This help article walks you through placing an item back in inventory.
If the 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.
- View the item
- Enter a new inventory ID
- Select Move to New Inventory (Click the text "Move To New Inventory")
4. View the new item in My Inventory
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.
- 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:
1.) Credit the Client
2.) Create the Inventory
Credit the Client
1. View the original item and select Create Credit Invoice
2. Notice the Description will now include "CREDIT" along with the original description
3. Update the component (you will want a unique component, not the same as the original item and not blank)
4. Enter the original Order # and click Add to Order. You may need to save and close out of the item before you can enter an Order # (the ship to must be the same as the order)
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.
NOTE: 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.
Create the Inventory
1. View the original item and select Clone.
2. Update the Component on the new item (you will want a unique component, not the same as the original item and not blank)
3. Enter the original Order # and click Add to Order (the ship to must be the same as the order)
You should have three items now: The original item on the invoice and order. The CREDIT item on the invoice and order. And the cloned item on just the order.
On the new item you can now move to an exiting Inventory or Move to New Inventory (These options will now be available because the item is on an order but has not yet been invoiced.)
NOTE: that 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.
- Now we need to apply the credit to the new inventory item on the order so we only show a balance due on one item. View the Order and select Payment.
- Enter a check number (It is a good idea to use the Order # when posting a payment that doesn't affect the cash balance.)
- Post payment (will = 0.00, but will clear balance on positive/negative items). Note in the example below there is still a balance of $250.00 on the original item.
- View the new item in My Inventory
- 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
- 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.)
The step above creates general ledger accounting entries to recognize the inventory as an asset. It also moves the quantity from On Order to On Hand/Available.