Incoming Inventory
Records goods entering stock outside purchasing: opening balances when starting the app, donations, agreed count corrections, or bonus goods without an invoice. Each line carries a Purchase Price that becomes the COGS of that item.
When To Use This Form
- Entering opening inventory when starting with Acosys - one document per warehouse, Offset Account usually the opening balance/equity account.
- Goods in that did not come through a purchase invoice: donations, supplier samples, agreed recount results.
- Not for purchases (use the Purchase form so payables and tax are recorded) and not for production output (use the Production module).
Fields To Watch
| Field | What to watch |
|---|---|
| Division, Department | Branch and warehouse where stock changes. A role locked to one division/department cannot change them. |
| Invoice, Date, Time | Document number (automatic when numbering is on) and transaction time - this time sets the COGS order. |
| Offset Account | Required. The account credited against the inventory account - opening balance, other income, or a correction account per policy. |
| Product, Unit, Quantity | Item and quantity in the chosen unit; stock is recorded in the base unit (unit content x quantity). |
| Serial Number, Expiration Date, SN from List | Shown only when the company uses serial numbers; SN from List picks an existing serial. |
| Purchase Price | Required per line: COGS per chosen unit. It feeds the product's average COGS - wrong here means wrong profit on every later sale. |
| Subtotal | Quantity x Purchase Price, automatic. |
What Happens After Saving
- Product stock in that department increases, and a new COGS record is written: the moving-average COGS is recomputed from old stock and this receipt.
- Automatic journal: Debit inventory account (from the product group) / Credit Offset Account for quantity x Purchase Price. Every re-save deletes and recreates the journal.
- When the approval workflow is on for inventory documents, stock and journals change only after the document is approved in the Approval Inbox.
Common Problems
- Product COGS jumps after saving: the Purchase Price was typed in the wrong unit (a per-box price on a pcs line).
- A backdated date changes the COGS sequence: sales after that date use a different COGS - run a COGS repost if old profit reports must follow.
- No journal created: the product group has no inventory account.
Menu Location
- Products & Inventory / Stock Operations / Incoming Inventory
/form/inventoryin