Manage inventory transactions
/visma-net-erp/help/inventory/manage-inventory-transactions
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2026-02-19T17:09:06+01:00
# Manage inventory transactions
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About inventory transactions
/visma-net-erp/help/inventory/manage-inventory-transactions/about-inventory-transactions
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Inventory transactions are used to account for stock items moved to or from a specific warehouse, between locations within a warehouse, or between warehouses.
2026-02-19T17:09:06+01:00
# About inventory transactions
Inventory transactions are used to account for stock items moved to or from a specific warehouse, between locations within a warehouse, or between warehouses.
Purchases and sales cause stock item movements, and the respective inventory transactions are generated by financial documents, such as purchase receipts and sales orders, originated in other workspaces. Your company may also have direct inventory transactions or those not based on a financial document, such as an issue transaction to remove damaged or expired goods from inventory. Because direct transactions are not standard operations, they should be accompanied by reason codes to explain why they were performed.
With the Inventory workspace, you use the following documents to account for inventory transactions performed:
Receipt
: To record the arrival of some quantity of stock items at the warehouse
Issue
: To record the withdrawal of some quantity of stock items from the warehouse
Adjustment
: To update the quantity of stock items at the warehouse performed (usually after stocktaking counts) and to update costs for items with standard cost and average valuation methods
Transfer
: To record the movement of stock items between locations or warehouses
Kit assembly
: To update the quantities of kits that were assembled and items used as kit components
## Receipts
### Creating receipts
Inventory receipts, created and viewed by using the [Receipts (IN301000)](/visma-net-erp/help/inventory/inventory-windows/receipts-in301000/) window, are used to account for inventory received at a warehouse.
If
the Purchases workspace is integrated with the Inventory workspace, the system
creates inventory receipts automatically once purchase receipts have been released.
You can perform a direct receipt at a warehouse or warehouse location when some quantity of a stock item is received as the transferred inventory in a two-step transfer process.
### Items with no transaction history
Also, during physical inventory, a receipt is generated for items with no history of transactions. The items are considered as newly received, and an inventory receipt is generated.
### Posting settings for items
The information required to post transactions listed in automatically generated receipts comes from the posting class of the item, defined in the [Posting classes (IN206000)](/visma-net-erp/help/inventory/inventory-windows/posting-classes-in206000/) window. When an inventory receipt based on a purchase receipt is released, the item's posting class determines the general ledger accounts (inventory account and Supplier ledger accrual account) to be updated. If the item has the average cost valuation method assigned, its costs are also updated.
### Reason codes
The system inserts the default reason code for receipts, specified in the [Inventory preferences (IN101000)](/visma-net-erp/help/inventory/inventory-windows/inventory-preferences-in101000/) window, automatically, but
you can choose a more relevant reason code.
Reason codes are defined in the[Reason codes (CS211000)](/visma-net-erp/help/inventory/inventory-windows/reason-codes-cs211000/) window.
For direct receipts, the system specifies the costs of items automatically based on the item valuation methods.
On release of a receipt, the inventory account (depending on posting settings) will be updated; the offset account will be determined by the reason code selected for the receipt line.
## Issues
### Creating issues
The system automatically generates issues, which allow you to account for inventory withdrawals and returns, upon release of sales orders, credit and debit notes, and kit assembly documents. You can create, view, or modify issues using the [Issues (IN302000)](/visma-net-erp/help/inventory/inventory-windows/issues-in302000/) window.
### Direct issues
You can use a direct issue not linked to any sales order or note in the following situations:
+ To remove expired or damaged goods
+ To return excessively issued goods
If an issue is the result of an employee picking items to fill a sales order, the extended cost amount usually debits a cost of goods sold account and credits an inventory account, with the accounts determined by the posting class of the stock item.
With a direct issue, the extended cost amount decreases the inventory account balance and increases the balance of the offset account.
The chosen offset account depends on the reason of the transaction; in any case, it's a specific expense account.
### Reason codes
Reason codes used for issues should provide offset accounts for specific types of issues. The system automatically inserts the default reason code for direct issues specified in the [Inventory preferences (IN101000)](/visma-net-erp/help/inventory/inventory-windows/inventory-preferences-in101000/) window, but you can choose a more relevant reason code.
If the issue is made for kit assembling, the offset account is usually an expense account such as **Material expense**.
If the issue is made to remove expired goods, the offset account might be **Expired goods' costs**.
### Return transaction
If a stock item was issued in excessive quantity and is being returned, or if an inventory withdrawal was incorrect or not needed, you can create a return transaction and specify a reason code for it. A return to inventory increases the balance of the inventory account and decreases the balance of the offset account specified by the reason code.
## Adjustments
### Creating adjustments
Adjustments can be created manually or by the system. You can enter, view, or modify adjustments
in the [Adjustments (IN303000)](/visma-net-erp/help/inventory/inventory-windows/adjustments-in303000/) window.
