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D220 Inventory and Order

Management Non-Stock Items

Last Revision: 04/20/2021

Acumatica ERP 2021 R1

| Contents | 2

Contents

Copyright............................................................................................................................... 4

Creating Service Items: Implementation Activity........................................................... 11

Lesson 3: Selling Non-Stock Items with Shipping............................................................... 14

Sales of Non-Stock Items with Shipping: General Information......................................... 14

Sales of Non-Stock Items with Shipping: Process Activity............................................... 16

Lesson 4: Selling Services................................................................................................... 19

Sales of Services: General Information........................................................................ 19

Sales of Services: Process Activity...............................................................................20

Lesson 5: Purchasing Non-Stock Items and Services with Receipt...................................... 23

Purchases of Non-Stock Items and Services with Receipts: General Information.................23

Purchases of Non-Stock Items and Services with Receipts: To Process a Purchase of Non-Stock

Lesson 7: Drop-shipping Non-Stock Items.......................................................................... 36

Drop Shipment of Non-Stock Items: General Information............................................... 36

Drop Shipment of Non-Stock Items: Process Activity..................................................... 37

Additional Materials............................................................................................................. 41

Appendix 1: Creating Non-Stock Items........................................................................ 41

Creating Non-Stock Items: Configuration Prerequisites...............................................41

Creating Non-Stock Items: Related Forms and Reports.............................................. 41

Appendix 2: Creating Service Items.............................................................................42

Creating Service Items: Configuration Prerequisites...................................................42

Creating Service Items: Related Forms.................................................................... 43

Sales of Services: Implementation Checklist............................................................. 47

Sales of Services: Generated Transactions................................................................48

Sales of Services: Related Report............................................................................48

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Sales of Services: Mass-Processing of Documents..................................................... 49

Appendix 5: Purchasing Non-Stock Items and Services with Receipt.................................49

Purchases of Non-Stock Items and Services with Receipts: Implementation Checklist.... 49

Purchases of Non-Stock Items and Services with Receipts: Generated Transactions........ 51

Purchases of Non-Stock Items and Services with Receipts: Related Reports and Forms... 51

Purchases of Non-Stock Items and Services with Receipts: Mass-Processing of

Documents........................................................................................................... 52

Drop Shipment of Non-Stock Items: Implementation Checklist....................................56

Drop Shipment of Non-Stock Items: Generated Transactions...................................... 57

Drop Shipment of Non-Stock Items: Related Reports and Forms................................. 58

Drop Shipment of Non-Stock Items: Mass-Processing of Documents............................ 58

| Copyright | 4

Copyright

©

No part of this document may be reproduced, copied, or transmitted without the express prior consent

of Acumatica, Inc.

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Disclaimer

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Corporation. All other product names and services herein are trademarks or service marks of their

How to Use this Course

small company. The course consists of lessons that guide you step by step through the examples and

ERP tenant with the U100 dataset preloaded.

You perform the following general steps to complete the course:

2. You complete the lessons of the course to learn how to create non-stock items (including services)

3. At Partner University, you take Certification Test: Creation, sales and purchases of non-stock

4. At Partner University, you complete the course survey to finish the course and get the Partner

What Is in Lessons?

The course consists of 7 lessons. In Lessons 1 and 2, you will learn the creation of non-stock items

that could affect the workflow. Also, the lesson could provide information about reports and inquiry

forms that can be used for gathering information about the configured entities.

Each lesson includes at least one implementation activity that you have to complete in your Acumatica

ERP instance to configure the core system settings or to prepare system entities.

What Is in a Process Lesson?

A process lesson—that is, a lesson dedicated to the performing of a particular business process—

includes a description of the process workflow and a process diagram that illustrates the user scenario

supported by this process. The lesson also provides a brief overview of the settings and entities that

need to be prepared in the system before you start to perform this business process. Also, the lesson

could include a description of generated transactions, information about reports and inquiry forms that

can be used for gathering information related to a described business process, and explanations on

Help button in the top pane to bring up a form-specific Help menu; you can use the links on this menu

to quickly access form-related concepts and procedures and to open a reference topic with detailed

descriptions of the form elements.

