Tayana Solutions

tayana solutions
+1-678-910-2774
Schedule Demo

Acumatica Inventory: Conquering the Zero Stock Challenge

This video details a creative solution to a common problem encountered when using Acumatica for physical inventory counts: the inability to input items with zero stock. 

Challenges

Importing Zero Stock Items in Acumatica: Acumatica’s physical inventory process can present a significant challenge for businesses with large inventories. The system doesn’t allow users to record items with zero stock, which can cause major disruptions in inventory management. This limitation was encountered by a large medical supplies company using Acumatica for physical inventory counts. They discovered that the software wouldn’t allow them to import any items that had zero stock, creating a roadblock in their inventory management process. 

Impact of Not Being Able to Import Items with Zero Stock: This inability to input zero stock items can lead to a cascade of issues, including: 

  • Inaccurate inventory counts 
  • Delayed orders 
  • Inaccurate financial reports 
  • Potential impact on patient care in the case of medical supplies 

Physical Inventory Types in Acumatica: Acumatica offers different physical inventory types, allowing businesses to count all items, specific categories, or portions of inventory on a rotating schedule. The medical supplies company in question chose to count specific inventory items, further highlighting the need for a workaround for zero stock items. 

Solution

Introducing the Reference Item: Balaji D, an Associate Principal Consultant at Tayana Solutions, devised an innovative solution using a “reference item”. This reference item is a placeholder item created within Acumatica that does not represent an actual product. 

How it Works: 

  • Create a Reference Item: A reference item is created and assigned a small quantity of stock, even a single unit. 
  • Map the Reference Item: The reference item is mapped to the specific inventory type being used by the client. 
  • Initiate Physical Inventory Count: This small quantity “tricks” the system into recognizing that there is stock associated with the selected inventory type, allowing the import of zero stock items. 
  • Remove the Reference Item: Once all inventory data, including the zero stock items, has been imported, the reference item is removed. This does not erase the imported data. 

Benefits: 

  • Accuracy: Allows for the accurate recording of all inventory items, including those with zero stock. 
  • Efficiency: Streamlines the physical inventory process and eliminates the need for manual workarounds. 
  • Cost-Effectiveness: The solution eliminates the need for complex customizations or expensive add-ons. 
  • Improved Business Operations: Accurate inventory management leads to improved order fulfillment, financial reporting, and overall business efficiency. 

Key Takeaways: 

  • This workaround demonstrates the power of creative problem-solving within Acumatica. 
  • It highlights that a deep understanding of the system’s logic can often lead to simple yet effective solutions. 

This solution can be implemented by any Acumatica consultant and is a valuable tool for businesses using Acumatica for inventory management. For further assistance with Acumatica challenges, Tayana Solutions offers expert guidance and support. They can be reached at 678-910-2774.