Stock Transactions

Inventory → Stock → Receive Stock

Direct receiving is a positive adjustment to your inventory that doesn't occur on a purchase order, work order, or similar function. It is a direct change to the stock levels. This type of transaction requires a reason code to be supplied for why the stock was added. The reason codes can vary and may be customized; for example, a reason code might indicate a physical inventory locating more items than expected. Note for large-scale inventory corrections and counts we recommend using the cycle count functionality of the system. As with all stock operations in the system, direct receipts are recorded in the audit trail with the date and time of the transaction, the corresponding reason, and information about the inventory received.

To direct receive an item into inventory,

1. Click on Inventory and then on Receive Stock.
2. Select your warehouse from the dropdown menu in the Warehouse field at the top of the screen.
3. Select an adjustment code (reason) using the dropdown menu in the Positive Adj. Codes field.
4. Use the dropdown menu in the Screen Format field to select what fields you want to add information to in the direct receipt.
5. Either click on the three dots icon to the right of the next blank Item ID field to search for an item ID or type an item ID directly into the next blank Item ID field.
   • If searching, you can search by part number or description. Locate the item and click on the Item ID to add the item to the direct receipt.
6. Enter the quantity you are receiving in the Units field.
7. The remaining fields on the screen are optional.
   • Enter a location in the Location field by clicking on the three dots icon and then selecting from a list of locations if you are already sure of one; otherwise, the item will be placed in the default location selected in the item’s record.
   • Enter a lot or serial number into the Lot/Serial Number field by clicking on the three dots icon and then selecting from a list of lots/serial numbers if the item you are receiving is required to have a serial or lot number.
   • The Remark field is a text entry field in which you can enter any information that needs to be recorded about the unit you are receiving.
   • The system will automatically assign a code in the Reference field to allow you to search for the record of the receipt later; however, you can replace this code with any code of your own that you would like to use to refer to the receipt.
   • Enter weight into the Gross or Net Wht fields if you are tracking gross or net weights, respectively.
   • Enter a Unit Costinto the Unit Cost field if applicable.
   • Enter an expiration date in the Expiration Date if applicable.
8. Click on the “Save” button.
9. You can repeat steps 5-8to add multiple items to one order.
10. When you are done, click on the “Receive” button.

If you are receiving many line items, you may want to save them periodically. To do so, click on the “Save” button and the receipt will save without receiving. When you actually receive the items into stock, the receive screen will clear and no items will display.

Inventory → Stock → Receive Stock If, after you save, you notice that there is an error, you can delete a line from the receive screen. To delete a line from the receive screen after it has been saved, place a check in the checkbox in the Mark column of the line that you wish to delete, and then click on the “Delete” Button at the bottom or top of the screen.

Inventory → Stock → Receive Stock

If you have filled up all 20 lines on the receive screen and still have more to enter, click on the forward arrow to the right of the “Go” button or type a new page number into the field next to the “Go” button to advance to a new blank page. When you go to the next page, the system automatically saves the receipt so you won’t lose any information prior to receiving it.

Inventory → Stock →Receive Stock → “Stow List” Button

After you have line items on the receive screen, the “Stow List” button appears. This button allows you to view and print an internal packing slip to locate the item(s). This list contains the locations and quantity of all current inventory of the item you are receiving.

System → Definitions → Positive Adj. Codes

Positive adjustment codes are used to state a reason why a direct receipt is occurring. If an item is received on a purchase order, the system automatically assigns the PO Receipt code. With a direct receipt, the system requires you to select a reason. This list is populated by you and can be as specific or generic as needed. We provide a number of default codes in the base system. To add more positive adjustment codes:

1. Click on System and then on Positive Adj. Codes.
2. Click on the “Add New Positive Adjustment Codes” button.
3. Fill in the necessary information.
4. Click on the “Save” button.

Inventory → Stock →Appointments → “Create Appointment” Button

Inventory → Stock →Appointments → Pencil Icon in Edit Column

Appointments are a way to keep track of stock that will be received from a supplier (but which has not yet been purchased) without using a purchase order. To create or edit appointments:

1. Click on Inventory and then click on Appointments.
2. This will bring up a list of appointments. You can click on the “Create New Appointment” button to create a new appointment or click on the pencil icon next to an existing appointment to edit it.
3. This will bring up the header of the appointment. Use this page to edit the supplier, carrier, warehouse, and other logistical information of the appointment.
4. Click on the Line Items link to edit the line items of the appointment.
   • Select the items to be received by appointment by clicking on the three dots icon on one of the lines.
   • Use the arrows in the Units field or type directly into the field to determine how many of an item will be received in the appointment.
   • The Packages field will automatically fill based on the number of units in the Units field and the unit of measure of the item.
   • You can also fill in the Packages field as you would the Units field and allow the Units field to automatically fill instead.
   • Click on the “Receive” button to go to a screen on which you can receive the items from the appointment or click on the “Save” button to save an appointment for later receipt.

