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Adding Product Inventory

Each change to a product's inventory at a particular location is tracked as a Product Inventory Ledger Entry (PILE).

A PILE record can track one of four types of transactions:

  • Purchase: Corresponds to adding units to an inventory location. This topic describes how to create a Purchase PILE to add inventory.

  • Adjustment: Removes units from a location for adjustment purposes, such as if changing the unit cost of units that were previously added. See Adjusting Unit Cost and Returning Goods to Vendors for information on processes that involve adjustment PILEs.

  • Transfer: Moves units from one location to another. See Transferring Inventory Between Locations for information on transferring inventory between locations.

  • Batch: Removes units from the Product Inventory Ledger (PIL). These PILEs are created automatically by the Order Batch wizard at the time that the corresponding Orders records are batched. See Batching Orders, Payments, and Scheduled Transactions for information on order general ledger (GL) batches.

Follow these steps to create a purchase PILE that adds inventory for a product to the system:

  1. Open the Products record for the product to which you wish to add inventory.

  2. Click the Inventory tab.

  3. Click the Purchases/Adjustments sub-tab.
    • The left panel displays a hierarchical tree of organizations and their corresponding inventory locations. Note that the left panel does not show all organizations but only those inventory locations that have a Product Inventory Ledger record with the product. Organizations appear with the blue building icon and inventory locations use the product icon.
    • The right panel displays the Products in the Warehouse window, which reports inventory information for the product at the selected location.
      • If you select a specific inventory location, then only the product inventory ledger information for that particular product/location appears.
      • If you select an organization that has multiple locations or is the parent for an organization that has multiple locations, then data from all of the relevant product inventory ledgers appear in this window.

  4. Confirm that the source location appears in the Products in the Warehouse window. This is the location to which you want to add inventory.
    • If it does not appear, select the appropriate organization or location from the left panel so the source location appears in the Products in the Warehouse window.

  5. In the Products in the Warehouse window, right-click the Inventory Location and select Add Inventory from the context menu to open a new PILE record.
    • You can also add inventory by opening the Product Inventory Ledger record from the Inventory > Inventory Ledger sub-tab.
      • Open the Product Inventory Ledger to which you want to add inventory.
      • Click the Product Inventory Ledger Entries tab.
      • Click the New button in the view toolbar to open a new Product Inventory Ledger Entries record.

    • You can also open new PILE records directly from the Product Inventory Ledger Entries service.

      Add Inventory Option

  6. If not automatically populated, enter the product inventory ledger in the Product Inv. Ledger field. 
    • This field is automatically populated if the new Product Inventory Ledger Entries record is opened from the Add Inventory option on the Purchases/Adjustments tab or directly from the Product Inventory Ledger record.

  7. Leave the Original PILE field blank. This field is not applicable for Purchase PILEs.

  8. Enter a Description for the ledger entry in the field required.
    • You must enter a description before you can save the record.

  9. Update the Date field if necessary.
  10. Select Purchase from the Type drop-down list, if not selected by default.

  11. Enter the number of units that you are adding to this inventory location in the Quantity field.
    • This should be a positive number for Purchase PILEs.

  12. Enter the cost per unit for the inventory in the Unit Cost field and specify the currency in which the cost is expressed in the Currency Type field.
    • Aptify uses this information to calculate the Cost Of Goods Sold (COGS) for accounting purposes.
    • If you need to enter this inventory into the system and do not have the final Unit Cost for these units, review Adjusting Unit Cost to determine how to proceed.
    • Note that if this is the first purchase PILE for an Average Cost product, you cannot enter an estimated unit cost. You should not add the inventory for this product until you know its actual cost. See Adjusting Unit Cost for an Average Cost Product for details.
    • If your organization is not tracking COGS for this product, enter 0 in this field.

      Product -Inventory -Ledger Entries Record

  13. Save and close the record.
    • Note that you cannot modify the information of the record (except the Description) after it has been saved.
    • The Quantity Balance field is the Quantity On Hand minus the quantity that has been shipped and batched. The system uses this field in conjunction with historical cost data to maintain a log of historical average costs. This field is read-only.
    • The Entry Qty Balance field is used strictly by the system for FIFO/LIFO Cost Of Goods Sold calculations and has no relevance to actual inventory balances. This field is updated when orders containing FIFO or LIFO products are shipped. This field is read-only.

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