Inventory

1 What the Inventory module does

Inventory keeps the quantity and value of everything you stock, at every location, and moves it with the documents you already raise: goods come in on a GRV or a purchase, go out on a delivery order, an invoice or a stock issue, and move between stores on a transfer. Each of those documents posts its own accounting — stock, cost of sales, supplier and customer balances — so the ledger and the stock always agree.

Notes and foreign-currency totals

• Notes — the quotation, sales order, delivery order and delivery return, invoice and cash memo, sales return, purchase order, GRV and GRV return, purchase and purchase return, and stock transfer each have a Notes box under Narration, for notes or terms to print on the document. It is a formatted box: bold, italic, underline, bulleted and numbered lists. Pasting from Word keeps the bullets and bold. These are the same notes the desktop application keeps as the document’s Additional Narration, so a document opened in either one shows them unchanged. The notes print with their formatting under Notes; a print template you have customised needs {{{header.notesHtml}}} added to show them, or reset it to the default.
• Base-currency total — when a document is in a currency other than your base currency, its totals also show the total in base currency, converted at the document’s rate (for example Total: AUD @ 1.52). Nothing extra shows on a base-currency document.

2 How stock is costed

Every item carries one costing method, chosen on the Product master (Costing):

A purchase’s cost is its landed cost: the price less discount, converted to base currency, plus any charges spread onto it by Consignment Costing. A backdated purchase re-averages every movement after it.

3 Set-up: settings, masters & rights

Inventory Settings

Open System Settings in the Inventory menu (the Inventory Settings screen). The settings most people change:

Masters

Under Masters: Category (a tree — reports and tools that take a category include its sub-categories), Location (each store), Bin, Unit (a lower unit and larger units with a factor, e.g. PCS and DOZEN = 12), Manufacturer, Charge (freight, duty…) and Price Type (Retail, Wholesale, Dealer…).

Rights

Every screen and report has its own right in User Manager. New screens stay hidden until an administrator grants them.

4 The Product master

Masters → Product. Each item has a code (and further codes, such as a barcode), a description, a category, units, accounts and prices. The Item Type decides how it behaves:

• Pricing — a selling price for each price type, and the cost fields (with the Show Cost right).
• Storage Location — the locations the item is kept at, its opening stock at each, and its bins.
• Components — for kits and assembled items: what one unit is made of.
• Customers & Suppliers — contract prices for a customer, and the suppliers you buy it from.
• Minimum / Reorder / Maximum Level — drive the Reorder Report and the Stock Forecast.

5 Purchasing

1. Purchase Order — what you order, from whom, at what price. Prints as a letter to the supplier. Lines can come from approved stock requests.
2. Goods Received Voucher (GRV) — the goods arrive: stock goes up at each line’s location. Take the lines from the PO with From Purchase Order; enter a Batch No and Expiry for goods that carry them.
3. Purchase — the supplier’s invoice. Bill the GRV’s lines with From GRV (the stock does not move again) or buy directly (the purchase brings the stock in itself). It posts the supplier balance and the inventory value.

• Goods Return Voucher — goods sent back against a GRV, before they are invoiced.
• Purchase Return — goods returned against a purchase (a debit to the supplier). A return takes back the batches it came on first, expired or not. Its Charges grid takes two kinds of charge. Tick Paid to supplier for one the supplier bears (return freight they agreed to pay, say): it is added to their debit with its tax. Leave it unticked to book part of the purchase difference (stock cost against what the supplier is debited) to the charge’s own account instead — for example freight written off; that kind carries no tax. A charge can be in another currency, at its own rate.
• Consignment Costing — spreads freight, duty and other charges over a purchase’s lines, so stock carries its full landed cost. Sales already made from that stock are re-costed. Unpost cancels the costing’s journal in Accounts — it stays there under its number, marked cancelled, with its ledger effect reversed — and the purchases go back to their own cost; posting the costing again writes a new journal. A costing that is not posted (unpost it first) can be cancelled, never deleted: the sheet stays in the list marked Cancelled, in red, as the explanation for the landed cost, and the consignment is free to be costed again. A cancelled costing can no longer be edited.

6 Sales

1. Quotation — an offer. It can become a sales order, or be copied into a DO or an invoice.
2. Sales Order — the customer’s order. It reserves its stock until delivered or invoiced; close it to release what is left.
3. Delivery Order (DO) — the goods leave stock, earliest-expiring batches first.
4. Invoice (or Cash Memo) — bills the customer and posts sales, tax and cost of sales. Use From DO / Order to bill a DO (no second stock movement) or an order; or sell straight from stock.

• Delivery Return — goods coming back against a DO before it is invoiced.
• Sales Return — goods coming back against an invoice (or without one). They go back into the batches they were sold from, at the cost they went out.