How to Create a Tenant with the U100 Dataset

To add to an existing Acumatica ERP instance a tenant with the U100 dataset, which is required for the

completion of this course, and prepare the tenant for completing the activities, perform the following

instructions:

1. Go to Amazon Storage.

2. Open the folder of your Acumatica ERP instance version.

3. In this folder, open the Snapshots folder, and download the u100.zip file.

10. On the form toolbar, click Restore Snapshot.

11. If the Warning dialog box appears, click Yes.

12. In the Restore Snapshot dialog box, make sure that the correct snapshot package is being

Licensing Info

For educational purposes of this course, you use Acumatica ERP under the trial license that does

not require activation and provides all available features. For production, you have to activate the

Lesson 1: Creating Non-Stock Items

If all purchase order lines have the Complete check box selected, and at least one line still has the

Closed check box cleared, the purchase order is assigned the Completed status. If all purchase order

Story

Suppose that the SweetLife Fruits & Jams company is holding a promotion in which customers who

buy a certain quantity of fruits in the SweetLife Store also receive a teddy bear toy. The company

needs to buy a certain number of these toys from a manufacturer. The promotion is temporary and

the SweetLife Store doesn't need to track the quantity of distributed toys; thus, the teddy bear will be

registered in the system as a non-stock item.

Acting as a SweetLife sales and purchasing manager, you need to create the new non-stock item and

specify the needed settings for it.

Process Overview

In this activity, you will create a non-stock item on the Non-Stock Items (IN202000) form, specify the

| Lesson 3: Selling Non-Stock Items with Shipping | 16

The following activity will walk you through the process of preparing and processing of a sales order for

non-stock items that need to be shipped to the customer's location.

training course on home canning for the café's employees.

The materials to be used for the upcoming training on home canning (which are included in the price of

the training) need to be delivered to the customer's location before the course is conducted. You, as a

sales manager, need to reflect these details in the system by entering and processing the appropriate

documents.

Configuration Overview

For the purposes of this activity, the following prerequisites actions have been performed in the

• On the Enable/Disable Features (CS100000) form, the Inventory feature has been enabled.

• On the Order Types (SO201000) form, the SO order type has been configured and activated.

• On the Customers (AR303000) form, the GOODFOOD (GoodFood One Restaurant) customer has

• On the Non-Stock Items (IN202000) form, the OFLCOURSE (Home canning courses at customer's

Process Overview

| Lesson 3: Selling Non-Stock Items with Shipping | 17

To create a sales order, do the following:

| Lesson 3: Selling Non-Stock Items with Shipping | 18

1. While you are still viewing the shipment on the Shipments (SO302000) form, on the form toolbar,

| Lesson 4: Selling Services | 19

Lesson 4: Selling Services

After you have entered the sales order, you need to bill the customer for the sold services by preparing

| Lesson 4: Selling Services | 20

| Lesson 4: Selling Services | 21

occur. You, as a sales manager, need to reflect these details in the system by entering and processing

the appropriate documents.

For the purposes of this activity, the following prerequisites actions have been performed in the

To create a sales order, do the following:

1. On the Sales Orders (SO301000) form, click New Record on the form toolbar, and specify the

2. On the Details tab, click Add Row on the table toolbar, and specify the following settings in the

| Lesson 4: Selling Services | 22

To prepare and release the SO invoice that is related to the sales order, do the following:

3. On the form toolbar, click Release to release the invoice. The invoice is assigned the Open status.

4. On the Details tab, in the only row, click the link in the Order Nbr. column to view the associated

5. On the Sales Orders (SO301000) form, which opens, review the details of the sales order, as shown

| Lesson 5: Purchasing Non-Stock Items and Services with Receipt | 23

Lesson 5: Purchasing Non-Stock Items and

implementation, are used to represent products that cannot be stocked in warehouses (such as

services or charges) or physical entities whose quantities you do not need to track. In Acumatica ERP,

you can process purchases of non-stock items and services with receipts.

