xMatix Inventory

xMatix Inventory tracks what stock you hold, where it is and what it is worth. Its backbone is the inventory ledger: every movement (a receipt, a sale, a transfer, an adjustment) is posted as an entry, and a stock figure is the total of those entries, never a number someone types. Selling, buying and warehouse documents feed the ledger. Inventory adds its own documents for moving and correcting stock, tracks lots, values stock with a perpetual costing engine and gives you statements to read it all.

Overview

The Inventory app is where you work with stock. Its bar holds these entries, in this order:

The Inventory app is a web and mobile app. On mobile, Adjustments offers Edit, Post Inventory and Delete on the record and Quick Add on the lines.

Some inventory records are on no app bar. You open them from the App Launcher by searching for their name: Item Inventory Attributes, Inventory Stock (the stock records behind availability), Landed Cost, Inventory NRV Assessment and Item Aliases. Item features open only by address (/ItemFeature). Accounting books and valuation policies, which decide how stock is valued, are in the Finance Setup app under Books & Posting.

Pages in this section

Stock and movements

• The inventory ledger: every movement is a posted entry, corrections post reversals, and how to read the item ledger and the Stock Balance statement.
• Stock balances: the stock record behind every availability check, its quantity buckets, and how Available and In Hand are worked out.
• Transferring stock between branches: outward release, in transit, inward receive and posting, and the single-step transfer.
• Adjusting stock: the adjustment document, its reason types and how to correct a posted one.
• Inventory period balances: per-period opening, inward, outward and closing figures.

Items and lots

• Items (the item master): required fields, stock flags, units and why a new item starts inactive.
• Item units of measure, SKUs, Item aliases, Item alternates and Item relations.
• Packages and item components and Item features.
• Item inventory attributes and Item classifications (ABC and FSN): the per-branch planning rows that ordering limits, auto-ordering and cycle counting read.
• Item lots and lot types and Item lot types: batch and serial tracking, and the commercial grades of an item.

Value

• Inventory valuation and costing: cost layers, consumptions, accounting books and the Valuation Statement.
• Inventory valuation policies: which costing method applies to which stock.
• Landed cost vouchers and Inventory NRV assessments.

Setup and help

• Inventory ledger settings (posting rules): which document line writes which movement.
• Inventory configuration reference: every inventory setting in one place.
• Troubleshooting inventory: what to check when a stock figure or a value looks wrong.

When to use it

Use Inventory when you need to:

• Know what you have. Read Inventory Stock for quantities and Inventory Valuation for values, as of any date.
• Explain a figure. Open the item ledger from a stock figure (View ledger) and follow each entry to the document line that wrote it.
• Move stock between branches or companies with a Transfer.
• Correct stock after damage, expiry, loss or a count, with an Adjustment or a Cycle Count.
• Maintain items: units, SKUs, lots, lot types, packages and planning rows.

Goods receipts, sales invoices, delivery orders and other documents also move stock, but you create them in their own apps. Inventory is where you see the result.

How xMatix handles it

Three rules hold everywhere in Inventory:

• Nothing moves stock until it is posted. Saving an adjustment, a transfer or their lines records intent only. Stock changes when the document's stock action runs, such as Post Inventory on an adjustment or an inward transfer, or Release Outward on a transfer. The reliable sign that a line reached the ledger is its Inventory Ledger reference, not a status.
• Posted entries are never edited. Changing or deleting a posted line makes the ledger add a reversal of the original entry and, for a change, a fresh entry. The original stays, so pairs of opposite entries are history, not errors.
• Stock can't go negative. A posting that would take a stock counter below zero fails with Insufficient stock: … cannot go negative, and nothing is written. Fix the source document (quantity, lot or location), never the ledger.

Which line posts which movement is decided by the inventory ledger settings, one rule per document line type. Each rule names the quantity it posts, the condition, the save events it answers and the stock buckets it moves. They ship read-only. An administrator can open them for editing with a module setting (see Configuration).

