This guide covers the automatic and manual handling of inventory transactions in Rackbeat and their recording. Inventory transactions can be imported into the system in various ways: through the processing of sales orders and purchase orders, manually via the web interface or mobile application, and using a CSV file.

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Inventory transactions

In Rackbeat, you can view or create inventory transactions by going to Inventory > Inventory Transactions.

Normal process completions, such as delivering sales orders and receiving purchase orders, automatically create inventory transactions. In addition to these transactions, manual inventory transactions can be entered into the system, for example, due to inventory counts or actions taken outside of processes.

New inventory transactions can be imported using a CSV file, and inventory transactions can be entered via the web interface and Rackbeat's mobile application.

New inventory transactions are first created as drafts, after which they must be recorded from the Inventory Transactions listing. Transactions can be recorded either individually from each row's Record button, or they can be recorded in bulk using the Record All button at the top. Inventory transactions show manually created transactions as well as automatic recordings caused by using "Record negative quantity as zero" in conjunction with the product structure.

CSV import of inventory transactions

You can access the CSV import of inventory transactions by going to Inventory > Inventory Transactions > Import Data

The Import Data button allows you to import multiple inventory transactions at once. From behind the button, you can also download an example file for the import from the "Template File" section.

Template File: Import Inventory.csv.

Instructions for the file to be imported

  • Date: Enter the date of the transaction to be imported here. The date must be in the format dd.mm.yyyy, for example, 01.09.2024. To keep the leading zero in the file, you must place a ‘ character first in the cell in Excel, for example, '01.09.2024. Before importing the file, it is advisable to check the file using Windows' own Notepad program. This will show whether the leading zeros are actually present in the file to be imported. Excel also uses Windows settings. You can also change the format to dd.MM.yyyy in the Windows control panel, so the date will be correct directly.
  • Product Code: The product number being processed on the line. 
  • Warehouse: Warehouse number. Rackbeat treats the balances of each warehouse separately, so if a product is in three different warehouses, each must be specified on its own line if the information needs to be edited. 
  • Quantity: Number of pieces. Either the quantity in the warehouse or the quantity to be changed is given. 
  • Cost Price: The unit cost of the quantity to be imported. Mandatory information if pieces are added to the warehouse. 
  • Reason: The reason why the inventory transaction was created, for example, inventory count.
  • Description: Optional additional information about the inventory transaction. 
  • Balance Adjustment: This controls how the number of pieces is handled in the import. 
    • Options: 0 = The quantity of the inventory transaction in the interface will be the difference between the quantity given in the file and the quantity in the warehouse. So if there are 2 pieces in the warehouse and 3 pieces in the file, the quantity of the inventory transaction will be 1 piece. 
    • 1 = The quantity of the inventory transaction will be taken from the file line and added to the existing balance. A negative quantity will be subtracted from the existing balance. So if there are 2 pieces in the warehouse and 3 pieces in the file, the inventory transaction will have 3 pieces. After recording, there will be 5 pieces in the warehouse. 
    • Empty = Same as 0. 
  • Batch: Possible batch number for a batch-tracked product. 
  • Expiration Date: If a batch number is given and the batch has an expiration date, it is completed here. Date handling is the same as for the inventory transaction date. 
  • Serial Number: If a serial number-tracked product is being processed, the serial number added to or subtracted from the warehouse is completed here. Since serial number-tracked products are individual, each must be specified on its own line, so if 5 pieces of serial-numbered products are added to the warehouse, each is specified on its own line in the file. 
  • Inventory Transaction Type: If you want to import transactions for a specific type, it can be specified in this column. If left empty, transactions are imported as inventory entries. 
  • Variations: If products with model variations are being processed, these columns can specify which variations are being processed. 

Once inventory transactions have been imported with a file, they must still be recorded in the interface to affect balances. Transactions can be recorded either individually from the right side of the row with the Record button, or they can be recorded in bulk using the Record All button at the top.

Note: If no editing needs are identified based on the information provided in the file, for example, the quantities given match the quantities in the warehouse, inventory transactions are not created.

If something went wrong during the import, for example, the wrong transaction type was assigned to the transfer, unfortunately, this cannot be corrected after the record selection. In this case, the relevant inventory transactions must be inventoried to zero and re-imported with the correct information. 

The transaction type itself only affects the search in the inventory transactions report. However, inventory must be done if quantities, prices, or warehouse information went wrong.

Creating a new inventory transaction in the web interface

You can create a new inventory transaction by going to Inventory > Inventory Transactions > Create New Inventory Transaction

  • Edit Quantity = If you want to correct the quantity of products in the warehouse, select this.
  • Edit Purchase Price = If you want to correct the value of products in the warehouse, select this.
  • Warehouse = Which warehouse location's information is being processed.
  • Product = The product being processed, mandatory information.
  • Edit Date = The date on which the transaction is recorded. Retroactive inventory is possible. 
  • In Stock = The quantity of the selected product in warehouses.
  • Added / Actual Quantity = The name of the field depends on the selection below. Either the quantity by which the existing quantity is corrected (Added) or the new quantity of the product (Actual) is given here.
  • Difference (add/subtract) = If selected, the quantity field above is given as a difference added or subtracted from the actual quantity. If not selected, the quantity field specifies the actual quantity of the product on balances.
  • Unit Price = The price at which products are added to the warehouse value.
  • Inventory Transaction Type = The inventory transaction type used for the inventory transaction.
  • Reason = The reason for the inventory transaction, a free-form text field. Mandatory information. 
  • Description = Description of the inventory transaction. Free-form text field, not mandatory information. 
  • Save and New = If selected, opens the creation of a new inventory transaction immediately after saving the one being processed.
  • Edit Quantity and Value = Saves the inventory transaction to the system.

Creating a new inventory transaction in the mobile interface

Through the mobile interface, the process is otherwise the same as in the web interface, but through mobile, only a quantity-increasing or decreasing entry can be made. It cannot address the euro value of products.

Keywords: Rackbeat inventory transactions, inventory

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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