Transaction Workflows

Inventory Pro uses transaction workflows to manage corrections, reservations, and returns after initial receiving. These workflows maintain data integrity while allowing authorized users to fix errors and manage committed inventory.

Amend Workflow

The Amend function allows you to correct inventory record attributes without changing quantities. Use amend to fix receiving errors, update costs, or correct dates on previously received inventory.

Access: Inventory → Stock → Amend Archive (for issued items) or Amend Active (for on-hand items)

Security: Requires Security ID 199 (Amend permission)

When to Use Amend

Amend Fields

The amend screen displays both read-only information and editable fields:

Display-Only Fields (reference information):

• Item ID and description
• Units (quantity)
• Warehouse and location (Spot)
• Serial/Lot number and alternate serial
• Modified By (last user)
• Receiving and Issue references
• Supplier information
• RFID Tag

Editable Fields (what you can change):

How to Amend Active Inventory

1. Navigate to Inventory → Stock → Amend Active
2. Search for the inventory record:
   • Enter the record number directly, or
   • Use search filters (Item ID, serial number, location)
3. Review the displayed inventory information
4. Update the editable fields as needed
5. Click Amend to save your changes

How to Amend Archived Inventory

1. Navigate to Inventory → Stock → Amend Archive
2. Search for the archived record by record number or use filters
3. Review the issued inventory information
4. Update the editable fields (more fields available than active)
5. Click Amend to save your changes

Tip: Archived inventory has more editable fields because the item has already been issued-you can correct both receiving and issuing information.

Return Workflow

The Return function moves archived (issued) inventory back to active stock. This reverses an issue transaction when items are returned unused or need to be restocked.

Access: Available from the Amend Archive screen when conditions are met

Security: Requires Security ID 199 (Amend/Return permission)

When Returns Are Available

The Return button appears on the Amend Archive screen only when:

• The record is archived (previously issued)
• The Out Status is 0 or greater, OR Out Status equals -7

These conditions ensure you can only return items that were properly issued through normal workflows.

How to Return Archived Inventory

1. Navigate to Inventory → Stock → Amend Archive
2. Search for the archived record to return
3. Review the inventory details
4. Click the Return button (visible below the Amend button when available)
5. Confirm the return when prompted

Result: The inventory moves from archive back to active stock at the original location. The system updates quantities and creates an audit trail entry.

Return vs. Receiving

Commit Stock Workflow

The Commit Stock function reserves specific inventory records for order line items before issuing. This ensures designated stock is allocated to a particular order and won’t be used for other purposes.

Access: From order line item grids via the [Commit] button, which opens the Locate/Move screen in commit mode

Understanding Committed Stock

Formula: Available = On Hand - Committed

When issuing or assembling orders, committed stock is allocated first before other available inventory.

Supported Order Types

Commit stock works with three order types:

How to Commit Stock

1. Navigate to the order (Shipping Order, Work Order, or Repair Order)
2. Open the Line Items grid
3. Locate the line item requiring reserved stock
4. Click the [Commit] button on the line
5. The Locate/Move screen opens filtered to matching inventory
6. Select the specific inventory record(s) to commit:
   • Choose by location, serial number, or lot
   • Specify quantities if splitting is needed
7. Click to commit the selected stock
8. The line item updates to show committed quantities

What Happens When Stock is Committed

The system:

1. Marks the inventory record with boolCommit = 1
2. Links the record to the order line via reference fields
3. Updates the order line with location and serial information (for shipping orders)
4. Reduces “Available” quantity calculations while keeping “On Hand” unchanged

Viewing Committed Status

On the order line grid, committed stock information displays:

• Committed quantity for the line
• Location where committed stock is stored
• Serial number if applicable

Releasing Committed Stock

To remove a commitment and make inventory available again:

1. Access the committed inventory through the order or inventory screens
2. Select the committed record
3. Release the commitment
4. The inventory returns to available status

Note: Committed records that are issued or assembled are automatically processed with their commitment intact.

Commit Priority During Issuing

When processing an order (issuing or completing assembly):

1. System first allocates committed stock for each line item
2. If committed stock is insufficient, available stock is used for remaining quantities
3. Committed stock ensures specific lots, serials, or locations are used as planned

Best Practices

1. Reserve Critical Items: Commit serialized or lot-controlled items to ensure correct inventory is shipped
2. Customer-Specific Stock: Use commit for items allocated to specific customers
3. Partial Commits: Commit only what’s confirmed available; system handles quantity splits
4. Review Before Processing: Verify committed quantities before completing orders

Key Reports

Related Topics

• Receiving Stock - Initial inventory receipts
• Issuing Stock - Removing inventory from stock
• Cycle Counting - Physical inventory verification
• Work Orders - Managing work order materials
• Shipping Orders - Customer order fulfillment