Prerequisites

Active PartsLedger subscription

Procedure

Post an adjustment for a single part number

  1. Navigate to Products → Inventory Tools → New Adjustment
  2. Change the warehouse code in the dropdown at the top of the page (next to your company and user name) to match the warehouse for which you're making the adjustment
  3. Enter the Part Number and UOM (unit of measurement) to see the existing inventory (and FIFO buckets, if applicable)
  4. Select a line item to adjust. If adding new quantity to a warehouse that has none, click New Inventory
  5. Adjust the Actual Quantity to match your physical quantity, enter a Per Unit Value (only if adding new inventory), select a Variance Reason, and select the appropriate Balancing Account (usually COGS or Inventory Adjustments, ask your accountant if unsure what to choose)
  6. Click Post Adjustment

Post a bulk adjustment

  1. Navigate to Tools → Imports and Exports
  2. Click Bulk Inventory Adjustment from the menu
  3. Download the Import Template File and open it in Excel or another spreadsheet application
  4. Clear out rows two and three and insert your data into the sheet
  5. Enter the part number and warehouse (facility) code pairings to update inventory across multiple warehouses at once
  6. Enter only the adjustment_quantity: 5 to increase PartsLedger's inventory by 5, or -7 to decrease PartsLedger's inventory by 7. qoh and physical_qty are not required
  7. Enter the uom (unit of measure), which is nearly always EA
  8. Enter the per_unit_value if different from what PartsLedger has stored, or if adding inventory to a warehouse that currently has none.  Note: For best results, remove any currency symbols ($) from the per_unit_value field and make sure data is in 0.00 format.
  9. Enter the inventory date, typically today, in yyyy-mm-dd format
  10. Enter the exact name of the balancing account GL. Ask your accountant if you're unsure which this is
  11. Save the file as a .csv
  12. Back on the Bulk Inventory Adjustments page, choose the file that you saved, confirm the date format, and click Import Inventory Adjustment

Notes

  • Say you received a package of 12EA for $12 but find that the package you ordered actually contained 10EA for the same $12. You need to adjust the Actual Quantity down to 10 and leave the Per Unit Value and Balancing Account blank. This allows you to keep the FIFO bucket value constant and adjust the per unit value, from $1/EA to $1.20 EA, rather than keep the per unit value the same and adjust the total dollar value of your inventory.
  • If the bulk import page times out (504 Gateway Timeout), which can happen on large datasets, open a new tab and navigate to Enterprise Setup ➔ Events and watch for a confirmation that the adjustment has completed. Do not resubmit your data or you could get duplicates. The 504 error means that the operation is taking longer to complete than your web browser has the patience for -- the adjustments are still happening on the server, and the Events page will eventually let you know when it is complete.
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