Inventory → Stock →Issue Stock

Direct issuing is a negative adjustment to your inventory that doesn't occur on a shipping order, work order, or similar function. It is a direct change to the stock levels. This type of transaction requires a reason code to be supplied for why the stock was removed. Those can range from damaged goods to a physical inventory coming up short. Note that for large-scale inventory corrections and counts we recommend using the cycle counts for the functionality of the system. As with all stock operations in the system, direct issues are recorded on the audit trail with the date and time of the transaction, the reason code for the issue, and information about the inventory lot issued out.

You may need to do a direct issue to remove items from stock for reasons other than a shipping order. To do so:

1. Click on Inventory and then on Issue Stock.
2. Select your warehouse and screen format using the dropdown menus in the Warehouse and Screen Format fields at the top of the screen.
   • You may also use the Supplier field to filter the items to only items that came in from that supplier.
3. Select an adjustment code (reason) using the dropdown menu in the Negative Adj. Codes field.
4. Use the dropdown menu in the Screen Format field to select what fields you want to add information to in the direct receipt.
5. Either click on the three dots icon to the right of the next blank Item ID field to search for an item record or type an item ID directly into the next blank Item ID field to add the item to the direct issue.
   • If searching, you can search by part number or description. Locate the item and click on the Item ID to add the item to the direct issue.
6. Enter the quantity that you are issuing in the Units field.
7. You have the option to select the units in stock by location or serial number. By clicking on the three dots icon in either of those fields, you can locate the units in stock you are issuing to tell the system exactly which units you are taking out. If you do not use serial numbers or want the system to try and locate the inventory for you, click on the “Load All” button. The system will automatically tell you which item to take.
8. Click on the “Save” button.
9. You can repeat steps 4-8 to add multiple items to one direct issue.
10. When you are done, click on the “Issue” button.
11. The items are now removed from stock.

FIFO (First In, First Out) is when the stock that was first in the warehouse should be taken out first and used first. This is the default of Inventory Pro and will help ensure the least amount of waste. On the other hand, FEFO (First Expired, First Out) will take inventory that is close to or past its “expiration” date.

System → Definitions → Negative Adj. Codes

Negative adjustment codes are used to state the reason for a direct issue. If an item is issued on a shipping order, the system automatically assigns the SO Issue code to the transaction. With a direct issue, the system requires you to select a reason. This list is populated by you and can be as specific or generic as needed. We provide a number of default codes in the base system. You can also add your own. To add a negative adjustment code:

1. Click on System and then on Negative Adj. Codes.
2. Click on “Add New Negative Adjustment Codes”.
3. Enter all applicable information about the negative adjustment code.
4. Click on the “Save” button.

Inventory → Stock → Issue Stock

If you clicked on the “Save” button on a direct issue or started a shipping order and did not finish the issue, it will remain on the issue screen under your login until you delete the transaction or finish issuing. To complete an outstanding issue,

1. Click on Inventory and then Issue Stock.
2. Select the warehouse where the units to be issued are being stored.
3. Click on the “Finish Issue” button. A link will appear on the top of the screen to the receipt, which can be printed.

Inventory → Stock → Issue Stock

On the issue screen, select the line you want to remove by checking the checkbox in the Mark column of that line. Then click on the “Delete Marked” button. It will only remove those lines with a check in the checkbox in the Mark column.

Inventory → Stock →Issue Stock

If you need to remove a transaction from the issue screen without finishing the issue process, click on the “Delete All” button. If you click on this button, none of the items that were on the screen will be removed from stock, you will have to start the issue process over again. If a shipping order is on your direct issue screen and you do not want to complete it, you can click on the “Delete All” button and the order will remain outstanding.

Inventory → Stock →Issue Stock

If you have filled up all 20 lines on the Issue screen and still have more to enter, click on the forward arrow to the right of the “Go” button to advance to a new blank page. When you go to the next page, the system automatically saves the issue so you won’t lose any information prior to issuing it.

Moving stock within a warehouse and between warehouses is an integral part of an inventory management system. Below we’ve outlined the methods to perform these operations. Unlike issuing and receiving stock, these transactions are very common and therefore do not require a reason code to be supplied. All stock movements are tracked on the Audit Trail.

