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You may want to record other types of adjustments to inventory. For example, you might want a separate accounting for losses due to damage, losses due to theft, and so on. Typically, you use a general adjustment when you know exactly when and how the inventory changed; you use a physical count when you take inventory and find that a physical count differs from MainBoss's records, but don't know how the discrepancy occurred. For more about physical counts, see Physical Counts.
| Note: Before making a miscellaneous adjustment, you must set up an appropriate adjustment code in the Adjustment table. For more information, see Adjustment Codes. |
To enter an inventory adjustment, select Inventory —> Adjustments —> Other from the menu. MainBoss opens a window that contains the following:
- Inv. Cat.: Lets you specify a category of inventory items. If you select a category, the drop-down list for the "Selected Items" field (below) will only show items belonging to that category. For more on inventory categories, see Inventory Categories.
- Inventoried Items: Specifies that you want the "Selected Items" drop-down list to show inventory items. This is the default.
- Non-inventoried Items: Specifies that you want the "Selected Items" drop-down list to show non-inventory items.
- Selected Items: A drop-down list showing inventory items. The contents of this list are controlled by "Inv. Cat.", Inventoried Items, and Non-inventoried Items.
- Pick This Item: Clicking this copies the current selection from "Selected Items" into "Inv. Item".
- Pick New Item: Clicking this button lets you enter a description of a new inventory item. This is useful if you are recording the adjustment of an item that isn't currently tracked as part of your inventory; you can add the item to your inventory and then continue recording the adjustment .
Clicking Pick New Item opens the Inventory Item editor window. For more information on using this window, see Describing Items.
- Inv. Item: The item chosen from "Selected Items" or specified when you clicked Pick New Item.
- Date: The date/time when the adjustment takes place. If you leave this blank, MainBoss will fill in the current date and time.
- On Hand: The quantity of the given item that you currently have on hand, before the adjustment.
- Unit Cost: The per-unit cost of the specified item.
- Total Cost: The total cost of your entire stock of the specified item.
- On Order: The quantity of the specified item that is currently on order. (Items are put on order when an appropriate purchase order is issued; for more information, see Purchase Orders.)
- On Reserve: The quantity of the specified item that is currently on reserve for use in various work orders. (Items are put on reserve when an appropriate work order is created containing that item in its materials list; for more information, see Creating and Editing Work Orders.)
- Stock Available: The total quantity of the specified item that is freely available for use. This is the total amount of stock on hand, minus the amount that is on reserve for work orders.
- Building: The building containing the storeroom where the item quantity is being adjusted. If you leave this field blank, the drop-down list for "Storeroom" (below) will show all the storerooms in your organization.
- Storeroom: The storeroom where the item quantity count is being adjusted.
- Storeroom On Hand: The quantity of the item in the given storeroom before the adjustment.
- Location: The location of the item in the given storeroom before the adjustment.
- Adjustment Quantity: The adjustment you want to make to the current count within that storeroom. Note that this is the size of the adjustment, not the new count after the adjustment takes place.
For example, MainBoss's records say that you have 10 of an item, but one of those items gets broken. Since the quantity in the storeroom is now one less, you would specify an "Adjustment Quantity" of -1 (negative one).
- Unit Cost: The per-unit cost of this type of item. If you specify a new unit cost, MainBoss automatically adjusts "Total Cost" to be "Adjustment Quantity" multiplied by the new "Unit Cost".
- Total Cost: The total cost of the items being transferred (not your total stock of that item). If you specify a new total cost, MainBoss automatically adjusts "Unit Cost" to be the new "Total Cost" divided by "Adjustment Quantity".
- Adjustment Code: Specifies the reason that the adjustment was made. For more information, see Adjustment Codes.
- Reference: Any additional reference information that might be useful in this context.
- Save & New: Saves the current record and clears fields in the window so you can enter a new record.
- Clone: Creates another inventory adjustment window using the same information you have just recorded. For example, suppose some sort of accident damages several items in a particular storeroom. You can create a record describing the adjustment (breakage) of one kind of item in that storeroom, then clone this first record to use for other items. In this way, you don't have to specify the same storeroom over and over again.
- Delete: Deletes this adjustment record.
- Save: Saves the current record, but leaves all data as is. You can then continue to edit the same record.
- Done: Closes the window. MainBoss discards any information that hasn't already been saved.
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