Advance adjustment

When the customer paid an advance earlier (received in Accounts, with its tax), choose Advance Payment under Paid by on a credit invoice, enter the advance (tax included) in Advance and its number in Advance Inv# (a number up to 32767). The tax already booked on the advance is reversed, and the customer is debited the total less that tax. The invoice prints Advance adjusted (Inv# …). Then allocate the advance receipt against the invoice in Accounts.

Kits on sales documents

A kit is sold as one priced line. Its components are listed under it, read-only — they are what leaves stock and what costs the sale. Change the kit quantity and the components follow; you never edit them yourself. This applies to quotations and sales orders too: a delivery order or invoice made from an order delivers the order’s own components, so the order closes once everything has gone.

Serial numbers

For items with a serial number on each unit (laptops, phones, appliances), turn on Serial No for Items in Inventory Settings. Invoices, cash memos and stock issues then have a Serial Nos column.

1. Click S/N on the line.
2. Type, paste or scan the serial numbers, one per line. A scanner works straight away: each scan ends the line.
3. Click OK. The line quantity becomes the number of serials entered, and the button shows the count.

• A line with serials must have exactly as many as its quantity. To drop them, open the dialog, clear the box and click OK.
• A serial number cannot go out twice for the same item. If it is still on another active invoice, cash memo or stock issue, the save is refused and the voucher is named.
• A cancelled voucher frees its serials. So does a sales return of the whole line. If only part of the line came back, the system cannot tell which units, so reusing one of its serials is allowed with a warning.
• The serials print under the line’s description on the invoice, cash memo and stock issue. A print template you have customised needs {{serials}} added to show them; or reset it to the default.

7 Stock control: transfer, adjustment, issue

Adjustments made by Product Assembling or Product Reconfiguration appear in the adjustment list with a tag and are read-only there — change them on the screen that made them.

8 Stock requests, RFQ & My Goods Receipt

A Stock Issue Request lets a site ask for goods: the requester raises it, the site’s approver approves or rejects each line and routes it — issue from stock, purchase order, RFQ or GRN direct — and the store issues it. Approvers and issuers are set per location in Stock Request Approvers / Stock Request Issuers, and are notified at each step.

• Nobody approves their own request, even where no approvers are set up. The requester can cancel a line nothing has been issued, ordered or received against yet (Cancel line); once something has moved, the approver cancels what is left.
• RFQ — ask several suppliers to quote for request lines, record their prices, pick the winners and raise the purchase orders. Each supplier quotes in one currency (their default, which you can change); quotes are ranked in base currency, and the purchase order is raised in the winning supplier’s currency. Lines cancelled or rejected on the request leave the RFQ.
• My Goods Receipt — the requester confirms what arrived at the site; it is received as a GRV at the order’s price.
• Six reports track requests: register, pending approval, outstanding lines, product demand, approver turnaround and rejected / cancelled.

The alerts are described in the Inventory Notifications manual.

9 Batches, expiry & FIFO

Every receipt of a stock item is a batch: how many came in, what each cost, the supplier’s lot number and the expiry date. Every issue records which batches it drew from. This works for every stock item — FIFO costing just uses it for the cost too.

• Picking order: a batch the document names first (a supplier return takes back its own receipt), then the earliest expiry, then the oldest receipt.
• Expired stock follows the Expired stock setting: blocked, warned or allowed.
• Batches & Expiry lists every lot in stock, expiring soon or expired, where it came from and what drew on it.

Keeping batches in step with the stock

Documents saved before batches existed, and documents the desktop application saves, move stock without batches. Ritzy brings the batches back into line with the stock automatically — whenever a web document touches an item, and once a day for everything:

• stock the batches did not know of becomes an Unbatched stock (reconciled) batch at the average cost;
• stock that has gone is taken from the brought-forward and reconciled batches first, then the oldest.

If the Batches & Expiry page shows a warning that some items disagree with the stock ledger, press Reconcile now to put them right straight away.

10 Product Assembling & kits

Product Assembling

Stock Control → Product Assembling builds Assembled items from their components — or, with Dismantle, breaks them back down.

1. Choose Assemble or Dismantle, then add the items and quantities.
2. Pick where the finished item is built (Built at) and where its components come from (Components from). The components appear under each line with the stock at that location — a shortage shows in red.
3. Save. The components leave stock at their cost and the finished item comes in at its standard cost; the difference is posted as the assembly variance to the adjustment account.

An item with no standard cost yet gets one from its components’ cost on the day. An assembly can be edited or cancelled until what it built has been used. The Product Assembling Journal lists every assembly’s movements and the variance.

