Issue Stock

Issuing inventory is a negative adjustment that decreases your on-hand quantities. Inventory Pro supports multiple workflows for different issuing scenarios:

All issues are tracked in the audit trail and material logs with full transaction details for accountability and reporting.

Access: Inventory → Stock → Issue Stock

Understanding the Issue Screen

The issue screen uses a temporary staging area where you can add items, make corrections, and review before finalizing. This two-step process (Save → Issue) prevents accidental inventory changes.

Screen Components:

• Warehouse: Select the source warehouse (required)
• Negative Adj. Codes: Choose the reason for issuing (e.g., Damaged, Sample, Physical Inventory, Custom codes)
• Suppliers (optional): Filter items by supplier
• Customer/Job (when applicable): Apply customer or job assignments

Key Operations:

• Save: Stores items in temporary staging area without updating inventory. Allows review, modifications, and building up issues over time. Items remain until finalized or reset
• Load All: Auto-populates grid using FIFO/FEFO intelligent stock allocation (Admin Option 21)
• Issue: Finalizes all transactions, immediately updates warehouse inventory, and creates permanent audit trail. Cannot be undone
• Pick List: Generates warehouse picking instructions for SO/WO issues
• Reset: Clears all temporary items and starts fresh
• Trashcan Icon: Marks a line to be removed when you save

Issuing Methods

Direct Issuing (Manual Adjustments)

Direct issuing creates negative inventory adjustments without linking to orders-used for damaged goods, samples, or corrections.

Required: Valid reason code explaining why inventory is decreasing

When to Use Direct Issuing:

• Small adjustments (1-20 items)
• Damaged or defective inventory write-offs
• Sample distribution or promotional items
• Items issued without formal documentation
• Internal consumption or testing

When NOT to Use Direct Issuing:

• Customer shipments (use Shipping Orders for proper invoicing and tracking)
• Manufacturing consumption (use Work Orders for cost tracking)
• Large-scale corrections (use Cycle Counting for variance analysis)

Workflow:

1. Select warehouse
2. Choose a Negative Adj. Code (e.g., “Damaged Goods”, “Sample”)
3. Optionally filter by Supplier to limit item selection
4. Assign Customer or Job if tracking consumption
5. Add line items manually:
   • Enter or search for Item ID
   • Enter quantity to issue
   • Select location or use “Load All” for automatic allocation
   • Add serial numbers for tracked items
6. Save to stage multiple items
7. Issue when ready to remove from inventory

Tips:

• Use AutoFill option to copy the previous line’s location for faster entry
• The system auto-generates a reference number for tracking, or specify your own
• Load All uses FIFO/FEFO logic to automatically select oldest stock

Line Item Fields

Shipping Order Issues

Shipping orders drive customer fulfillment with automated stock allocation and order status tracking.

Workflow:

1. Navigate to Orders → Shipping Orders
2. Select the shipping order and click “Issue”
3. The issue screen opens pre-populated with:
   • Warehouse from the SO
   • Customer information
   • Job ID (if assigned)
   • Line items with committed stock
   • SO Issue reason code (auto-assigned)
4. Review items and locations (use “Load All” for automatic FIFO/FEFO allocation)
5. Adjust quantities if doing partial shipments
6. Save to review, then Issue (or Pack if packing workflow enabled)
7. Optionally print packing slips and shipping labels

Features:

• Partial shipments automatically update SO line status
• Packing workflow moves items to packed status requiring Ship or Return action (Admin Option 153)
• Auto-create backorders for remaining quantities (Admin Option 71)
• Pick lists help warehouse staff locate items efficiently
• Unit prices default from SO line items for accurate invoicing
• Restriction: Cannot add new line items - must use items from original order

See the detailed Shipping Orders guide for creating and managing shipping order records.

Work Order Issues

Work orders consume materials for jobs or build assemblies with cost tracking and manufacturing integration.

Workflow:

1. Navigate to Work Orders
2. Select the work order and click “Issue”
3. The issue screen opens pre-populated with:
   • Warehouse from the WO
   • Job information
   • Required materials with quantities
   • WO Issue reason code (auto-assigned)
4. Review items and locations (use “Load All” for automatic allocation)
5. Assign serial numbers for assembled stock if building assemblies
6. Save to review, then Issue to consume materials
7. For assembly work orders, issuing materials also receives the assembled product

Features:

• Tracks material consumption against job budgets
• For assembly WOs, automatically receives assembled stock after issuing materials
• Auto-create backorders for remaining quantities (Admin Option 121)
• Allows adding new lines if enabled (Admin Option 122)
• Unit costs tracked for job costing and variance analysis
• Pick lists available for warehouse staging

Note: When issuing to assembly work orders, the system performs two actions: issues the component materials and receives the assembled finished goods.

See the detailed Work Orders guide for creating and managing work order records.

Purchase Order Returns

Return defective, incorrect, or unwanted items to suppliers using the dedicated return functionality.