Value follows quantity. Every posting to a company's primary accounting book updates cost layers under the costing method a valuation policy selects (moving average when no policy matches). The statements recalculate from the ledger for the date you choose, so past figures stay true.

Prerequisites

• A security profile that includes the Inventory app, plus the page permissions for the statements you need (see Permissions).
• Items with Track Inventory switched on. Lines for other items are skipped by posting. Lot-tracked items (Track Lots) need a lot on every stock-moving line.
• At least one company (partner account) and branch to hold the stock.
• For values: an active primary accounting book for the company. Without it, movements still post but are not costed.

Example

A distributor finds two cartons of Floor Cleaner 1 L damaged in its east branch.

1. A storekeeper opens Inventory → Adjustments, selects New, picks the company and the east branch, and saves. The adjustment opens in Draft with an IA number.
2. On Lines, they use Quick Add: Adjustment Type Damaged, the item, Quantity 2, and save.
3. They select Post Inventory. The line's Inventory Ledger reference fills in and the header shows Adjusted.
4. A finance user opens Inventory → Inventory Ledger, picks the company, the item and the branch, and sees the damaged entry with the adjustment line as its source.
5. Later the storekeeper sees that the quantity should have been 3. They edit the line's Quantity. The ledger adds a reversal of the 2 and a new entry for 3, and the item ledger shows all three entries.

Training

Practice exercise

In a sandbox, signed in with the System Admin profile:

1. Open the Inventory app. Expected result: the bar shows Home, Fulfilment Orders, Transfers, Cycle Counts, Adjustments, Inventory Stock, Inventory Valuation, Inventory Ledger, Reports, Dashboards and Settings. The order and labels can differ if your organization has customized the app.
2. Open Inventory Stock, choose a company and a date, and click a quantity. Choose View ledger. Expected result: the item ledger for that item opens with opening stock, the movements and closing stock.
3. Create an adjustment with one Excess line of 5 units for a stock-tracked item, then select Post Inventory. Expected result: the line's Inventory Ledger reference is filled and the item ledger shows a new entry for 5.
4. Delete the line. Expected result: the item ledger shows a reversal entry next to the original.
5. Open Settings and choose Inventory Valuation Lot. Expected result: the cost layers page opens.

Quick reference

• Stock is the sum of posted ledger entries. Nobody types a stock figure.
• Saving a document moves nothing; its stock action posts it.
• A filled Inventory Ledger reference on a line is the proof it posted.
• Corrections post reversals; originals are never edited or deleted.
• Insufficient stock means the source document is wrong, so fix it there.
• Inventory Stock shows quantities, Inventory Valuation shows values, Inventory Ledger explains them.
• Records not on the bar (attributes, landed costs, NRV, aliases) open from the App Launcher.
• Costing methods come from valuation policies in Finance Setup, not from the item.

Permissions

What a user sees in Inventory depends on their security profile. In the shipped profiles:

A page entry is hidden from a user whose profile has no permission for that page, even when the profile includes the app. So a Sales Executive sees the document lists, Reports and Dashboards, but no statement pages. To give a role a statement, add the page to its profile under Setup → Access Control (see Security profiles).

Creating, editing and deleting a document follow the profile's access to that entity. The stock actions (Post Inventory, Release Outward, receive and the others) are server actions that each need their own grant on the profile's Actions tab. A profile can therefore let a user prepare documents without letting them post. The statements also need their action grant: the shipped System Admin, Standard User and Sales Manager profiles have the Stock Balance actions.

If a user can't see something described here, start with why a user can't see something.

Configuration

Set Inventory up in this order:

1. Switch the module on. Setup → Feature Hub → Inventory → Settings holds Enable Inventory, on by default. When it is off, the Inventory apps leave the app launcher and navigation for every user. Records still open from a direct link.
2. Companies and branches. Every stock record and movement belongs to a company (partner account) and a branch.
3. Items. Create items and set Track Inventory, Track Lots, SKU Required, units of measure and the other stock flags on the item (see Items and the configuration reference).
4. Item lot types if you sell grades of the same item, such as saleable and sample (see Item lot types).
5. Accounting books and valuation policies in Finance Setup → Books & Posting: one active primary book per company, and a policy wherever you need a method other than moving average (see Valuation policies).
6. Planning rows (item inventory attributes) where you use order limits, reorder levels or ABC/FSN categories (see Item inventory attributes).
7. Numbering. Adjustments, transfers and their lines take their numbers from document name settings (see Document numbering).
8. Opening stock. Bring in opening quantities with a posted document, such as an adjustment, so they reach the ledger.

