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Relieving inventory

  • 1.  Relieving inventory

    Posted May 15, 2019 11:24 AM
    We currently run a service business with inventory kept on trucks. When a part is used off the truck we create a sales order that is then invoiced to the customer. The item is relieved from the truck's inventory when the sales order is posted. Our problem is the time between when a part is physically removed from the truck and the sales order is posted could be weeks due to various reasons. During that time we can't cycle count the item on truck because we are not sure the qty in GP is correct.

    We need GP to relieve the inventory as soon as it is picked from the truck but still create a sales order line so the part can be invoiced to the customer. We also need the invoice to include other charges like labor. Can anyone give me ideas on how to configure GP so our truck inventory qty in GP is always correct?


    Jeff Childers


  • 2.  RE: Relieving inventory

    Posted May 15, 2019 12:55 PM
      |   view attached
    GP out of the box can't do that real time unless you enable the remote workers to access GP and allow to create the sales order.  You might want to look at a product like Key2Act service management.  They have a product called mobiletech that allows realtime invoices, relieve inventory, create PO's, add labor and more.  I've attached their brochure to give you an idea.


    Michael Taranto, CPA
    ERP Consulting, LLC
    pataskala OH


  • 3.  RE: Relieving inventory

    Posted May 16, 2019 07:55 AM
    While we are not so much service orientated we have had to be creative with Dynamics GP as well.

    When we first started with GP back in 2001, we found that we were not posting our inventory out of the system for days after the material shipped because several people had to review the billing portion before we could transfer the sales order to an invoice.  This left erroneous stock in our system.

    To handle that situation we created one sales order for the material only (so as soon as it shipped it could be transferred out of inventory via a n/c invoice) Then the second order was created as a "Billing" order and that is where we actually invoice the customer.  We make sure there are notes all over so everyone knows there is a billing order in the system.

    We initially tried just sending the n/c invoice (with inventory) to accounting and have them create the document for billing but found that they were not doing it and customers were not being invoiced.  Therefore we had to start the two documents on the front end.

    It's not a perfect system but it's one we've been using for over 15 yrs.  It ensures our inventory is pulled from the system and it ensures that our customers get invoiced.

    Pam Palmer
    Project Mgr/Database Admin
    Temple, Inc.
    Decatur AL

  • 4.  RE: Relieving inventory

    Posted May 16, 2019 07:55 AM

    You may want to look at a mobile solution.  I know Salespad has a mobile solution.  Your drivers can enter sales orders on their smartphone real-time.  It's been a while since I've done anything with Salespad.  I don't believe a user can post an invoice with a mobile device (to relieve the inventory real-time).  But, this gets you down to the 5-yard line.  You can have someone in the office post the invoices at the end of the day or first thing the next morning to put the ball in the end-zone.


    Chris Donnelly
    Sr Mgr of Info Systems and Financial Reporting
    Healthmark Industries

  • 5.  RE: Relieving inventory

    Posted May 17, 2019 11:03 AM
    I worked for a service company that kept a fair amount of specialized inventory in stock in the trucks. At the end of the job they would scan the work orders with the parts over to the billing clerks who would punch the parts into the job from the stock in trucks. This was done daily usually next day. They would also connect to the mainframe and punch the parts used that would show them allocated thus reducing the available. The billing clerks would then move them from allocated to job costs. The trucks would come in on a weekly  basis to refill and do an inventory refill.
    Jeff Strait

    Jeff Strait
    Ideal Deals, LLC dba Ideal Aluminum Products
    St. Augustine FL

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