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      When is Sold Inventory Deducted?

      Inventory on a Sales Order is deducted from your inventory when the Sales Order is marked as delivered, not as each delivery is completed.

      Prerequisites

      An user account access to Inventory.

      Getting there 

      Inventory → Product SKUs

      Example

      1. A Sales Order is created with 10 of Product A. 
      2. The sales is approved, and the delivery is automatically created for the desired delivery date.
      3. The delivery is picked.
      4. The sales-person delivers the full order to the customer using the Brew Ninja application.
      5. The system checks delivered quantities of all deliveries (in this case there is just a single delivery) that match what is on the sales order. In this case it does, so the inventory is deducted from your Product inventory, and the sale is flagged internally as inventory-deducted.
      6. At this point the Edit button is not available on the sale. A sales administrator can reset the approval and edit it, but the inventory-deducted flag is not reset, so if the administrator changes quantities, they will have to manually adjust inventory.

       

      Example of an Exception

      1. A Sales Order is created with 10 of Product A. 
      2. The sales is approved, and the delivery is automatically created for the desired delivery date.
      3. The delivery is picked, but there are only 8 of Product A available.
      4. The sales-person delivers 8 of the 10 Product A to the customer using the Brew Ninja application.
      5. The system checks delivered quantities of all deliveries (in this case there is just a single delivery) that match what is on the sales order. In this case it does not, so no inventory is deducted from your Product inventory.
      6. There are two ways to make the system deduct the inventory, and complete the order. 
        1. You can change the sale to only be for 8 of Product A (via the Split feature or manually editing it). When you save after the changes, the system checks delivered quantities of all deliveries that match what is on the sales order. In this case it does (now), so the inventory is deducted from your Product inventory, and the sale is flagged internally as inventory-deducted.
        2. You can add another delivery for the remaining 2 of Product A. When that delivery is picked and performed, the system checks delivered quantities of all deliveries that match what is on the sales order. In this case it does (now), so the inventory is deducted from your Product inventory, and the sale is flagged internally as inventory-deducted.
      7. At this point the Edit button is not available on the sale. A sales administrator can reset the approval and edit it, but the inventory-deducted flag is not reset, so if the administrator changes quantities, they will have to manually adjust inventory.

      Why not deduct inventory after each complete delivery?

      Deliveries by nature can often not go as planned. It is also not uncommon for there to be data entry errors with deliveries. In most cases where a full order is delivered, the inventory is deducted immediately. But if there is an exception, this allows an administrator to view the sales and delivery documents and determine the correct path of action. The result is greater accuracy in inventory and a greater awareness of delivery and administrative staff.

      Inventory on a Retail Sale

      Inventory on Retail Sales is deducted as soon as it is marked paid. Typically this happens immediately after a sale is created.