Inventory → Stock → Move Stock

The move stock screen is another way to move stock between internal and external warehouse locations. If moving stock within a single warehouse then leave the transit checkbox empty. If the stock is moving between two different warehouses then the transit checkbox needs to be selected. As with all stock operations in the system, move stock operations are recorded on the audit trail with the date and time of the transaction and all other information tied to the transaction.

Inventory → Stock →Locate / Move → “Locate / Move Units” Button

This is a way to transfer items to another warehouse or another location within the warehouse. When transferring items using this method, the items will be immediately placed into the other warehouse or location. To immediately move items to another warehouse, follow the instructions below. Transferring stock between warehouses can be done in two ways. The first method is a direct transfer which occurs immediately. The other method, Putting Units in Transit, does not occur immediately, instead putting units into an “on hold/in-transit” status.

Inventory → Stock →Locate / Move → “Place Units in Transit” Button

Transiting is a useful feature that prevents confusion in the system about the location of items while they are being moved between warehouses. Moving stock in this manner puts it into a hold status during transit and prevents the destination warehouse from attempting to use the transferred stock until it has been received from transit. This method will place your items in transit until they are received into the designated warehouse.

1. Click on Inventory and then on Locate/Move Units.
2. Select the warehouse from which you are moving the items using the dropdown menu in the Warehouse field.
3. You can enter the item ID or supplier in the appropriate fields to locate the item you want to transit. You can use the three dots icon on the right of the fields if you need to look up the item ID or supplier.
4. Click on the “Place Units in Transit” button.
5. Click on the “Ship Units” button.
   • If you did not select any information in step 2, the screen will display all units available for shipment to another warehouse.
6. Check the checkbox in the Mark column next to the item(s) you are moving. If you need to split the units into multiple moveable groups,
   • Click on the number (which is a link) in the Units field for the item you wish to split.
   • A prompt will display requesting the number of units you want to split.
   • Enter the number you are transferring to another warehouse and click on the “OK” button.
   • The screen will display showing the split units.
   • Then put a check in the Mark column of the line of units you want to move.
7. After all of the units to be transferred are selected, go to the warehouse field at the top of the screen and select the warehouse to which you are transferring the items.
   • You can also select a transit slip to add the items on the screen to the selected transit slip. Doing so will automatically select the warehouse of the selected transit slip as the warehouse to which the items will be transited.
8. Click on the “Ship Units” button.
9. The ID of the transit slip generated will appear at the top of the screen. You can access the transit slip by clicking on Inventory and then on Transit Slips to access the Transit Slips page and then clicking on the number of the transit slip that you wish to view.
10. Click on the “Return” button. You will be returned to the Locate/Move screen where you can see the items are in transit now. The items will have an in-transit status until they are received into the destination warehouse.

Inventory → Stock → Locate / Move

To receive items from a shipment:

1. Click on Inventory and then on Locate/Move Units.
2. Select the warehouse to which the item(s) are being sent from the drop-down menu.
3. Filter for the item(s) you want to receive by using the fields on this page or leave the field blank to see all units in transit.
4. Click on the “Receive Items In Transit” button.
5. You can search for specific item(s) by using the Search field or leave the Search field blank to view all items that fit the criteria that you entered on the previous screen.
6. Select the location to which the items are being received in the dropdown menu in the To Location field.
7. Check the checkbox in the Mark column in the rows with the item(s) that you are receiving.
   • If you need to split the units because only a partial receipt is being made, then follow the instructions below.
   • Click on the number (which is a link) in the Units field for the item you wish to split.
   • A prompt will display requesting the number of units you want to split.
   • Enter the number you are transferring to another warehouse and click on the “Ok” button.

• The screen will display showing the units split into two lots. • You can click on the “Cancel Units” button to cancel the selected units. 8. Click on the “Receive Units” button to receive the selected units. Note that you can also use this menu to see what items are in transit to a given location without marking the item as being received by simply opening the menu and not hitting the “Receive Units” button

Inventory → Stock →Locate / Move → “Locate/Move Units” Button

1. Click on Inventory and then on Locate/Move Inventory.
2. Either enter criteria about the item in the available fields to filter for the item that you wish to transit or leave the fields blank (or set to show all data in a given category, if a field cannot be left blank), to show all items.
3. Click on the “Locate/Move Units” button.
4. The screen above displays.
5. Select the warehouse from which you are moving the items using the dropdown menu in the Warehouse field.
6. Select the warehouse to which you are moving the items using the dropdown menu in the To Warehouse field.
7. Check the checkbox in the Mark column next to the item(s) you are moving. If you need to split the units into multiple moveable groups:
   • Click on the number (which is a link) in the Units field for the item you wish to split.
   • A prompt will display requesting the number of units you want to split.
   • Enter the number you are transferring to another warehouse and click on the “OK” button.
   • The screen will display showing the split units.
   • Then put a check in the Mark column of the line of units you want to move.
8. Click on the “Move Units” button.