### Use of adjustments
You can use an adjustment in the following situations:
+ To write off shrinkage occurring due to theft, loss, or expiration of goods.
+ To correct a released issue or receipt.
+ To adjust costs for items with FIFO and specific valuation methods. (The reference to the original receipt, and the date of receipt are required.)
+ To document unrecorded gain or loss detected during stocktaking count. For example, previously written-off (as loss) items may reappear during counting.
+ To create initial inventory balances for a new implementation.
### Inventory transaction corrections
You can create an adjustment to correct a released transaction (receipt or issue) with an error.
Because the system records each inventory transaction for accounting purposes, you cannot delete an incorrect transaction.
An adjustment specifies a negative or positive quantity of the items and updates the inventory accounts.
In the process of standard cost updating, the system generates cost adjustments to update the respective inventory accounts and standard cost variation accounts.
In the process of stocktaking, when the data entry is completed, the system generates adjustments for items for which quantity on hand differs from count data.
## Transfers
### Creating transfers
Occasionally, you might need to move inventory from one location or warehouse to another
location or warehouse. In Visma Net, a transfer is created, viewed, and modified in the [Transfers (IN304000)](/visma-net-erp/help/inventory/inventory-windows/transfers-in304000/) window.
You can use transfers to record two types of
inventory movements.
One-step transfer
: Movement between different locations within a warehouse or between warehouses performed in one step
Two-step transfer
: Movement between different warehouses performed in two steps
### One-step transfers
A one-step transfer documents the movement of items from one location to another one within the same warehouse.
Also, goods movement between two warehouses can be performed as a one-step transfer, if goods are moved immediately or very quickly (as with adjacent warehouses).
A batch generated for one-step transfer includes no transactions if inventory accounts and subaccounts used for the items are the same for the source and destination locations.
If the accounts and subaccounts differ, the system will generate journal entries for transactions performed between the inventory account used for the item at the source location, the in-transit account (specified in the [Inventory preferences (IN101000)](/visma-net-erp/help/inventory/inventory-windows/inventory-preferences-in101000/) window), and the inventory account used for the item at the destination location.
If a transfer includes more than one line, the journal entry to the in-transit account is the summary for all line items.
The system selects unit costs for items automatically based on the items' valuation methods.
### Two-step transfers
Two-step transfers are used for transferring inventory between any two warehouses located far enough from one another that they cannot be moved immediately.
In a two-step transfer, the stock items are issued from the source warehouse's location and costs of items are recorded to the in-transit account specified in the [Inventory preferences (IN101000)](/visma-net-erp/help/inventory/inventory-windows/inventory-preferences-in101000/) window for all two-step transfers. Later, when the transferred inventory arrives at the target warehouse, the user creates an inventory receipt with a reference to the original inventory transfer document; the batch generated for the receipt will move the costs of goods from the in-transit account to the inventory account used for the items in the destination warehouse.
Depending on the item class, the quantities of in-transit goods may or may not be included in
availability calculation.
The rules for inventory availability calculation are
specified for each item class on the **General information** tab of the [Item classes (IN201000)](/visma-net-erp/help/inventory/inventory-windows/item-classes-in201000/) window.
## Kit assemblies
### Creating Kit assemblies
Kit assemblies, which you create using the [Kit assembly (IN307000)](/visma-net-erp/help/inventory/inventory-windows/kit-assembly-in307000/) window, are used to account for kits and their components.
As a result
of assembly transactions, new kits (finished goods) are created and their quantity
on hand increases, while quantities of the kit components are deducted by the
quantities used in kits.
A batch generated on kit assembly release updates the
following accounts:
+ the inventory account associated with the kit at a particular warehouse,
+ the inventory accounts associated with stock components, and
+ the expense accrual accounts associated with non-stock components.
## Transaction reason codes
As noted, you use reason codes to indicate why inventory transactions are made.
Each reason
code has a default account and subaccount specified, and they are used as the offset
account and subaccount for the inventory transaction.
You can specify reason codes
for inventory receipts, issues, and adjustments.
Related pages
Windows
View inventory transactions details
/visma-net-erp/help/inventory/manage-inventory-transactions/view-inventory-transactions-details
section
The typical user of this window is an accountant, who uses it to check details when something is not correct.
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# View inventory transactions details
The typical user of this window is an accountant, who uses it to check details when something is not correct.
Use this screen to look at specific item's movements in a specific period.
You can use selection criteria to display the data you want to see.
1. Go to the [Inventory transaction details (IN404000)](/visma-net-erp/help/inventory/inventory-windows/inventory-transaction-details-in404000/) window.
1. In **Period**, click  to select the period for which you want to view the details. You can also specify date ranges or choose **By financial period (without running values)**.
