When using Vendors, you will be purchasing items to replenish the inventory that has been used on ServiceTrade jobs. You will purchase some of the items in bulk, and others are purchased individually to various warehouses or facilities you may have. To be certain that the items in inventory have the proper totals, costs, and quantities, you can perform a bulk inventory adjustment.
Adjusting Inventory in Bulk
1. Log in to ledger.partsledger.io with your PartsLedger user login information
2. Go to Tools, then click Imports and Exports
3. Scroll down to Bulk Inventory Adjustment
4. Within this window, you will see a link to Download Empty Template File. Click this link to have a reference for your inventory adjustment
Nine columns make up the inventory adjustment:
- Part Number: The indicator for a particular item, service, or part
- Facility Code: The code associated with a specific warehouse or facility. For example: In PartsLedger, the Main Warehouse has a WHS in front of it so WHS would be the facility code
- You can find the facility code by going to Products > Setup > Facilities. The facility code is under the Code column.
- Quantity on Hand (qoh): This is the quantity of an item, in the warehouse, at the time of the inventory adjustment
- You can find the quantity on hand for items by going to Products > List Inventoried Products (Parts)
- Physical Quantity (physical_qty): Amount of items that are physically counted by hand
- Adjustment Quantity: A positive or negative quantity that will either increase or decrease the current quantity of items
- Units of Measurement (UOM): Units of measurement (see Units of Measurement support article for reference)
- Per Unit Value: Cost of each unit used in the adjustment. If there is no cost associated with the item, PartsLedger will use the existing cost
- Inventory Date: Date in which the inventory adjustment takes place
- Balancing GL Account Name: Account that will be used to offset the inventory for the adjustment. This account is usually the expense account, but if an account is not provided, the COGS or Cost of Goods Sold account associated with the products will be used as the default account.
5. There are four ways (two ways for increasing and two ways for decreasing) to have a successful adjustment, whether it is through increasing or decreasing the inventory amount:
If you are increasing or decreasing inventory, there are a couple of ways to achieve an inventory adjustment:
- One way is having the required columns: having the part number, qoh, physical_qty, uom, per_unit_value, and inventory_date columns filled in.
Note: The adjustment_quantity can be blank because PartsLedger can calculate the inventory increase or decrease based on the value in the physical_qty column. This value is usually higher or lower than the qoh value.
- Another way is part number, adjustment_quantity, uom, per_unit_value, and inventory_date columns filled in. PartsLedger will increase or decrease the inventory quantity by the value in that column.
Note: The qoh and physical_qty columns can be blank because PartsLedger can calculate the adjustment based on the value in the adjustment_quantity column. This value is usually a positive or negative value.