy Note field can be used to record a general note or description regarding this Track and Trace.

The Track and Trace grid contains the following fields:

Field Definition
Transaction Sequence The first column of the grid is the sequence in which the transactions have been processed.
Date The date of the transaction.
Type The Type of Transaction that added or removed the Lot/Serial number.
ID The number corresponding to the Type. If the Type was an Inventory Session, the ID will be represent as {Session}-{Transaction Number}. If the Type is an Order, then the ID represents the Sales Document number.
Line Which line of the transaction or sales document this Product and Lot/Serial number can be found.
Prod ID The Product ID associated with the lot. A lot may be received in under one Product and then used to make another Product.
Lot/# The Lot or Serial Number.
Qty The quantity of the lot added (positive number) or removed (negative number).
W/H The warehouse where the transaction occurred.
Location The inventory location where the lot was added or removed from.
Note Notes specific to this transaction can be entered here. This allows you to document transaction specific information as you recall or investigate the Lot/Serial usage.

Notes

The Notes tab allows saving Track & Trace specific notes. These notes can be used to document something, or a note can be assigned to a user for follow-up.

Email

The Email tab of the Track & Trace window will show all emails sent from this Inventory Session.

Transactions List

The Transactions List can be found by clicking Transactions in the left menu of Acctivate. The Transaction List window is made up of four primary sections:

  • Search Bar, Sort and Filters
  • List of Transactions
  • Transaction information
  • Transaction details
Tip

When viewing the list of transactions, this window is commonly referred to as the Transactions list. It's also acceptable to refer to this window as the transaction window when viewing a single inventory transaction. The Enter transaction windows, previously mentioned, is a separate window that is used for creating or updating inventory transactions. In order to eliminate any confusion, it's best to use the appropriate name when referencing either of these windows.

Search Bar and Sort

The upper left-hand corner of the Transaction list contains a Search bar which filter down the the Transaction List as you type. The following fields are searched:

  • Session and Transaction number
  • Transaction type ("Adjustment", "Issue", "Landed Cost", "Count", "Assembly", "Receipt", "Balance Adjustment", or "Transfer")
  • Transaction date
  • Transaction status ("Voided" or "Draft")

The upper left-hand corner of the Sales List contains a Search bar which will filter down the Sales List as you type. The following fields are searched:

  • Order Number
  • Customer
  • Sold to Name
  • Sold to City
  • Sold to State
  • Contact Name

You can also sort the Transaction list by clicking the "Sort" text. The arrow next to the text will point up or down to indicate whether the list is sorting ascending or descending.

Filters

Above the search bar is a drop-down menu allowing you to select standard or custom filters. The Transaction list has two standard filters which are visible to all users:

  • Posted Only: Displays all the posted transactions.
  • All Transactions: Displays all posted and draft transactions.

You can also create custom filters:

  1. Click the Filter button.
  2. In the Filter Editor window, click the + symbol to add filter expressions.
  3. Once you've added all the filter expressions, click one of the buttons:
    • OK: This will apply your filters and close the Filter Editor. This filter will not be saved, but it will remain in place until you select another standard or custom filter. The filter menu will display "Custom Filter..." to indicate a custom filter is applied.
    • Apply: This will apply your filters, but it keeps the Filter Editor open so you can further adjust the filters.
    • Save As: This allows you to save this filter for use again in the future. When you choose this option, you must enter a Filter Name and you have the option to select the Available for all users checkbox. If left unchecked, this filter will only be available for the user who created it.

Edit, delete or share an existing filter
Once you've created a filter, you can edit, delete or make the filter shared with everyone.

  1. In the saved filter drop down list, select your filter.
  2. Click the Filter button to open the Filter Editor.
  3. Click the downward arrow next to the Save button to see a list of options:
    • Save as New Filter...: Use this to copy this filter as a new filter. You can add additional filter expressions before or after this step.
    • Share filter with everyone: This option is available if the filter is not already shared with everyone. If a filter is shared with everyone, the text Shared will appear next to the Save button.
    • Rename Filter...: If this option is selected, you will be prompted to enter the new filter name.
    • Delete Filter: This will delete the saved filter.
Note

Once a filter is shared with everyone, it cannot be un-shared. However, you can copy the shared filter as a new filter that is not shared, then delete the original shared filter.

List of Transactions

There are four key pieces of information on display in the list of transaction.

  • Transaction number
  • Transaction type
  • Transaction date
  • The text "Voided" if the transaction has been voided

Transaction Information

The right pane of the Transaction window includes information about the transaction, included the status, transaction dates, warehouse, and other header level information.

Details

The Details tab lists the details of the inventory transaction.