1. In **Location**, you see where the item is located. Click  to select another location.
1. In **Item ID**, select the item you want to see transaction details for. This is a required field.
1. The table shows details such as transaction type, status (released or not), quantity in and out, cost in and out and may also let you drill down to underlying documents in the columns **Ref. no.**, **Sales order no.** and **Purchase order receipt no.**.
1. For items that have underlying documents or other information, you can also click **Stock item**, **Summary** or **Allocation details** to drill down to details in related windows.
> [!NOTE]
> Click **Summary by day** to see only summarised information for an item on a specific day.
> [!NOTE]
> Click **Include unreleased (without costs )** to hide the columns **Cost in**, **Cost out** and **Unit cost**, and also display unreleased transactions.
Related pages
Windows
View inventory transactions by account
/visma-net-erp/help/inventory/manage-inventory-transactions/view-inventory-transactions-by-account
section
The typical user of this window is an accountant, who uses this window to re-conciliate the inventory.
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# View inventory transactions by account
The typical user of this window is an accountant, who uses this window to re-conciliate the inventory.
Use this window to view detailed information about transactions in a selected inventory account within a selected period, including the account balance and all related transactions.
1. Go to the [Inventory transactions by account (IN403000)](/visma-net-erp/help/inventory/inventory-windows/inventory-transactions-by-account-in403000/) window.
1. In the **Inventory account** field, click  to select the account for which you want to see the transactions. Select a **Period** and / or date range if you want to narrow your search. You can also choose to list the results by financial period.
1. If you want to see information for a specific stock item or from a specific warehouse, select the item or warehouse in **Item ID** or **Warehouse**. If you prefer to see a daily summary of transactions by account, select **Summary by day**.
1. The table lists the transactions that match your criteria. You can sort and search on any of the column headings. In the transaction type column, you can see the type of transaction, for example **Receipt** or **Adjustment**.
1. For transactions that have underlying information, you can drill down in the columns **Ref. no.** and **Item ID**.
> [!NOTE]
> You can go directly to related windows, by clicking **Summary** or **Allocation details** in the navigation bar.
> [!NOTE]
> You can also export your transaction history to Excel, by clicking .
Related pages
Windows
View inventory transaction history
/visma-net-erp/help/inventory/manage-inventory-transactions/view-inventory-transaction-history
section
You use this window to look at item movements from one date to another.
2026-02-19T17:09:06+01:00
# View inventory transaction history
You use this window to look at item movements from one date to another.
It is typically used by a warehouse manager, who wants to track inventory transactions.
1. Go to the [Inventory transaction history (IN405000)](/visma-net-erp/help/inventory/inventory-windows/inventory-transaction-history-in405000/) window.
1. In the **Item ID** field, click  to select the item for which you want to see the transaction history. Select a start and end date in the date fields if you want to narrow your search.
1. If you want to see information from a specific warehouse, select the warehouse in **Location**. If you prefer to see a daily summary or transactions, select **Summary by day**. You can also click to include unreleased transactions.
1. The table lists the transactions that match your criteria. You can sort and search by clicking the column headings. In the **Trans. type** column, you can see the type of transaction, for example **Receipt** or **Invoice**.
1. For transactions that have underlying information, you can drill down in the fields **Ref. no.**, **Sales order no.** and **Purchase order receipt no.**.
> [!NOTE]
> You can go directly to related windows, by clicking **Stock item**, **Summary** or **Allocation details**.
> [!NOTE]
> You can also export your transaction history to Excel, by clicking .
Related pages
Windows
Use the inventory transaction summary
/visma-net-erp/help/inventory/manage-inventory-transactions/use-the-inventory-transaction-summary
section
The typical user of this window is an accountant, who uses it to get a sum of all transactions grouped by period and item.
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# Use the inventory transaction summary
The typical user of this window is an accountant, who uses it to get a sum of all transactions grouped by period and item.
1. Go to the [Inventory transaction summary (IN406000)](/visma-net-erp/help/inventory/inventory-windows/inventory-transaction-summary-in406000/) window.
1. In the **Period** field, click  to select the period for which you want to see the transaction summary. Select **By financial period** if you want to see transactions according to a specific financial period.
1. In the **Location** field, select the warehouse for which you want to see the transaction summary. Your company may for example have a standard location and a return location. You can also select a specific item ID if you want the summary to show transactions for only that item.
1. Select **Show items without movement** if you want to display items that have had no movements in the period you are viewing. You can sort and search on any of the column headings in the table. For example, it is easy to see which item has sold more, by clicking the **Sales** column label and selecting **Sort ascending** or **Sort descending**.
1. To see more details about the warehouse and location of an item, select **Warehouse details** and **Location details**, to display the corresponding columns.
1. For transactions that have underlying information, you can click the **View** button and select Inventory transaction details, **Summary** or **Allocation details** to drill down to details in related windows.
> [!NOTE]
> You can also export your transaction summary to Excel, by clicking .
Related pages
Windows