Set the stock policy, close periods and manage features
Choose the company rules for negative stock, backorders, approvals and backdating, close months for stock, and connect other companies and systems.
Before you begin
Stock policy needs warehouse.manage. Closing periods needs inventory.period.close. Webhooks need inventory.events.manage. Intercompany links need inventory.intercompany in both companies.
Set the company defaults
- Open Inventory > Configuration > Stock policy.
- Set each default:
| Setting | Choices and meaning |
|---|---|
| Below zero, by default | Block, Warn, Approval, Allow |
| Remainder of a partial delivery | Create a backorder, or Cancel the rest |
| Adjustment approval value (AED) | An adjustment above this needs a second person |
| A movement dated before today | Allowed and audited; Needs the backdating right; Is refused |
| Over-receipt tolerance (%) | 0 to 100 |
| Goods in transit account | Account code, default 1260 |
| New warehouses and bins | Active at once, or start as drafts |
| GS1 company prefix | 6 to 12 digits, used for SSCC labels |
- Click Save defaults.
Rules for particular stock
Click New rule to override the below-zero setting for a warehouse, category or product. Only one active rule per target. The order of precedence is product, category, warehouse, company default. Lot, serial and FIFO products are always refused below zero.
Close a stock period
Open Inventory > Configuration > Stock periods. The last 12 months are shown with the stock valuation, the inventory account and the difference.
- Click Soft close to stop ordinary users posting into a month. A user who may post into a closing month still can.
- When the month has ended and the Difference is 0.00, click Hard close. A hard-closed month accepts no postings, even from an administrator, and the valuation and account balance are frozen on the row. Earlier months close with it.
- To correct a closed month, click Reopen. Reopen the latest hard-closed month first, then earlier ones.
Hard close is refused for a month that has not ended, or when the valuation and the account differ. First find the cause with the ledger check in Check stock value against the ledger.
Switch features on and off
Open Administration > Applications > Inventory > Features. The switches cover drop shipments, intercompany transfers, transfers through transit, cross-docking, landed costs, kitting and repacking, cycle counts, waves and handling units, recalls and held stock, soft reservations. Off means new entries are refused with a message such as 'Cross-docking is disabled for this company.' Menus go but records stay readable. Turning drop shipments off also hides drop-ship routes; turning intercompany off hides links.
Open Fields to make Source document, Retest by (lot) or Serial warranty end Hidden, Optional or Required. The rule is enforced by the server, not only hidden on screen.
Connect other companies and systems
Intercompany links. Open Inventory > Configuration > Intercompany links and click Link a company. Choose the company, the partner that stands for it here and the partner that stands for you there, how goods are priced (at cost, cost plus markup from 0 to 1000 percent, or list price) and who owns goods on the way. You must belong to both companies.
Drop-ship routes. Under Drop-ship routes choose a product and the supplier that ships it. One route per product.
Webhooks. Under Webhooks click New webhook, enter a name, an https address and the events to send (none ticked means all). The signing secret is shown once; copy it. Events are sent in order at least once, signed with a SHA-256 HMAC. After 10 failures the webhook pauses; Resume restarts it. Use Send test, Send now, Send again from a sequence and New signing secret as needed. Addresses on private networks are refused.
Good to know
- Backdating dated entries are checked against the policy and the month's status.
- Changing a setting does not rewrite old documents.