Inventory Transactions

Inventory is depleted by 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, shipped, or picked up; adjusted in or out; or 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 (a2i). 
   1. The product has been paid for (no longer available) but is still on-site, and has not be removed from physical inventory. 
   2. The corresponding order status is: Billing status=Paid, Ship Status=Unshipped or Hold Ship.
   3. 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.
   1. This subtraction of inventory happens in a bulk pull process which runs every night.

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

NOTE: In addition to the above there is a scheduled BULK PULL every 30 minutes:

If an order has been updated to 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 moves them in this manner:

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.

3 important abbreviations to remember: A = Available, I = Invoiced, P = Pulled (shipped or picked up).

View Inventory Transaction Details

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

Immediate 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. 

Hold for Pickup Order

In the event an order will be picked up at a later date than purchased (Shipping status = To Pick Up with a future date), 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 Picked Up. 

Ship 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. 

Example: Changing and order from Shipping to Pick Up -

Order 879437 was processed as a order to ship from Vinfillment shipping.

When the order was processed for payment the inventory transaction Purchase w/Shipping (a2i) occurred moving the inventory at Vinfillment from available to invoiced.

Note the inventory message at the top of the order and the Inventory Transaction history at the bottom.

If the shipping status is changed to Picked Up, even if the Fulfillment setting is changed to In-House to represent a tasting room, the next inventory transaction will adhere to the original settings and the will be Product Shipped (i2p) from Vinfillment, not the tasting room.

This will mean the inventory was physically pulled from the tasting room (In-House), but recorded as pulling from Vinfillment, creating inaccurate counts at both locations.

In this scenario inventory can be transferred from Vinfillment to the tasting room to balance the counts.

In the event the From Location to Location changes, then Inventory Adjustments will be required to balance the counts. NOTE: This will result in "orphaned" invoiced product in inventory.

See this article for more information on Transfers and Adjustments.