Inventory Transactions

Inventory is depleted by representing SKU movement with transactions.  An inventory transaction is represented by a code, and will define the movement from one status to the next as product is sold and removed from a location or can represent product being transferred from one location to another. 

Common transaction categories are: adjustments positive or negative, purchase with immediate pickup, or purchase with shipping.

Inventory Depletion Happens in Two Steps

  1. When a payment is processed the products in the order automatically and instantly move from the beginning status of Available to Invoiced status.  This means that product has been paid for (no longer available) but is still on-site, and has not be removed from physical inventory. 
    The corresponding order status is: Billing status=Paid, Ship Status=Unshipped or Hold Ship.

    The products will remain in the Invoiced column of inventory until the next action occurs in the shipping status. 
  2. When the ship status on the order becomes Exported or Shipped the products are pulled from the Invoiced column, and subtracted from On Hand.  This subtraction of inventory happens in a bulk pull process which runs every night.

Notes: Immediate pick up orders (carryout sales) do both steps at once. 

And, a little about shipping statuses: an unshipped order does not have a specific ship date, vs. a Hold Ship order has a FUTURE specified ship date. When the designated ship date becomes today, the order is automatically changed to an Unshipped Status.

NOTE: In addition to the above there is a scheduled NIGHTLY BULK PULL:

If an order has one of these Shipping Status:
Shipped or Picked Up or Delivered or Exported

The system looks for items in the a2i or h2i status and moved them in this manner:
a2i Purchase w/pickup                --> i2p Customer Pickedup
a2i Purchase - Hold Product        --> h2p Product Pulled from Hold
a2i Purchase w/shipping              --> i2p Product Shipped
i2h Purchased Product on Hold   --> h2p Product Pulled from Hold


Inventory Transaction Category Codes

Inventory transactions are represented by codes as they relate to the four columns of inventory. The table below will help decipher the inventory transaction history and reports.  The most common transaction codes (circled in red) correlate to the pickup orders and shipping orders.


View Inventory Transaction Details

To view the inventory transaction history of a single order, head to the Order Detail view and scroll to the bottom of the page, below the invoice details.

Immediate Pickup Order

Order detail view of the inventory transaction history for a pickup order.  The (a2i) transaction represents movement from available-to-invoiced, and at the same time, the secondary movement for invoiced-to-pulled (i2p) which depletes the SKU from inventory. 

Ship Order

Order detail view of the inventory transaction history for a shipped order.  The (a2i) transaction represents movement from available-to-invoiced, which occurs when payment is processed.  And the (i2p) invoiced-to-pulled depletion happens when the product ship status is updated to Shipped. 

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