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Process
Inventory Adjustments (IIA) are used when purchases of inventory are done on a Procurement Card or a GAX transaction. IIA adds the inventory directly into the system by using the information of item quantity and unit cost from the invoice or receipt.
To create an Inventory Adjustment (IIA) transaction, follow the steps below:
1. The items that are being added to inventory because of a Procurement Card or GAX purchased must first be included in the inventory table (INVN). Ensure the items you are adding are on the INVN table by entering INVN in the Global search field.
2. Select the Search link.
3. Use the stock item fields to search for your item, and then select OK.
Note: The screenshot below is just an example; you could use any fields as needed.
4. The item(s) you are adding must be checked as “internally manufactured” to add the item(s) using an IIA transaction.
After Internally Manufactured is flagged, go to the UOMV table, search for the item, and verify the item multiplier IS equal to 1.
5. Once you have confirmed the item you are adding is in the INVN table and has the internally manufactured option selected, enter IIA in the Global Search field.
6. Select Create
7. Enter Department in the Dept field and Unit in the Unit field.
Select Auto Numbering
Select Continue
8. Under the Header section, on the General Information tab, enter the Transaction Name, Transaction Description, and Warehouse.
9. Select the Commodity section and select Insert New Line.
Select the + sign to insert a new line
General Information tab, enter the Stock Item, Sock Item Suffix, Inventory Location and Location Structure, and select Save.
10. Select the Inventory Information tab of Commodity section.
Enter Unit Cost and Quantity based on the receipt or invoice for the Procurement Card Purchase or the GAX.
Select Save once Unit Cost and Quantity information is entered. Once the IIA is saved, an accounting line will be populated for the commodity line.
Example: If a stock item is purchasing for $500 and 100 of them, the unit cost would be $5.00 and the quantity would be 100. Shipping should be included in the shipping cost allocated by the price and amount of inventory purchased.
11. Repeat steps 9-10 for all different inventory items purchased.
12. Select the Accounting section. On the General Information tab select Event Type accordingly, and enter a Line Description. Line Amount will be auto-populated based on the Commodity line amount.
13. Complete the Funding Accounting and Detail Accounting tab. The COA (Chart of Account) on these two tabs is usually the same as the COA on procurement card purchase, GAX purchase, or warehouse COA on the WHSE page. Work with your accounting office to select the correct COA.
14. Repeat steps 12-13 for all accounting lines.
15. When the IIA is validated the first time, you might see the error “Funding Total does not equal Commodity Line Total
(A159)”. If this is the only error on IIA, validate the IIA again, and the error code A159 will be removed.
Select Save
Select Validate
Once the IIA is validated successfully,
Select Submit
16. After the IIA is approved to Final, go to INVN table and uncheck the “internally manufactured” on the item(s).
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