Admin Panel: Inventory Settings

Admin Panel: Inventory Settings

Overview

The Inventory Settings in the CustomBooks™ Admin Panel allow you to configure how your stock is tracked, managed, and valued. This includes setting up multi-location warehousing, enabling manufacturing workflows (Assembly Builds), and mapping the default General Ledger accounts for inventory valuation.

See How to Configure Inventory Settings

This video provides an overview of Inventory Settings in CustomBooks, including default units of measure, Assemblies, Lots and Serials, sequencing, backordering, multiple locations, and cash basis inventory account mappings.

Video Summary

Go to Admin Panel > Inventory Settings to configure how inventory features work in CustomBooks. You can set default units for weight and three-dimensional measurements, enable Assemblies and Lots and Serials, manage sequencing and backordering behavior, configure multiple inventory locations, and review cash basis mappings for your inventory accounts.

Key Takeaways

  • Access these options from Admin Panel > Inventory Settings.
  • Set the default units used for item weight and three-dimensional measurements.
  • Assembly enables Assembly Items and Assembly Builds.
  • Lots and Serials enables lot or serial number options for inventory items.
  • Turn off Sequencing disables the sequencing validation check. CustomBooks displays a warning about the potential impact before you proceed.
  • Backordering can allow quantities to be received or shipped beyond the ordered or available quantities.
  • Locations enables multiple inventory locations and is required for consignment sales.
  • Cash basis mappings for inventory accounts appear at the bottom of Inventory Settings, with the full mapping list available under Accounting Settings.
＋ Read the Full Video Transcript

In this video we are going to show you the Inventory Settings and what each of the settings control in CustomBooks. Inventory is only available in our Professional and Professional with eCommerce editions.

To start go to Admin Panel and select Inventory Settings.

The first option that we see is the default Units of Measure where you can enter the default unit for weight and three dimensional measurements.

Under the General section the first option is Assembly. If this option is selected allows you to add Assembly Items and create Assembly Builds.

The next option is Lots and Serials. If this option is selected on the Inventory Item screen you will have options to use either Lots and Serial numbers for your inventory items.

The last option is Turn off Sequencing. If you check this option, CustomBooks displays a warning that sequencing validation will be disabled and that turning it off may affect future inventory costs or inventory layers. If you proceed, CustomBooks will no longer perform the sequencing validation check when transactions affecting inventory quantities or costs are posted.

Under Backordering if you check this box you will be able to over receive and over ship items. With this option enabled you are going to be able to receive more items than what was on the order, you will also be able to enter in more items to be shipped than what is available in CustomBooks.

Finally we can look at Locations. With this option enabled you can create multiple locations in CustomBooks. If you want to do consignment sales you will need to have this option enabled. Once you have enabled this option you can select what your default location will be. If you click on the link here you can see the list of all the locations that have been set up along with the ability to add more locations.

At the bottom of the screen you will see the mapping for cash basis reporting for your inventory accounts that are currently set up in your CustomBooks account. To view the full list of cash basis mapping you can find that list under the Accounting Settings.

Taking the time to review and configure these options ensures CustomBooks is aligned with how your business manages inventory today and as you grow. If you have questions or would like help setting up your inventory settings, contact our Professional Services team to get guidance tailored to your business needs.

How to Access Inventory Settings

To configure these options, navigate to:
  1. Admin Panel → Inventory Settings.


Configuration Sections

Locations & Units of Measure

This section manages the physical and dimensional aspects of your stock.
  1. Unit of Measure: Define the default units for Item Weight and Item Three Dimensions (length/width/height) to ensure consistency across your catalog.



  2. Locations (Multi-location):
    1. Check this box to create unlimited inventory locations.
    2. Locations can be flat or hierarchical, allowing you to track inventory "from Warehouse down to Bin".
    3. Default Location: Select the primary location where inventory is assigned by default.

      Attention: Multi-location cannot be disabled if there is more than one location in the list or if the Consignment feature is enabled in Sales Settings.


General Features

These settings control advanced inventory capabilities.
  1. Assembly: Enables the creation of assembly items and Assembly Build documents.
    Attention: Once you create an assembly, this feature cannot be turned off.

  2. Lots and Serial numbers: Enables tracking items by specific Lot or Serial numbers.
    Attention: Once you create a lot or serial number, this feature cannot be turned off.

  3. Turn off sequencing check: When enabled (checked), the system disables the validation check for document posting order.
    Warning: Disabling the check "can disrupt future cost or inventory layers".


  4. Backordering:
    1. Allow over-receiving and over-shipping: Check this to allow processing quantities greater than what was originally ordered on the purchase or sales document.

Default Accounts

This section maps your inventory movements to specific General Ledger accounts. CustomBooks™ uses these defaults to ensure your Balance Sheet and P&L accurately reflect your stock value.

Account Mappings Overview:
  1. Inventory: Inventory account.
  2. Other Current Assets: Inventory shipped not yet invoiced account.
  3. Other Current Liabilities: Inventory paid not yet received, Inventory received not yet billed, and Inventory received not yet paid accounts.
  4. Cost of Goods/Services Sold: Cost of Goods/Services Sold account, Disassembly Expenses account, and Production Waste account.



    To change a mapped account, click the pencil icon next to the account name.