Kits

A kit holds no stock: it is a selling bundle. Sell, deliver or return it as one line and its components move (§6). A kit sold for less than its components cost shows on the Under-cost Sales report.

11 Product Reconfiguration

For goods sold in configurations — a laptop with 16 GB or 8 GB of memory, a 1 TB or 2 TB disk. When a customer orders a configuration you do not have, open a unit of one you do have and swap parts: Stock Control → Product Reconfiguration.

1. Keep each configuration as its own item (e.g. LT-X16-1T and LT-X8-1T), so its stock and cost stay true.
2. Choose the Unit taken (in stock), what it Becomes and how many units. Optionally enter the Sales order it is for — its item becomes the target.
3. List the parts removed (they go into stock; enter their cost, or leave it to use their average) and the parts fitted (they come out of stock).
4. Save.

How the cost works

What goes into stock equals what comes out, so a reconfiguration has no profit or loss — it posts as a stock adjustment whose adjustment account nets to zero. The removed part and the new unit re-average their items’ cost like a purchase.

A reconfiguration can be edited or cancelled until the new units or the removed parts have been sold or issued.

12 Tools: prices, opening stock, barcode labels

Selling Price Update

Stock Control → Selling Price Update shows every item against every price type. List a category (sub-categories included) or search, then:

• type prices in — changed cells are highlighted until you save; or
• use the formula bar: Set [price type] to [%] [more than | less than | a margin on] [cost price | last purchase | last sales price | another price type] rounded to [0–3 decimals], then Apply to the list. Items with no base price are left alone.

Export CSV and Import CSV let you edit prices in a spreadsheet: keep the Code column and one column per price type, named exactly as the price type. Saving writes only the prices that changed.

Opening Stock Update

Opening Stock Update sets the opening quantity of many items at once — one column per location — and their opening cost. Use it when you start using Inventory.

• Quantities are in each item’s own unit, as on the Product master.
• An item that already has stock movements is locked (🔒): correct it with a Stock Adjustment instead. Once the first period is closed, nothing can change.
• Import a CSV with Code, Cost and one column per location name.
• If any item cannot be saved, nothing is saved and you are told why for each.

Barcode Labels

Barcode Label prints labels for your items:

1. List items by category or search — or choose From GRV / From purchase and enter its number to label everything it received, one label per piece.
2. Adjust how many labels each item gets; untick any you do not want. Items with no code in the barcode field cannot be labelled.
3. Choose what the barcode carries (the field set in Inventory Settings by default), the price type for the price, the type — Code 128, EAN-13 (12–13 digit codes; others fall back to Code 128) or QR code — and what the label shows: company, description, code text, price.
4. Pick the paper: an A4 label sheet (labels across, label height) or a thermal roll (label width and height), and press Print for a preview.

13 Reports & analysis

All reports are under Reports → Inventory; each can be printed or exported to CSV. Quantities are in base units and money in base currency.

The Exception Report

Things worth a look, in one list:

Pivots

The analysis pivots load a period’s data, then let you drag fields — category, item, customer, salesman, supplier, location, month — between rows and columns, and choose the figure: sales, cost, profit, quantity, amount, pending.

14 Alerts

Inventory Notification Alert sends daily reminders to the users you choose:

• Stock Expiring Soon — batches in stock that expire within the lead days (0 = the near-expiry days in Inventory Settings);
• Expired Stock Still on Hand — high priority.

Stock Issue Requests notify approvers, requesters and store issuers as they move. Both are described in the Inventory Notifications manual.

15 Tips & FAQ

I cannot edit or cancel a receipt.

Some of what it brought in has already been sold, issued or moved. Reverse those first, or correct the stock with an adjustment.

A sale is refused for expired stock.

The only stock left at that location has expired and Expired stock is set to Block. Write the lot off, sell from another location, or change the setting.

The cost of a sale looks wrong.

Check the item’s costing method. A FIFO item costs the batches the sale drew — see them on the invoice’s Batches issued card or on Batches & Expiry. A purchase entered later with an earlier date re-averages everything after it.

Why are there batches called “Brought forward” or “Unbatched stock”?

Brought forward is the stock that was on hand when batches started; unbatched stock is stock moved by documents that create no batches (older ones, or the desktop application). Both are normal — see §9.

A serial number is refused as already sold.

It is still on another active invoice, cash memo or stock issue for the same item (the message names it). If the unit came back, raise the sales return for the whole line, or cancel the wrong voucher. Search the serial on Serial Number Lookup to see its history.

Should I reconfigure into the same item?

No — keep each configuration as its own item. Ritzy refuses a reconfiguration whose unit becomes the same item, because its stock and cost would no longer mean anything.

A new screen or report is missing from my menu.

Ask an administrator to grant it in User Manager.