Inventory → Stock → Restocking Transits

This function allows you to select a source and destination warehouse to generate a restocking order. The numbers are generated based on the reorder points as outlined under the Inventory section. The restocking orders will be generated as in transits as if they were created manually. During the process of generating the transits, you will be able to audit the amounts of stock to pull manually to avoid shorting the source warehouse. To use this feature:

1. Click on Inventory and then on Restocking Transits.
2. Select the warehouses from and to which you will be moving goods using the dropdown menus in the From Warehouse and To Warehouse fields at the top of the screen.
3. A screen will appear showing what items need restocking in the warehouse to which you are transporting goods as well as how many you have in the warehouse from which you are transporting.
4. Adjust the Quantity to Pull any item that you wish to move to the appropriate level.
5. Check the checkbox in the Transit column for any items you wish to transit.
6. Click on the “Create Transits” button on the bottom of the screen (not shown here).
7. The transit order will be automatically created and a link to a printable receipt will be generated.

Inventory → Stock → Cycle Count

As mentioned earlier the cycle count is an easy way for you to manage large amounts of inventory in just a few clicks. It allows a user to rapidly enter in stock information for a location and find any discrepancies between the expected count and the actual number of items in a given location. To use the cycle count:

1. Click on Inventory and then on Cycle Count.
2. You will then reach the Cycle Count screen, where you can see the previous cycle counts as well as run new ones.
3. To run a new cycle count, select the warehouse and location which you wish to count, then click on the “New Cycle Count” button.
4. A screen will then appear as shown below. It will list the ID and description of each item in your company inventories at the selected warehouse and location, whether or not the number of items has changed (under “Status”), how many items were found, how many were expected to be found, the difference, and several buttons.
5. You can now perform the cycle count. For each item, either use the arrows in the “Found” box or type the number directly in the box to enter the number of items of a given type found when you completed the count.
6. Once you have completed the count, check the checkbox in the Post field for each item you wish to save or select “Check All” to check the checkbox in the Post field for all items.
7. Click on the “Post Receipts and Issues” button to save the count.
8. Your inventory will now be adjusted with the results of the count. If you look at the audit trail, it will show direct receipts/issues that account for all of the discrepancies in inventory identified in the cycle count.

Note that mobile users can also perform cycle counts, but cannot post them. In this case, the cycle count will appear on the cycle count list mentioned in the instructions above. You can then modify and post the cycle count using the instructions above as though you had created it yourself.

To start we will start with mobile cycle counts. To do this:

1. Log in to IPOL Mobile and select your warehouse.
2. Click on Cycle Count under Inventory Management.
3. Select what kind of cycle count and click on Run Cycle Count.
4. You should then see a screen like the one below:
5. Select an item and set the number of units found of that item in your cycle count.
6. Click on save to save the results for that item.
7. Repeat 5 and 6 until you have saved a count for every item in the warehouse.
8. You may click Review to review your count, then click on Close to submit the cycle count for approval on desktop.

Completing a count on mobile does not automatically change your stock levels. Instead, it saves it to the desktop cycle count page, which in turn can post the cycle count. In order to understand the desktop cycle count page, we need to know how to make a cycle count on IPOL desktop

Inventory → Stock → Leasing

Leasing allows you to move items from your warehouses to a customer’s location while keeping the items listed as in stock. The items stay in your inventory; however, it shows that the customer has them and you expect them to be returned to you. Once the stock is returned you can remove it from leased status and use it like any other item in your inventory. Items on lease are not considered available for issues or shipping orders but are viewable and can have reports generated about them. The Audit Trail contains a record of leases, as it does with all other transactions.

