Establishing the In-Stock Quantity of Items in your Free Purchase Order Software

John works in the IT Consulting industry in Georgia and was asking how to tell SpendMap how much of each item he has in-stock when first setting up the Item Master File…

“I am about to import the Items but do not see where I can put in the qty that we currently have in inventory. Where can I import this in – we have 2016 items in inventory. Thanks,”

It is a two-step process to 1) add the items in the Item Master File, and then 2) tell SpendMap how much of each item you have in stock…

So first, you need to get the items into the Item Master File in any of these ways…

  • By importing the items using…
    – PURCHASING > Utility > Data Interfaces > Item Master File > Item Data > Import >
  • By clicking the [Add] button in the [General] Folder of the Item Master File
  • By adding the new items “on-the-fly” as you work in other areas of the system, for example, while creating a new POs or other documents

Then, you can tell SpendMap how much of each item you have in stock by performing a physical inventory count….

  • You can key the count information into the Inventory Count Work Area manually…
    – INVENTORY CONTROL > Adjustments > Inventory counts > Inventory count Work Area
  • Or you can import the in-stock quantities using…
    – INVENTORY CONTROL > Utility > Data Interfaces > Inventory count Work Area > Import >

Either way, the last step is to process the transactions in the Inventory Count Work Area, using…
– INVENTORY CONTROL > Adjustments > Inventory counts > Process count and adjust stock

Only a Few Items?

If you need to update inventory levels for just a few items, it may be more convenient to just post inventory adjustments, rather than doing a full inventory count…
– INVENTORY CONTROL > Adjustments > Adjust stock > Manually adjust stock levels

Perpetual Inventory Maintained Automatically

Going forward, as stock items are added and removed from inventory (e.g. when items are received, when inventory usages are posted, etc.), the inventory levels in SpendMap will be updated automatically, so the system will know exactly what you have in stock for each item at any point in time. Therefore, you won’t have to do a physical inventory count to determine what’s in stock for things like reordering, calculating your inventory value for your financial statements, etc.

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