The Inventory module displays all physical inventory records with instant loading capability. View thousands of inventory items with real-time stock levels, reserved quantities, unit of measurement, weighted average cost, and total valuation. The system provides performance improvements allowing you to view your entire inventory instantly without filters or pagination.

Search inventory records by item name, catalog category, location, or other criteria to quickly locate specific inventory items.

Use Advanced Filter to create complex queries based on stock levels, valuation, location, or any combination of inventory fields. Save frequently used filters for quick access.

Common Filter Examples:

• Items with stock below minimum threshold
• Inventory at specific location
• Items with valuation above certain amount
• Reserved inventory for active jobs
• Items needing reorder based on min/max settings

Perform actions on inventory records from the list view or selected record view.

Inventory is divided into two categories: Stock represents available inventory not yet designated to any job or contract, while Reserve represents inventory set aside for specific jobs or contracts.

The system calculates inventory valuation using weighted average cost methodology. Each time inventory is received through purchase orders, the system recalculates the weighted average cost based on the quantity and price paid.

Location tracking is an optional feature that allows you to specify where inventory is physically stored. Locations can represent aisles, rooms, storage areas, bins, buildings, vehicles, or job sites.

View all jobs or contracts that currently have reserved inventory for this item. Click to navigate to specific job records to see quantities and depletion status.

Displayed Information:

• Job or contract name and number
• Reserved quantity for each job
• Depleted quantity (items already used)
• Link to view full job details

Generate a report showing inventory valuation as of any specific date. This report displays quantities and valuations for all items based on historical data, allowing you to view inventory status at any point in time.

Report Includes:

• Item name and catalog information
• Quantity on hand as of specified date
• Weighted average cost as of date
• Total valuation for each item

Generate a report showing how much inventory was sold or depleted within a specified date range. View both quantity counts and valuation for items depleted during the period.

Report Includes:

• Item name and catalog information
• Quantity depleted within date range
• Weighted average cost for depleted items
• Total valuation of depleted inventory
• Breakdown by job or contract if needed

Generate a report showing how much inventory was received within a specified date range. View quantity counts and valuation for items received through purchase orders.

Report Includes:

• Item name and catalog information
• Quantity received within date range
• Purchase price for received items
• Total valuation of received inventory
• Related purchase order information

Inventory is divided into two categories that determine how items are allocated and tracked.

Stock:

• Available inventory not designated to any job or contract
• Can be pulled for new jobs or sold directly
• Represents unallocated physical inventory on hand
• Shows in stock count when performing stock pulls

Reserve:

• Inventory designated to specific jobs or contracts
• Still physically in inventory but allocated to particular work
• Prevents double-allocation of inventory across multiple jobs
• Can be returned to stock if job requirements change

The system uses weighted average cost methodology to calculate inventory valuation. Each time you receive inventory through purchase orders, the system recalculates the average cost based on quantities and prices paid.

Example Calculation:

1. You have 100 items on hand at $5.00 each (Total: $500)
2. You receive 50 more items at $6.00 each (Total: $300)
3. New weighted average: ($500 + $300) ÷ (100 + 50) = $5.33 per item
4. New valuation: 150 items × $5.33 = $800

Advantages:

• Smooths out price fluctuations over time
• Automatically adjusts as new inventory is received
• Provides accurate valuation for financial reporting
• Simplifies cost tracking compared to FIFO or LIFO methods

Location tracking is optional and can be enabled if you need to track where inventory is physically stored. Common use cases include multiple warehouses, storage areas, or job sites.

When to Use Locations:

• Multiple physical storage facilities or warehouses
• Different aisles, rooms, or storage areas within facility
• Inventory stored in vehicles or at job sites
• Need to restrict jobs to pull from specific locations
• Want detailed tracking of inventory movement

When Locations Are Not Needed:

• Single storage location for all inventory
• No need to restrict stock pulls by location
• Simplified inventory tracking is sufficient

The Products & Services module has been renamed to Catalog. All functionality remains the same, but the module name has been updated to better reflect its purpose as your product and service catalog.

How to Access:

1. Click Catalog in the top navigation
2. View all catalog items with inventory tracking enabled
3. Manage unit of measurement conversions and pricing

Unit of measurement conversions allow you to define how items are inventoried, purchased, and sold using different units. This is useful when vendors sell in bulk but you inventory by individual pieces, or when you sell by one unit but purchase in another.

Steps to Configure:

1. Navigate to Catalog module
2. Open the catalog item you want to configure
3. Locate the Unit of Measurement section
4. Define Inventory UOM (how you track it)
5. Define Purchase UOM and conversion (how vendor sells it)
6. Define Sales UOM and conversion (how you sell it)
7. System will automatically convert between units in POs, jobs, and inventory

Common Examples:

If unit of measurement is not explicitly configured for a catalog item, the system defaults to Each (EA) with 1:1 conversion across inventory, purchasing, and sales. This means one unit purchased equals one unit in inventory equals one unit sold.

When Default is Sufficient:

• Items purchased, inventoried, and sold as individual units
• No need for bulk or unit conversions
• Simplified inventory tracking without unit complexity

Stock pulls move inventory from Stock to Reserve, designating it for a specific job or contract. This prevents double-allocation and tracks which jobs have inventory set aside.