Inventory → Stock → Leasing

1. Click on Inventory and then on Leasing.
2. Select the warehouse from which you are leasing the items in the drop-down menu in the Warehouse field at the top left of the screen.
3. Select the lease date using the button on the top left.
4. In the Lease To field, select the customer to whom you are leasing.
5. In the item ID field, enter the item ID of the item which you are leasing or search for it by clicking on the three dots icon.
6. Click on the three dots icon next to either the Location, Lot/Serial (if the selected item uses a lot or serial numbers), or Units fields to select which units you wish to lease.
7. All three of these fields will display in the search window that pops up after the three dots icon is clicked; however, the field you chose will be highlighted as a link to select back to the order. Use the link in the correct field on the popup window to select which units you wish to lease. The other 2 fields with three dots icons will immediately populate based on your selection.
8. Continue adding items until all items are on the leasing screen.
9. Select how many of each item you wish to lease to the customer.
10. Click on the “Lease” button when you are certain you have all items on the screen and the data is correct to lease the items to the customer.

If you are entering many items, you might want to save them periodically. If you click on the “Save” button before leaving this screen, items will remain on this screen until you complete the transaction by clicking on the “Lease” button. If you decide not to continue with a transaction and want to clear the screen, click on the “Reset” button at the top of the screen.

If you want to delete just one line item from the lease screen after you have saved, place a checkmark in the Mark box of that line and click on the “Delete Marked” button. You can click on the “Delete All” button if you want to delete all line items.

Inventory → Stock → Locate / Move

1. Click on Inventory and then on Locate/Move Inventory.
2. Enter any applicable information about the item that you wish to view into the appropriate fields and click on the “Locate/Move Units” button.
3. Select Leased Stock from the dropdown menu in the Status field.

Inventory → Stock → Leasing Inventory → Stock →Locate / Move

There are two ways to return items. Both ways will be tracked on the Audit Trail. The major difference between them is that returning through leasing will allow you to print a packing slip while the locate and move method will not.

1. Click on Inventory and then on Leasing.
2. Select the warehouse to which you are returning the items.
3. In the Lease To field, select [home].
4. In the item ID field, enter the item ID or search for it by clicking on the three dots icon.
5. Click on the three dots icon in either the Customer ID, Lot/Serial, or Units field.
   • All three of these fields will display in the popup search window however, the field you chose will be highlighted as a link to select back to the order. Select the unit(s) you are returning to your stock. The other 2 fields will automatically populate based on your selection.
6. Continue adding items until all items are on the leasing screen.
7. Click on the “Lease” button when you are certain you have all items on the screen and the data is correct. The items are now returned to your location and stored in the generic system DOCK location.
8. Click on Inventory and then on Locate/Move Units.
9. Search for the item as described earlier in the manual under Searching.
10. Select the item and move it to the location within your warehouse in which you want to store the item as described in the Inventory section of the manual.

1. Click on Inventory and then on Locate/Move.
2. Enter any applicable information about the item that you wish to view into the appropriate fields and click on the “Locate/Move Units” button.
3. Place a check next to the item(s) in the Mark column you are returning. If you need to split the units,
   • Click on the number (which is a link shown above) in the Units field for the item you wish to split.
   • A prompt will display requesting the number of units you want to split.
   • Enter the number you are transferring to another warehouse and click on the “Ok” button.
   • The screen will display showing the split units.
   • Then put a check in the Mark column of the line of units you want to return.
4. Go down to the To Location field at the bottom of the screen and enter the physical warehouse location.
5. In the In Warehouse field, confirm the warehouse you are moving them to.
6. Click on the “Move Units” Button

Orders → Shipping → Customers / Contacts

Orders → Shipping → Customers / Contacts → “Add Customer” Button

Orders → Shipping → Customers / Contacts → Pencil Icon in Edit Column

1. Click on to Orders and then on Customers/Contacts.
2. Click on the “Add Customer” button to add a new customer or click on the pencil icon next to an existing customer to edit it. (Note that there is no log of customer records being edited).
3. Enter the applicable fields (see table above for customer screen).
4. Click on the “Save” button when done.

System → Accounts → Employees → “Add New Employee” Button

If you want to track what employees do in IPOL, you must enter them into IPOL and link their accounts to their employee record. This allows the system to keep track of which employees have modified records, placed orders, or taken other actions within IPOL.

1. Click on System and then on Employees.
2. Click on the “Add New Employee” button.
3. The following page should appear:
4. Enter in the information on the form.
   • The checkbox in the Salesperson field should be checked if the employee will be entering shipping orders.
   • The checkbox in the Buyer field must be checked if the employee will be entering purchase orders.
   • The Buyer Approval Amount field needs to contain a value if the employee is a buyer. This level you set in this field is the maximum dollar amount of a purchase order that the employee can approve.
   • The Login Name field must match the login name you are assigning to the user in the Adding a User Name and Password instructions below. Not doing so could result in employee actions not being properly recorded.
5. Click on the “Save” button.