PartsLedger Release Notes (Aug 21, 2023)

Derek Torres
Derek Torres
  • Updated

This release sees the following additions to the PartsLedger Web App:

Refill Purchase Order with Warehouse Min/Max Improvements

PartsLedger allows you to set Warehouse Items Minimum and Maximum Stock. We have made improvements that will affect your Purchase Order workflows. Please read the linked article above to learn how to set up or edit your Warehouse Min/Max values.

PL_Min and Max Values.png

When you set a Warehouse Minimum and Maximum for a specific item, PartsLedger will restrict your order amounts based on your Min/Max settings when adding items to Purchase Orders (not associated with Direct Purchase for Sales Orders) to the selected Warehouse on the PO. Order Quantities on Purchase Orders for item's with set Min/Max will have to meet the following requirements:

  • Order Quantity <= (Item's Maximum Amount #) - (Item's Stock Amount #)
  • Order Quantity >= (Item's Minimum Amount #) - (Item's Stock Amount #)

It will also make Refilling a Warehouse Inventory Stock easier.

Important Note: The min/max errors will not apply to any PO item with an associated Sales Order selected because those items only pass through your Warehouse's inventory stock and will not affect # in Stock.

Example: 

In our Main Warehouse, we have set Minimum Stock = 5 and Maximum Stock = 50 for all Mini-Pleated Filters.

PL_Min Max Example 1.png

Here, we have a Purchase Order with Main Warehouse as the selected Warehouse. We are getting error messages when entering certain quantities of the Mini-Pleated Filters based on our pre-set Min/Max Values for these warehouse items.

PL_Min:Max Example 2.png

  • Error 1 - "1 of 50 in stock. Must be <= 49"
    PL_ Min:Max Error 1.png
    This error is present because the quantity we entered "1" for the 14x20x2 Filter, once received, will still be below the Minimum Stock requirement but also must stay at or below the Maximum Stock requirement. So we must order less than or equal to 49 to get to the maximum and more than or equal to 4 to meet the minimum amount.
    Using our order quantity calculations above:
    • 49 Order Quantity <= (50 Maximum Amount #) - (1 # in Stock)
    • 4 Order Quantity >= (5 Minimum Amount #) - (1 # in Stock)
  • Error 2 - "40 of 50 in stock. Must be <= 10"
    PL_ Error 2.png
    This error is present because the quantity we entered "11" for the 16x20x2 Filter, once received, will be above the Maximum Stock requirement. So we must order less than or equal to 10 to get to the maximum.

    Using our order quantity calculations above:
    • 10 Order Quantity <= (50 Maximum Amount #) - (40 # in Stock)
  • Error 3 - "50 of 50 in stock"
    Screenshot-2023-08-25-at-10-52-30-AM.png
    This error is present because the quantity we entered "5" for the 14x22x2 Filter, once received, will be above the Maximum Stock requirement. In this case we can't order any more because we are at the maximum.

    Using our order quantity calculations above:
    • 0 Order Quantity <= (50 Maximum Amount #) - (50 # in Stock)

Deactivating a Warehouse

Now, you can deactivate a warehouse if your company no longer uses it. This section will walk you through deactivating a warehouse in PartsLedger.

Note: We do not recommend deleting a warehouse.

Checking to see if a Warehouse is Active or Inactive

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Use the Edit Display menu and select the Inactive column.
    • Warehouses with a red X are active.
    • Warehouses with a green checkmark are inactive.
      PL_Active Inactive Warehouses.png

Deactivating a Warehouse

Before deactivating a warehouse, you must transfer all of the warehouse's stock out of inventory.
Screenshot 2023-09-01 at 11.11.47 AM.png

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the three-dot icon.
  4. Click the pencil icon, to open the Edit Warehouse Menu.
  5. Click to enable the Inactive Toggle.
  6. Click Submit when done.

Clone Button for Voided Purchase Order Line Items

If you have a voided Purchase Order Line Item (without any stock adjustments tied to it), there is now a Clone button that allows you to copy that item on the same PO. This will save time and reduce double data entry:

Clone.png

Purchase Orders Line Item # Starts at "1"

All new and existing Purchase Order Line Items will now start with the number "1". They used to start with "0" which made PO Line Items harder to understand.

Start with 1.png

In-App Messaging on the Stock Summary Page

On the Stock Summary Page. When you click the Export button, you will receive an in-app message that says the following : "The Stock Summary snapshot is intended for operational purposes and is not an authoritative report for accounting purposes"

Stock Summary Warning.png

In-App Messaging on the Calendar Date Picker

On the Calendar, there are two new in-app messages:

Screenshot-2023-08-25-at-12-21-45-PM.png

  • This time is in UTC - PartsLedger uses the UTC timezone. UTC (Universal Time Coordinated) is the successor to GMT (Greenwich Mean Time). Because of potential time discrepancies between users's current time zone and UTC there may be times when the date displayed does not match the date of that user's time zone.
  • Warning when the Date Picker date DOESN'T match today's date - You should almost always have your date picker's date set to today. There may be times when you haven't logged out of your session and back in. This will cause your date to not match today's date. This warning reminds you to change the date to today's date.

In-App Messaging on the Accounting Periods Page

Note: Only applicable to Account Admins

There is a new note on the Account Periods page that reads: “Closing Accounting Periods in PartsLedger has no effect on accounting systems or integrations. You must still close them in that system.”

This will help remind users that they will need to navigate to their account system and integration to close them there as well.

c1fd53d3-4a7f-4adf-98c8-aa830fa3d9c2 (1).png

 

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