Inventory ledger settings. Setup → Feature Hub → Inventory → Inventory Ledger Settings lists the posting rules. The switch Allow editing inventory ledger settings (Setup → Feature Hub → Inventory → Settings, group Stock posting) is off by default, and every rule is then view-only. When an administrator turns it on, a shipped rule can only be switched on or off, and your own rules (usually a copy of a shipped one) can be created, edited and deleted. Each save is checked. Turning the switch off again changes no rule; it only stops further edits. A changed rule changes what every future document does to stock, so test it in a sandbox first. See Inventory ledger settings.

Cost rebuild. Rebuild inventory cost under Setup → Platform → Monitoring → Jobs re-costs the stored cost layers from the ledger. See the configuration reference.

Common problems

I can't see Inventory Valuation, Inventory Ledger or Settings

These pages are granted only to System Admin in the shipped profiles. Ask an administrator to add the page to your profile. See Permissions.

The Inventory app is missing for everyone

Check Setup → Feature Hub → Inventory → Settings → Enable Inventory. If it is on, check that your profile includes the app.

I saved the document but the stock didn't change

Saving moves nothing. Run the document's stock action, such as Post Inventory, and check that each line's Inventory Ledger reference is filled. Lines for items without Track Inventory are always skipped. See Troubleshooting inventory.

Posting stops with "Insufficient stock: … cannot go negative"

The movement would take a stock counter below zero for that item, lot or location. Check the quantity, lot and storage location on the source line against the stock that is really there. See Troubleshooting inventory.

Inventory Stock and the item's stock record show different figures

They are built differently. The statement adds up ledger entries for a date, and the stock record keeps live buckets such as damaged and on hold. See Stock balances.

Common questions

Can I type a stock quantity directly?

No. Stock is always the total of posted ledger entries. To set a quantity, post a document: an adjustment for a one-off correction, a cycle count when you have counted the shelf, or a goods receipt for new stock. Each one leaves an entry that names its source, so anyone can see later why the figure changed. Ledger entries themselves cannot be edited or deleted. The fix for a wrong entry is a change on the source line, which posts a reversal and a fresh entry. This keeps a full audit trail and keeps values and quantities in step.

Where does Inventory end and Warehouse begin?

Inventory owns stock truth: the ledger, transfers, adjustments, lots and valuation. Warehouse work that acts on that stock, such as picking, delivery orders, receiving into bins and cycle counting, is covered in the Warehouse documentation. Fulfilment orders and cycle counts appear in both apps because both teams use them. Replenishment, meaning reorder levels and automatic purchase suggestions, is in Procurement. Every one of these documents posts through the same inventory ledger, so what you learn here about reading the ledger applies to all of them.

Which costing method does my stock use?

The method a valuation policy selects for the item's book, company, branch, business unit, item group or item, with the most specific match winning. With no matching policy, xMatix uses moving average. The Inventory Valuation field on the item is a label only and no process reads it. Policies are in Finance Setup → Books & Posting → Inventory Valuation Policies. See Inventory valuation policies.

Can I change which documents post stock?

Out of the box, no: the posting rules are read-only. An administrator can turn on Allow editing inventory ledger settings under Setup → Feature Hub → Inventory → Settings. A shipped rule can then be switched off, and a copy can be created with your changes. The change applies to every future document of that type, so try it in a sandbox first. See Inventory ledger settings.

Related topics

• The inventory ledger
• Inventory configuration reference
• Troubleshooting inventory
• xMatix Warehouse documentation
• xMatix Procurement documentation
• xMatix Inventory product overview
• xMatix documentation home