Just as in the desktop application, an inventory can be created in the web interface. It is used for correcting warehouse stock balances. Let us walk you through how to create one.
The inventory agenda can be found under the same name - Inventories.
It can also be found in the agenda list.
Once you switch to the inventory agenda, a new inventory can be created using the New button.
Inventory Header
The inventory header contains several fields that you can fill in. Some of them are mandatory.
Inventory Type - in other words, the name — your custom label for the inventory (optional)
Start Date - the date as of which the system stock levels of items will be loaded into the inventory, and also the date as of which inventory differences will be generated
End Date - the closing date of the inventory
Warehouse - the warehouse and its associated stock cards for which inventory differences will be generated
Inventory Status - optional status of the inventory
More detailed information about the individual inventory fields can be found in our documentation.
Inventory Items
Individual stock cards are added to the inventory items. They are always loaded into the inventory with the system stock level — i.e., the stock quantity recorded in Flexi.
Items are loaded using the Insert Items button or via a barcode scanner. Information on loading items with a scanner can be found in our separate guide.
After pressing the button, the filter is automatically applied to the warehouse specified in the inventory header. Only stock cards for that particular warehouse are displayed.
By checking individual stock cards (or selecting all at once using the header checkbox), you select the relevant cards, which can then be confirmed by clicking the Insert button (the dropdown list next to this button includes an option to insert items with a zero quantity).
Once the items (stock cards) have been loaded into the inventory, you can proceed to editing the Actual Stock field in the inventory item.
If an item loaded into the inventory tracks batches or expiration dates, these are taken into account in the inventory. The relevant item will appear on as many rows as there are combinations of batches and expiration dates for that item. The system stock level will always correspond to one such combination.
Click the Edit button in the inventory item row to open the editing window.
The actual stock represents the real quantity in the warehouse, and when inventory differences are generated, the difference between the system stock level and the actual stock will be calculated.
Enter the actual warehouse quantity in the Actual Stock field and save the inventory item. Repeat the same process for all other inventory items.
Once the actual stock has been set for all inventory items, you can proceed to using the two inventory action buttons. These are described in more detail in the documentation.
Update Stock Levels
A situation may arise where, during the creation of the inventory and the loading of system stock levels, the warehouse stock changes (e.g., another user creates a warehouse movement that affects the stock level).
By clicking the above-mentioned button, you ensure that the system stock levels of the inventory items are always up to date. The correct inventory difference will therefore be generated between the system stock level and the actual stock.
Generate Documents
Pressing this button will generate the inventory differences. Before the generation itself, you only need to specify which type of warehouse document will be generated from the inventory. We recommend creating a separate document type for inventory differences.
As mentioned above, the difference between the system stock level and the actual stock is always generated.
An inventory can therefore produce a maximum of two documents — a goods receipt and a goods issue.
You will be notified of a successful generation of inventory differences via a notification.
In the event of a failure, an error message with details will be displayed.
Warehouse inventories from version 2021.5.0 onwards take dispatch requests into account
System stock level in the inventory now reflects the stock card status as of the inventory start date including dispatch requests created during the given period. It is therefore no longer strictly necessary to perform an Update of Dispatch Requests before starting the inventory. Any inventory receipt will compensate for requests from the current period as needed (the first available price will be used as the purchase price: average price from the stock card, last purchase price from the stock card, or purchase price from the price list).
It remains necessary to address dispatch requests from all previous periods. It is technically not possible to settle requests accumulated from stock cards of previous periods through an inventory.