The stock tab is where you will find a history of inventory transactions for each individual item. This is also the place where you can make inventory adjustments and set inventory levels.
The stock tab is only available on items that have an Inventory Type of Inventory. The tab is hidden on all other inventory types since we do not track inventory quantities. The stock tab also shows the number of items available for sale on new transactions.
At the top of the screen, you will see the item name followed by the unit of measure.
New Stock Transaction
The teal box at the top left corner is where you can enter manual adjustments to inventory.
- Type – this is a flag that will be displayed in the transaction list at the bottom of the screen, making it easier to understand the purpose of historical product movement.
- Location – choose the warehouse, van, or other location where you are adjusting inventory.
- Qty IN – enter numbers here if you are ADDING inventory to the location.
- Qty Out – enter numbers here to REMOVE inventory.
- Memo – a freeform text field where you can document reasons for the transaction. These notes will appear in the transaction history list by clicking the button.
- Transaction Date – enter a date that the inventory transaction took place. iPoint will use today’s date if you leave the field empty.
- Add Stock Transaction button – click this to enter all the details you input above as an inventory transaction.
Note: Transactions entered here do not automatically get pushed to QuickBooks. To update the inventory quantities in QuickBooks to include transactions entered here, you have to do a manual sync in the QuickBooks Sync list.
Stock By Location
This section will give you a quick synopsis of the inventory quantities in each location. The locations are set up in Settings > Module Settings > Items > Inventory Location.
- Location shows the name of the inventory location.
- On Hand ## displays the number of this item that is physically present in inventory. This number represents all products, both staged/allocated or available for sale. The number after “On Hand” in the header represents the total inventory count.
- This box icon opens an Allocations Popover window that displays the specific jobs that the product in this location is allocated for.
- Clicking on the button on the Allocations Popover will open the document where the product is staged.
- Available this is the number of items that are in inventory which have not been allocated to a sales order, project, work order, or invoice. In other words, these are the quantities available for sale. The number after “Available” in the header is the total count of all available inventory in all locations.
- Transfer Click this link to transfer inventory out of the location you clicked on. A set of input fields will appear where you can enter the location you want to Transfer To as well as the Transfer Qty.
Note: Archived locations will not be displayed in this list unless they still have inventory available. Once the inventory has been moved out of the archived location, it will be hidden.
iPoint is not capable of showing the Stock By Location detail on two windows simultaneously. If you have to item windows open, only one will show the inventory counts by location. On the other window, you will see the Click Here to Refresh Stock Tab button illustrated above. This button will activate the stock counts on the active window you are viewing and hide the counts on the other window(s).
- Min Qty – this is the minimum available quantity you want to have on hand in your inventory. Entering a number here will cause iPoint to automatically create an entry on the Re-Order List in the Inventory module prompting the buyer to purchase some additional stock. Use this if you only care about minimum stock on hand for the entire company. To maintain minimum counts by a specific location, use the Location Min/Max tab instead.
- Max Qty – this is the maximum available quantity you want to have on hand. When inventory falls below the minimum quantity listed above, iPoint will create a Re-Order List entry to make up the difference between the on-hand number and the Max quantity number. Again, if you are using Location Min/Max, it is not recommended that you put numbers here.
- In Queue – this number reflects all the Re-Order requests that have not yet been placed on a purchase order or transfer request form. A number here means that it is waiting for the purchasing department to transfer or process an order.
- On Order – reflects the number of stock items on a purchase order. Parts on a PO, but associated with a sales order, work order, project, or invoice do not appear here. However, if the On Order field is highlighted in blue, it means that the product is on order – even it if it earmarked for an existing job.
Note: You can have minimum and maximum quantities for the entire company (entered here) or for specific locations (entered in the Location Min/Max tab). It is not advised to use both methods.
At the bottom of the Stock tab are three tabs. The first of which provides a history of inventory transactions.
- Date – the date the transaction took place
- Created By – the user name of the iPoint user that created the transaction
- Type – lists where the transaction originated.
- Purchase Order – any time a product is ordered or received during the purchasing process
- Allocation – when a product is moved from inventory or received on a PO for a specific job
- Transfer – any time product is moved from one location to another
- Delivered – whenever a product is marked as delivered on a sales order, project, work order, or invoice
- Manual Override from SO – this label indicates that the transaction was “forced” on a Sales Order Product Manager.
- All other transaction types are detailed in the New Stock Transaction section described above.
- Location – where the inventory transaction originated from.
- Qty Ordered – the number of items added to the purchase order.
- Qty IN – reflects the movement of any item into the specified location
- Qty Out – shows the removal of the product from a specific location
- Clicking this image will display any memos entered during the transaction
- Info button – will open a pop-up window with more details about the various transactions on the line. Any document that was used to create the transaction will have a tab.
- Sales Order
- Purchase Order
- Work Order
Note: The various tabs will be labeled only if there are associated transactions for that document type. A blank tab indicates that document type wasn’t used in this transaction.
The allocations tab shows a list of documents where the item is currently allocated or staged. The number indicates the quantity of items allocated across the company
- Date – the date the product was allocated on the sales order, project, work order, or invoice.
- Modified By – the iPoint user name of the person allocating the part.
- Reference – the document number and job name where the product was allocated
- Sold – the quantity sold on the document
- Staged – the quantity allocated on the document
- Delivered – the number of items physically delivered to the customer
- – click this box to see the specific location(s) where the product is allocated for this job.
- Info button – opens a pop-over window providing additional details about the document. The Info button will be labeled with the type of document (e.g. SO Info, Invoice, etc.)
Here is where you can define the minimum and maximum quantities for specific vans, warehouses, or separate store locations.
- Location – chose the location you went to set from the dropdown list. This list is defined in the Settings > Module Settings > Items > Inventory Locations
- Min Qty – this is the minimum available quantity of this item you wish to maintain stock in. When the inventory quantity for a specific location falls below this number, iPoint will create a Re-Order entry in the Inventory module.
- Max Qty – when the inventory for this location falls below the minimum quantity listed above, the Re-Order entry will be created for the Max Qty minus the Min Qty.
- Example: 2 widgets in inventory
- minimum quantity is 5
- maximum quantity is 10
- iPoint will create a Re-Order entry for 8 units (max 10 – on hand 2 = 8 ordered)
- In Que displays the number of Re-Order requests that have not yet been fulfilled via purchase order or inventory transfer.
- On Order shows the number of widgets on order for stock in that location. This does not account for inventory that is allocated or earmarked for a job.
- On Hand shows the number of widgets in that warehouse location. This includes both available inventory and inventory allocated/staged for a job.
- Available shows how many of the widgets in this warehouse location are available to sell to a customer or allocate to a job.