Inventory Items

The Inventory Items tab in Manager.io serves as the central module for creating, monitoring, and managing inventory items. This guide details the function and uses of the module's features and columns.

Creating New Inventory Items

Click the New Inventory Item button to create a new inventory item entry.

See Inventory Item — Edit for detailed instructions on filling out the new inventory item form.

If you've created an inventory item with existing quantity, you can set its starting balance. Do this under Settings → Starting Balances. Refer to the guide on Starting Balances — Inventory Items for assistance.

By default, inventory purchases debit the Inventory on hand asset account, and inventory sales credit the Inventory - sales income account.

Inventory Items Tab Columns and Their Uses

The Inventory Items tab contains numerous columns, each serving a specific purpose:

Item Code

• Displays the code assigned to the inventory item.

Item Name

• Shows the name defined while creating or editing the item.

Valuation Method

• Indicates the valuation approach used when the Recalculate button is utilized.

Control Account

• Identifies the associated control account. Inventory items typically belong to Inventory on hand, though custom control accounts can also be designated.

Division

• Reflects the item's assigned division, relevant for users leveraging divisional accounting.

Description

• Provides the descriptive detail entered for the inventory item.

Quantity (Qty) Columns

The following are quantity-related columns and their meanings:

Qty Owned

• Represents the total purchased quantity that has not yet been sold or written off.
  • Includes all general ledger transactions.
  • Excludes Delivery Notes and Goods Receipts since they don't involve the general ledger.
• Clickable for detailed transaction breakdown; see Inventory Items — Qty owned.

Qty to Deliver

• Tracks inventory sold but not yet delivered (only relevant if Delivery Notes are activated).
  • Increased by Sales Invoices
  • Decreased by Delivery Notes and Credit Notes

Qty to Receive

• Tracks inventory purchased but not yet received (only relevant if Goods Receipts are activated).
  • Increased by Purchase Invoices
  • Decreased by Delivery Notes and Debit Notes

Qty on Hand

• Reflects actual physical inventory on hand if Qty to Deliver and/or Qty to Receive are in use.
  • Increased by Goods Receipts
  • Decreased by Delivery Notes
  • Sales and Purchase Invoices, Debit Notes, and Credit Notes excluded unless explicitly acting as delivery notes or goods receipts

In summary:

• Qty Owned counts general ledger-based transactions excluding delivery/goods movements.
• Qty On Hand counts physical movements separately (Goods Receipts/Delivery Notes) and typically excludes sale/purchase invoices.

Qty Reserved

• Appears when using Sales Orders.
  • Increased by Sales Orders
  • Decreased by Delivery Notes linked to Sales Orders

Qty Available

• Calculates the quantity readily available to sell and deliver.
• Formula: Qty on hand – Qty to deliver – Qty reserved

Qty on Order

• Shows inventory ordered but neither received nor invoiced.
• Relevant only if Purchase Orders are used. Tracks remaining quantities ordered using Purchase Orders.

Qty to Be Available

• Provides insight into expected future stock levels.
• Formula: Qty available + Qty to receive (if positive) + Qty on order

Qty Desired

• Corresponds to the defined Reorder point. Edited via the Edit option on the inventory item itself (cannot click Qty directly).

Qty to Order

• Indicates how much inventory needs ordering.
• Formula: (Qty desired – Qty to be available)
• Shows difference requiring ordering from suppliers to achieve desired inventory level.

Cost Columns

Average Cost

• Displays average cost per unit.
• Formula: Total cost divided by Qty owned.

Total Cost

• Shows cumulative cost value of all currently owned inventory items.
• Clickable to see breakdown of underlying transactions. Includes a Recalculate button above the column allowing manual recalculation of unit costs when required (see Inventory Cost Correction for details).

Customizing The Inventory Screen

You can modify columns visibility using the Edit columns button. For more details, please see the guide: Edit columns.

Advanced Queries for Inventory Management

Manager.io features Advanced Queries that allow filtering, sorting, and grouping inventory entries for customized inventory management scenarios. For instance, you can generate a query focused specifically on Quantity metrics:

By changing displayed quantity columns, you can tailor inventory lists easily:

• Qty on hand shows current physical quantities.
• Qty to deliver lists items awaiting delivery.
• Qty to receive indicates goods pending receipt from suppliers.
• Qty to order helps identify items requiring supplier orders to maintain ideal stock levels.

Using these queries can greatly streamline your inventory management process and provide clearer oversight of inventory status.