1. Open the Job record
2. Navigate to Items mode
3. Locate the catalog item you want to pull stock for
4. Click Stock Pull button or action
5. Enter quantity to pull from stock
6. System moves quantity from Stock to Reserve
7. Reserved inventory now appears in job's inventory list

Depleting inventory (previously called "Used") removes inventory from stock and marks it as consumed for a specific job. The system has renamed "Used" to "Deplete" for clarity. Multiple methods are available depending on your workflow.

If job requirements change or reserved inventory is no longer needed, you can return reserved items back to stock to make them available for other jobs.

1. Open the Job record
2. Navigate to Inventory mode
3. View reserved inventory items
4. Select items to return with checkboxes
5. Enter quantities to return
6. Click Return action button
7. System moves quantity from Reserve back to Stock

View reserved and depleted inventory for any job from the job record's Inventory mode or Items mode.

The Inventory As Of report shows inventory quantities and valuations as of any specific date, useful for financial reporting, audits, and historical analysis.

1. Navigate to Inventory module
2. Click Gear icon in top right
3. Select Reports
4. Choose Inventory As Of report
5. Enter the date for the report
6. Optionally filter by location or category
7. System generates PDF with quantities, costs, and valuations as of that date

The Inventory Sold report shows which items were depleted during a specified date range, including quantities and valuations.

1. Navigate to Inventory module
2. Click Gear icon in top right
3. Select Reports
4. Choose Inventory Sold report
5. Enter start and end dates for the report
6. Optionally filter by location, job, or category
7. System generates PDF showing depleted quantities and valuations

The Inventory Received report shows which items were received through purchase orders during a specified date range, including quantities and valuations.

1. Navigate to Inventory module
2. Click Gear icon in top right
3. Select Reports
4. Choose Inventory Received report
5. Enter start and end dates for the report
6. Optionally filter by vendor, location, or category
7. System generates PDF showing received quantities, costs, and valuations

Set minimum and maximum thresholds in the Catalog to trigger reorder alerts when stock falls below minimum levels. The system can automatically calculate quantities needed to reach maximum levels.

1. Navigate to Catalog module
2. Open the catalog item to configure
3. Locate Inventory section
4. Enter Reorder Min quantity (alert threshold)
5. Enter Reorder Max quantity (target stock level)
6. Save the catalog item
7. System will alert when inventory falls below minimum and suggest reorder quantities

The Generate Reorders feature analyzes your inventory against minimum thresholds and creates purchase order requests for items needing replenishment.

1. Navigate to Purchase Orders module (or Requests)
2. Click Generate Reorders button or action
3. System identifies all items below minimum threshold
4. Review suggested quantities (calculated to reach maximum levels)
5. Adjust quantities as needed
6. Select items to include in reorder requests
7. System creates purchase order requests grouped by vendor

Reorder reports show all items currently below minimum threshold without requiring you to create purchase order requests immediately.

1. Navigate to Catalog module
2. Click Gear icon in top right
3. Select Reports
4. Choose Reorder Report
5. System generates PDF listing items below minimum with suggested quantities
6. Use report to plan purchasing without creating formal requests

The system can send automatic alerts to team members when inventory falls below minimum thresholds, ensuring timely replenishment.

1. Navigate to Settings
2. Select Alerts or Notifications
3. Locate inventory reorder alerts
4. Assign alert to users responsible for purchasing
5. Configure alert frequency and thresholds
6. Assigned users receive notifications when items need reordering

QuickBooks has significant limitations on inventory synchronization. QuickBooks only allows inventory changes through itemized invoices and bills, not through direct inventory adjustments.

QuickBooks Limitations:

• Cannot sync inventory depletion outside of invoices
• Cannot sync inventory receiving outside of vendor bills
• Cannot sync stock pulls or reserve designations
• Cannot sync location changes or transfers
• QuickBooks API restricts inventory control to invoice and bill line items only

What Can Sync:

• Invoices with inventory items deplete QuickBooks inventory
• Vendor bills with inventory items increase QuickBooks inventory
• Manual adjustments made directly in QuickBooks

TRUE Accounting is a full-blown accounting system built directly into TRUE ERP, providing real-time inventory tracking without synchronization limitations.

TRUE Accounting Advantages:

• Real-time inventory updates without syncing delays
• All inventory actions create automatic journal entries
• Stock pulls, depletions, and receiving post immediately
• Credits, adjustments, and transfers tracked in real-time
• Financial reports always reflect current inventory status
• No separate system to manage or reconcile
• All accounting happens in same system as operations

Recent system updates have significantly improved inventory performance, allowing you to view thousands of inventory records instantly without filters or pagination.

Performance Improvements:

• View all inventory records instantly (5,500+ items load immediately)
• Faster data grid manipulation with column sorting and filtering
• Improved weighted average cost calculations
• Optimized reporting for As Of, Sold, and Received reports
• Enhanced stock pull and depletion workflows
• Real-time procurement status updates in job items

Several terms have been updated for clarity and consistency across the inventory system.

Reason for Changes:

• Catalog: Better reflects the module's purpose as your product and service catalog
• Deplete: More accurate term for removing inventory from stock (vs. ambiguous "used")

With improved performance allowing you to view all inventory at once, this is an ideal time to review and clean up duplicate or outdated records.

Cleanup Process:

1. Navigate to Inventory module and view all records
2. Use data grid sorting to identify duplicate item names
3. Use Advanced Filter to find items with zero inventory
4. Review outdated items no longer used
5. Contact TRUE Support for assistance merging duplicates or archiving outdated items
6. Schedule periodic reviews to maintain clean inventory data