Use the Purchase Order module’s return functionality at Purchasing → Purchase Orders → [Select PO] → Return for proper supplier credit tracking, return authorization management, and PO line status updates.

See the detailed Purchase Orders guide for complete return workflow and features.

Cycle Counting

Cycle counts verify physical inventory against system records and automatically adjust stock levels for discrepancies. When shortages are identified, the system issues inventory to correct the variance.

Workflow:

1. Navigate to Inventory → Stock → Cycle Counts
2. Create a new count specifying warehouse, locations, and optional filters (supplier, category)
3. The system generates count lines showing expected quantities
4. Enter actual counted quantities and locations
5. Review variances (shortages and overages)
6. Submit for approval if required (Admin Option 170)
7. Post to automatically issue shortages, receive overages, and move location discrepancies

Key Features:

• Variance analysis with filtering (show only discrepancies, shortages, overages, etc.)
• Auto-save during counting to prevent data loss (Admin Option 526)
• Approval workflows for accountability
• Automatic adjustment posting eliminates manual issuing/receiving
• Comprehensive variance reports for accuracy tracking
• Shortages are automatically issued using the Cycle Count reason code

Issue Processing: When posting cycle count shortages:

• System automatically creates issue transactions for missing inventory
• Uses cycle count-specific reason code for audit trail
• Removes stock from the system to match physical count
• Tracks variance amounts for reporting and analysis
• No manual issue screen required-posting handles everything

See Cycle Counting for complete documentation on creating counts, managing variances, and approval processes.

Mobile Issuing

Complete issuing operations on mobile devices for increased flexibility and warehouse efficiency.

Workflow:

1. Login to Inventory Pro Mobile
2. Select the appropriate warehouse
3. Navigate to Orders → View Shipping Orders or Work Orders
4. Select the order to issue
5. Check items being issued and click “Issue”
6. Click “Complete” to finalize the transaction

Features:

• Barcode scanning for faster item entry
• Real-time inventory updates
• Location selection on the warehouse floor
• Serial number capture
• Pick list integration

Bulk Import

For large-scale issue operations or data migration, Inventory Pro supports bulk import of issue transactions.

Access: Utilities → Import and Export → Issue Import

Supported Formats: CSV, XLS, XLSX

Available Fields:

Process:

1. Prepare CSV/Excel file with required columns
2. Navigate to Utilities → Import and Export → Issue Import
3. Upload the file
4. System validates and stages records in temporary table
5. Redirects to issue module for review
6. Review staged items and click Issue to finalize

Important: All imports are validated before finalizing. Errors prevent the entire batch from processing until corrected.

FIFO & FEFO Stock Allocation

When using “Load All” or letting the system auto-select locations, intelligent stock allocation optimizes inventory turnover:

FIFO (First In, First Out): Prioritizes oldest stock by receive date to prevent obsolescence. Selection order:

1. Items committed to current order (for SO/WO issues)
2. Items assigned to the specific job
3. Items with no job assignment (general stock)
4. Oldest receive date first

FEFO (First Expired, First Out): Prioritizes stock approaching expiration dates for perishable inventory:

1. Items with nearest expiration dates
2. Configurable expiration warnings
3. Automatic alerts for expired stock

Multiple Location Splits: When insufficient stock exists at a single location, the system automatically splits the request across multiple locations to fulfill the total quantity.

Validation Rules

The system enforces strict validation to prevent errors:

Item Validation:

• Item must exist and not be discontinued
• Item must be enabled in the selected warehouse (Admin Option 504)
• Non-stock items bypass availability checks

Quantity Validation:

• Sufficient units must be available at specified locations
• Stock must not be on hold (unless using Hold Release reason code -7)
• Committed stock validated for SO/WO issues

Location Validation:

• Location must exist in the warehouse
• Location cannot be on hold for issuing (except with reason code -7)
• Serial number must match location if specified

Shipping Order Restrictions:

• Cannot add new line items - must issue items from original order
• Quantities cannot exceed order line quantities (warnings issued for over-shipments)
• Stock must be committed to the specific shipping order

Work Order Restrictions:

• Cannot add new line items unless enabled (Admin Option 122)
• Stock committed to work order validated
• Assembly WOs validate component requirements

Date Limiting:

• Date Out cannot exceed configured range (Admin Option 525)
• Prevents excessive forward or back-dating of transactions

Admin Options

Key configuration options affecting issue operations:

Negative Adjustment Codes

Negative adjustment codes document the business reason for inventory removals and enable reporting by issue type.

Standard Codes:

• Damaged Goods: Write-off for damaged or defective inventory
• Obsolete Inventory: Removal of discontinued items
• Sample Distribution: Promotional or testing samples
• Physical Adjustment: Corrections from cycle counts
• SO Issue (-4): Automatically assigned for shipping order issues
• WO Issue (-3): Automatically assigned for work order issues
• PO Correction (-8): Returns and corrections to purchase orders
• Hold Release (-7): Issues from held locations (bypasses hold restrictions)
• Job Stock Adjustment (-14): Job-specific inventory moves

Why They Matter:

• Variance Tracking: Identify patterns in shrinkage, damage, or waste
• Regulatory Compliance: Document reasons for inventory decreases
• Cost Analysis: Track consumption by type for budgeting
• Reporting: Filter and analyze issue history by reason code

Creating Custom Codes:

1. Navigate to System → Definitions → Negative Adj. Codes
2. Click “Add New Negative Adjustment Code”
3. Enter code description
4. Set active status
5. Assign to specific warehouses if needed
6. Save the new code

For comprehensive guidance on adjustment codes, see the dedicated Adjustment Codes documentation.

