Inventory Management

This chapter covers the day-to-day tools for managing physical inventory: transferring goods between stores, adjusting quantities, counting inventory, checking stock status, and managing shelf locations.

Item Transfers

An Item Transfer moves inventory from one store to another. The transfer creates two linked transactions — a Transfer Out in the sending store and a Transfer In in the receiving store. When posted, the transfer:

• Decreases on-hand in the sending store
• Increases on-hand in the receiving store (once received)
• Posts through a transfer clearing account in the General Ledger
• Tracks serial numbers if the items are serial-tracked

Key Fields

Item Grid

The item grid shows columns for Item Number, Description, Size, On Hand, Quantity, Amount, Deposit, Levy, and Total. Enter the items and quantities to transfer.

Toolbar Actions

Transfer Workflow

1. At the sending store, create a new Item Transfer and select the destination in the To Store field
2. Add items and quantities to the grid
3. Optionally check Picked? to indicate the items have been physically gathered
4. Save and post — inventory leaves the sending store and the status shows In-transit
5. At the receiving store, open the linked Transfer In and click Receive Transfer to accept the goods into inventory

Item Adjustments

An Item Adjustment changes on-hand quantities without a purchase or sale. Common uses include shrinkage, damage, write-offs, samples, and corrections. When posted, it:

• Increases or decreases inventory quantities
• Debits or credits the item’s asset account
• Posts the offset to a specified expense account
• Handles serial number entry and expiry tracking

Key Fields

Adjustment Tabs

Item Grid

Columns: Item Number, Description, Size, On Hand, Quantity, Amount, Deposit, Levy, and Total. Enter a positive quantity to add inventory or a negative quantity to remove it. Quasar automatically calculates the cost based on the item’s current average cost.

Adjust Reason Codes

Each reason code links to a GL expense account. When you select a reason on an adjustment, Quasar automatically fills in the expense account. Common reasons:

• Shrinkage — unaccounted-for loss
• Damage — broken or spoiled goods
• Samples — product given for demonstration
• Correction — fixing data entry errors

Toolbar Actions

Physical Inventory Counts

A Physical Count records the actual quantities on hand for a set of items. After counting, Quasar compares the counted quantities to the system on-hand and generates adjustment transactions for the differences. This is the primary tool for periodic inventory audits.

Key Fields

Item Grid

Columns: Item Number, Description, Size, On Hand, and Counted. The On Hand column shows the system’s current on-hand quantity (read-only). Enter the actual counted quantity in the Counted column.

Toolbar Actions

How Counting Works: Count as You Find

Quasar’s counting model is additive. You count items as you find them, wherever you find them. Multiple employees can create separate count documents for the same items and the system automatically consolidates the totals.

For example: Employee A finds 3 units of item 101 on Aisle 2 and enters them on their count. Employee B finds 4 more units of item 101 in the back room and enters them on a different count. When you process counts, Quasar adds the two entries together (3 + 4 = 7) and compares the combined total against the system on-hand to calculate the adjustment.

Counting Workflow

1. Create one or more Count documents for the store — you can split by location, employee, or area
2. Use Add Items to pre-load items, or simply scan/enter items as you find them
3. Optionally print count sheets for clipboard use
4. Walk your assigned area and record quantities in the Counted column
5. Save each count — multiple counts can exist simultaneously for the same store
6. Use Not Counted to identify items with on-hand stock that do not appear on any active count sheet
7. Process all counts — Quasar consolidates the counted quantities across all count documents and generates Item Adjustments for the differences

Count Reports and Audit

Quasar provides a suite of reports that support every phase of the counting process — from pre-count preparation through post-count verification and discrepancy analysis. Run these reports from Reports → Inventory.

Count Verify: Second-Count Audit

The Count Verify report is designed for audit control. After the counting team has finished entering their quantities, print the Count Verify report for a specific count document. It displays the count number, description, location, employee, and every item with its counted quantity — plus a blank line beside each item for a second count.

Give this report to a different employee (or auditor) who independently re-counts a sample or all of the items. Compare the verify column to the counted column:

• If they match, the count is reliable
• If they differ, investigate and recount the disputed items before processing

Stock Status

The Stock Status screen provides a real-time view of inventory levels across all stores. It is the primary tool for answering “how much do we have?”

Single Item Mode

Enter an item number to see its stock position at every store. For each store, the display shows:

Multiple Item Mode

Select a department, subdepartment, matrix, brand, color, vendor, item group, or location to see a summary of all matching items. Double-click an item to drill into its Single Item view.

Additional Features

Locations (Shelf Management)

Locations define specific shelf positions, bins, or areas within a store. They are used to track where items are physically placed and to guide restocking.

Locations are assigned to items on the item’s Stocking tab in the Item Master. Once assigned, locations appear in:

• Stock Status — as a column showing each item’s shelf position
• Physical Counts — as a filter for location-based counting
• QuasarReach — for mobile restocking and shelf management

Item History

The Item History screen shows day-by-day activity for a single item over a date range. It answers the question “what happened to this item?”

Selection Criteria

Display Columns

For each day in the range, the screen shows:

The first row shows Opening balances and the last row shows Closing balances. Double-click any date row to drill into the Inquiry screen showing the individual transactions for that day.

Sales History

The Sales History screen analyses an item’s selling performance over time, broken down by period. It is the primary tool for demand planning and reorder decisions.

Selection Criteria

Display Columns

Below the grid, summary fields show the item’s Min/Max stocking levels, Last Purchased and Last Sold dates, and current On Hand and On Order quantities — providing a complete picture for reorder decisions.

Inventory Screens Summary