Moving Items to Inventory

There are two ways to return to inventory

Item does NOT have a client payment applied
Item has a client payment applied

Item does not have a client payment applied

These instructions assume that the item has not been invoiced to the client.

If the item has been invoiced to the client, remove it from the invoice.

These instructions assume that the item HAS been ordered.

If the item does not have an order, create one.

The example below meets both of the criteria above.

Step 1. View the item

Step 2. Enter a new inventory ID

Step 3. Select Move to New Inventory

Step 4. View the new item in My Inventory

Step 5. Select the Receive tab and enter a vendor invoice (use the order number if you don't have an actual vendor invoice), quantity, and Save

Note: Step 5 creates general ledger accounting entries to recognize the inventory as an asset. It also moves the quantity from On Order to On Hand/Available.

Step 6. Review the selling price on the inventory item and update as needed. (Selling price and retail price were copied from the purchase cost on the item.)

Item does have a client payment

Notes: When an item is on an invoice the Move to Inventory and Move to New Inventory links are not available.

When an item has a client payment, the Move to Inventory and Move to New Inventory links are available, but will create an error message.

This is a two two-step process:

Credit the Client
Create the Inventory

Credit the Client

Step 1. View the original item and select "Create Credit Invoice"

Step 2. Update the component (you will need a unique component, not the same as the original item and not blank)

Step 3. Enter the original Order # and click Add to Order(the ship to must be the same as the order)

Step 4. Check the Amounts tab and make sure it’s the correct amount, adjust as necessary for restocking fees, freight that will not be credited, etc.

Pro-Tip: The "Client Amounts" view is great for the purpose of comparing amounts like this. The totals (amounts in red) have been added for demonstration purposes.

The new credit item can now be invoiced along with another item, or if the original item was not yet invoiced, they can be invoiced together.

You may also refund the client.

Note: The steps above create the credit for the client, but the item has not yet been moved to inventory. Continue on below to finish the process.

Create the Inventory

Step 1. View the original item and select "Clone"

Step 2. Update the Component on the new item (you will want a unique component, not the same as the original item and not blank)

Step 3. Enter the original Order # and click Add to Order (the ship to must be the same as the order)

Step 4. Open the new item. Enter an ID beside Move to New Inventory and click Move to New Inventory. (These options will now be available because the item is on an order but has not yet been invoiced.)

Note: The item will now be assigned to the client Inventory and will no longer be visible within the original client's items, but will still be visible on the original order.

Step 6. Now we need to apply the credit to the new inventory item so we only show a balance due on one item. View the Order and select Payment

Step 7. Enter a check# (It's a good idea to use the Order# when posting a payment that doesn't affect the cash balance.)

Step 8. Post Payment (Will = 0.00, but will clear the balance on positive/negative items.)

Step. 9. View the new item in My Inventory

Step 10. Select the Receive tab and enter a vendor invoice# (use the order#, if you don't have an actual vendor invoice) quantity and click Save. This step creates general ledger accounting entries to recognize the inventory as an asset. It also moves the quantity from On Order to On Hand/Available.

Step 11. Review the selling price on the inventory item and update as needed. (Selling price and retail price were copied from the purchase cost on the item.)