Pick Lists

Pick lists streamline warehouse operations by providing organized picking instructions for shipping and work orders.

Access: Available when issuing to SO or WO via Pick List button

Features:

• Groups items by warehouse location for efficient routing
• Shows quantities needed and available
• Includes serial number tracking requirements
• Can be printed or emailed to warehouse staff

Workflow:

1. Save your issue (don’t finalize yet)
2. Click Pick List button
3. Review picking instructions
4. Print or email to warehouse staff
5. Return to issue screen and finalize when picked

Key Reports

Access issue reports via Reports → [Search] or direct access from the issuing screen.

Issue History (Report 60): Complete transaction log showing all issues by date range, item, user, warehouse, or reason code. Displays quantities issued, costs, locations, and reference numbers. Primary report for tracking inventory consumption and investigating discrepancies.

Issue Slip (Report 64): Printable transaction document for physical records and signature verification. Includes item details, quantities, locations, and user information. Used for warehouse documentation and audit compliance.

Audit Trail (Issues) (Report 124): Detailed audit log with user timestamps, reference tracking, and full transaction history. Shows who issued what items, when, and why with complete traceability for accountability and compliance.

Hot Movers (Issues/Customer Issues): Identify frequently issued items for demand forecasting and stocking optimization. Filter by customer (Report 155) to analyze customer-specific consumption patterns or view all issues (Report 150) for overall trending.

Audit Trail (Active Parts Issued) (Report 95): Track issues from specific inventory lots by serial number, lot number, or location. Essential for serialized item tracking and investigating lot-specific quality issues.

All reports support filtering by date range, warehouse, customer, job, and reason code. Export to Excel for further analysis.

Troubleshooting

“Not enough inventory at this location”

• Problem: Insufficient stock at specified location
• Solution: Verify physical inventory matches system records, check if stock is on hold, or use “Load All” to find available stock
• Prevention: Maintain accurate inventory records and use FIFO/FEFO allocation

“Cannot add line(s) to the issue derived from shipping/work order”

• Problem: Attempting to add items not on original order
• Solution: Return to the order and add line items there first
• Prevention: Expected behavior for SO/WO issues - can only issue items from original order

“Warehouse Location does not exist”

• Problem: Location not defined in warehouse Maps table
• Solution: Verify location exists in selected warehouse and check for typos or extra spaces
• Prevention: Set up all warehouse locations in Maps table before issuing

“Item has been discontinued”

• Problem: Cannot issue discontinued items
• Solution: Contact system administrator to reactivate item if needed
• Prevention: Maintain current item master with accurate status

“Serial number does not exist in inventory”

• Problem: Serial number not found at specified location
• Solution: Verify serial number is typed correctly and exists at specified location
• Prevention: Implement serial number validation and barcode scanning

Permission Errors

• Problem: User lacks required permissions
• Solution: Verify “Negative Adjustment (Issues)” permission is assigned and check warehouse-specific access
• Prevention: Establish proper user permission levels

Incomplete Issues

If you saved an issue without completing it:

1. Navigate to Inventory → Stock → Issue Stock
2. Select the appropriate Warehouse
3. Staged items appear automatically
4. Review and click Issue to finalize
5. Or click Reset to clear and start over

Note: Saved issues are user-specific and warehouse-specific. Items are not visible to other users and don’t affect inventory until finalized.

Best Practices

1. Use Appropriate Reason Codes: Select codes that accurately reflect why inventory is being removed for better reporting
2. Verify Locations: Confirm physical location matches system records before issuing, especially for serialized items
3. Partial Shipments: Use shipping order partial shipments rather than direct adjustments for customer orders
4. Regular Reconciliation: Review issue reports regularly to identify patterns and discrepancies
5. Serial Number Accuracy: Double-check serial numbers for tracked items to prevent picking errors
6. Job Tracking: Assign jobs when applicable for accurate cost allocation and project tracking
7. Timely Processing: Complete staged issues promptly to maintain accurate inventory levels

Related Topics

• Shipping Orders - Managing customer orders and fulfillment
• Work Orders - Creating and managing work orders for manufacturing
• Cycle Counting - Physical inventory verification and corrections
• Mobile Cycle Count - Mobile cycle counting with barcode scanning
• Issue Reports - Analyze issue history, audit trails, and hot movers
• Import & Export - Bulk data loading procedures
• Returns - Purchase order and shipping order returns
• Item Alias - Alternative item IDs for cross-referencing