Creating Inventory Transactions (Immediate Record)

The Immediate Record workflow is used to record real-time inventory movements. This method updates inventory instantly and supports the following transaction types:

• Purchase

• Initial Stock

• Transfer

• Consumption

Immediate Record is intended for same-day or direct movements that do not require order staging or a pick/fulfillment process.

Ways to Start a New Transaction

A new transaction can be created from multiple locations within the system. All methods open the same transaction window.

Option 1: Dashboard → Quick Actions

1. Open Inventory Management → Dashboard.

2. At the top of the page, select New Order / Transaction.

Option 2: From Any Item Page

Transactions can be started directly from an item’s detail page.

1. Open any item (via Recent Activity, Catalog Search, or Inventory list).

2. In the top-right corner, click New Transaction.

[SCREENSHOT: Item page with New Transaction button]

Benefit:
The selected item is automatically pre-filled in the transaction form.

Transaction Cart

The transaction cart stores all pending transactions until you decide to record them.

• Each added item appears in the cart with a summary.

• A badge shows the current number of items.

• You may view, edit, or delete entries at any time.

• The cart persists even if closed or if you navigate elsewhere.
  
  

➕ Adding a Transaction

Click + Add New Transaction to begin entering a movement.

1. Select an Inventory Item

Use the dropdown to select the catalog item involved in the transaction.

• If the item does not exist, click + Add New Catalog Item.

After selection, item details appear:

• Basic Info

• Additional Data (if applicable)

  
  

  

2. Enter Required Transaction Details

Transaction Date

Choose the date the movement occurred. (Defaults to current date.)

Transaction Type

Available transaction types:

• Purchase – Add new stock from a vendor

• Initial Stock – Add existing items into the system for the first time

• Transfer – Move items between locations or cost centers

• Consumption – Reduce stock due to use or installation
  
  

If stock already exists for the item, the system displays:

“Stock exists. Use TRANSFER or CONSUMPTION. Can also add more stock with PURCHASE/INITIAL_STOCK.”

Quantity

Enter the number of units.

Refurbishable items must always have a quantity of 1.

Condition

Select the appropriate condition: (Refurbishable)

• A – New (100%)

• B – Good (75%)

• C – Fair (50%)

• D – Custom Value

• E – Scrap (0%)

3. Source and Destination

Depending on the transaction type, specify the Source, Destination, or both.

Each side supports:

• Cost Center or AFE

• Major Code

• Minor Code

4. Storage Location

Choose where the item will be stored:

• Select an existing location

• Or enable Add New Storage Location to create one

• Or enable Item will be put into immediate use

Transaction Preview

A full summary of the transaction appears at the bottom of the window.
This preview updates automatically as fields change.

➕ Add to Cart

Once all required fields are complete, click + Add to Cart.

Each cart entry includes:

• View (eye icon)

• Edit (pencil icon)

• Delete (red icon)
  
  

Recording Transactions

When ready:

1. Review all items in the cart.

2. Click Record (X) to process all pending transactions.

3. The cart clears and the transactions are finalized.