Inventory

Inventory shows the stock each of your plants holds: cylinders, regulators, valves, fittings, appliances and any other item you stock, by location and by storage unit. Every number on these pages comes from a record of movements, so each quantity has a history you can open and check.

Bulk propane you deliver into a customer's tank does not appear here. A delivery ticket bills the gallons from Deliveries and never changes the quantities on these pages.

The inventory sidebar has three groups:

• Manage: Inventory Count, Picking Lists, Receipts, Shipments, Stock Transfers and Warehouse Transfers.
• Track: Movements, Quantities, Tracked Entities and Traceability.
• Configure: Storage Units, Storage Types, Storage Rules, Shipping Methods and Scrap Reasons.

How to see what a plant has on hand when you need a number

1. Open Inventory, then Quantities.
2. Choose the location at the top, for example Nelson Propane · Corsicana. Every quantity on the page is for that one location.
3. Read the table. Each item shows On Hand, what is already promised (On Sales Order, On Jobs), what is coming (On Purchase Order), and daily use over the last 30 and 90 days (Usage/Day (30d), Usage/Day (90d)).
4. Narrow the list with the filters for Item Type, Storage Type, Storage Unit, Tags and the other columns, or search by item.
5. Open an item to see its Quantity on Hand, Daily Usage and Days Remaining, the storage units that hold it, and its activity.

On hand can go below zero. Posting a shipment or a pick does not stop for a shortage, so the work continues and the shortage shows up here to be reconciled. A manual negative adjustment is the one movement that refuses to take more than the storage unit holds.

How to change a quantity when the shelf and the number disagree

1. Open the item from Quantities.
2. In its storage unit list, choose Update Quantity on the storage unit that is wrong.
3. Pick the Adjustment Type:
   • Positive Adjustment adds stock.
   • Negative Adjustment removes stock.
   • Set Quantity books whatever difference reaches the number you type.
   • Scrap writes stock off with a Scrap Reason, for example a damaged cylinder or a cracked regulator.
4. For a serial or batch tracked item, enter the Serial Number or Batch Number, and an Expiration Date when the item carries one.
5. Add a Comment that says why, then choose Update Inventory.

When accounting is on, each adjustment also writes a journal entry at the item's current cost. For a whole shelf or a whole plant, count it with an inventory count instead of adjusting item by item.

How to fix a movement when it was posted with the wrong quantity

A posted movement is never edited or deleted. You book a correction beside it.

1. Open Movements and find the movement.
2. Choose Correct Quantity.
3. Enter the Corrected Quantity, meaning what the movement should have been. The number is signed, so an outbound movement is negative.
4. Give a Reason and choose Correct.

AimRack books one opposite movement for the difference, dated with the original's posting date and marked with a Correction badge that links back to the original. Correcting the same movement again measures against what it already nets to, so repeated corrections never stack. When the original's accounting period is locked, unlock it first; when it is closed, the movement can no longer be corrected.

How to follow tracked stock when an item carries serial or batch numbers

Tracked Entities lists every serial-numbered unit and every batch, with its Status, Quantity, Expiry and Source Document.

• A status is one of Available, Reserved, On Hold (received but waiting on an inspection), Consumed, Rejected or Scrapped.
• Edit Expiry overrides an expiration date and asks why. A consumed unit's date cannot be changed.
• Unscrap returns a scrapped unit to Available at its original cost, for when the write-off was a mistake.
• View Traceability Graph opens where the unit came from and where it went. See Traceability.

How to set up storage when a plant's shelves need names

• Storage Units are the places inside a location that hold stock: a cage, a shelf, a bin, a room. They nest, so a shelf can sit inside a room. A child must be in the same location as its parent. Select storage units with their checkboxes and a button such as Print 3 Labels prints a bin label for each one.
• Storage Types are labels you give storage units, for example to mark where cylinders may be stored. A storage unit can carry several.
• Storage Rules check a movement before it posts. A rule of severity Error blocks the posting; Warn lets the person continue after acknowledging it. Each rule names the Surfaces it applies to (receipt, shipment, stock transfer, warehouse transfer, adjustment and others) and the items or work centers it covers.
• Shipping Methods list how shipments leave, with the Carrier, Carrier Account and a Tracking URL.
• Scrap Reasons are the reasons a person must choose when scrapping stock.

Where this fits

Stock comes in on receipts, usually against a purchase order. It leaves on shipments against a sales order. It moves inside a plant on stock transfers and between plants on warehouse transfers. What an item is and how it is tracked is set on the item itself in Items. Bulk propane delivered to a customer's tank is billed from Deliveries and never changes these quantities.