The following sections explain how to process a purchase of non-stock items and services with receipt,

and which documents are prepared during the processing of the purchase.

Learning Objectives

• Enter a purchase order for a purchase of non-stock items including services

• Prepare the purchase receipt for the purchase order

Applicable Scenarios

You process a purchase order for non-stock items (potentially including services) and process a

purchase receipt if you need to prepare a bill to pay the vendor for the purchased non-stock items.

The standard purchase process of non-stock items includes entering a purchase order, processing the

purchase receipt when the purchased non-stock items are received, and preparing a bill to the vendor.

Purchases of services are usually processed without purchase receipts also being processed

in the system. You might want to process a purchase of a service with a corresponding

a purchase order of the Normal type for processing a standard purchase of non-stock items (including

services).

When you create a new purchase order, you first select the vendor and the Normal type in the

Summary area. Then on the Details tab, you add lines with the non-stock items, including services, to

be purchased from the vendor.

For this scenario, once the purchased items have been received, you need to create a purchase receipt

on the Purchase Receipts (PO302000) form.

| Lesson 5: Purchasing Non-Stock Items and Services with Receipt | 24

If all the lines in the purchase order have been billed in full, the system assigns the purchase order the

Lines in Purchase Orders.

Workflow of a Purchase of Non-Stock Items with Receipt

| Lesson 5: Purchasing Non-Stock Items and Services with Receipt | 25

The following activity will walk you through the process of preparing and processing a purchase order

for non-stock items that are required to be included in a purchase receipt. This activity involves non-

stock items that are not services.

| Lesson 6: Purchasing Services without Receipt | 32

| Lesson 6: Purchasing Services without Receipt | 33

price) and the expedited delivery service. You also need to process the corresponding purchase receipt

(which includes only the jars, because purchased stock items are always included in a purchase

receipt) and AP bill (which includes the jars and the expedited delivery service).

• On the Vendors (AP303000) form, the JARCO (Jar Co.) vendor has been defined.

3. In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure

| Lesson 6: Purchasing Services without Receipt | 34

1. On the Purchase Orders (PO301000) form, click New Record on the form toolbar, and specify the

2. On the Details tab, for each of the rows whose settings are listed below, click Add Row on the

Branch Inventory ID Warehouse Order Qty. Unit Cost

RETAIL JAR96 RETAIL 5 30

RETAIL URGDELIVERY 1 20

3. On the form toolbar, click Remove Hold, and notice that the purchase order is assigned the Open

Create the purchase receipt for the purchase order as follows:

1. While you are still viewing the purchase order on the Purchase Orders (PO301000) form, on the

2. Review the purchase receipt.

3. On the form toolbar, click Save.

4. Review the details of the prepared purchase receipt. Notice that the Create Bill check box is

| Lesson 6: Purchasing Services without Receipt | 35

Lesson 7: Drop-shipping Non-Stock Items

shipping means that a customer orders the goods from your company, pays your company for the

the system, you define these goods as non-stock items because your company does not keep them in

stock.

If the Drop Shipments feature is enabled on the Enable/Disable Features (CS100000) form, you can mark

particular non-stock items for drop shipping and create drop-ship orders for these items.

Learning Objectives

• Process a sales order for non-stock items to be drop-shipped

• Mark items for drop shipment in a sales order

Applicable Scenarios

warehouses. Instead, your company processes the needed documents to have your vendor ship the

items directly to the customer

form, you mark the non-stock items for drop shipping by selecting the check box in the Mark for PO

column and selecting Drop-Ship in the PO Source column, which means that the items will be ordered

The items from this purchase order are not shipped to the company's warehouse; rather, they are

shipped directly to the customer. After you have received confirmation that the customer has received

order on the Sales Orders (SO301000) form), the status of the drop-ship purchase order and sales

The following activity will walk you through the process of preparing a sales order with non-stock items

marked for drop shipping and processing this sales order to completion.

The following activity is based on the U100 dataset. If you are using another dataset, or if

any system settings have been changed in U100, these changes can affect the workflow of

the activity and the results of the processing. To avoid any issues, restore the U100 dataset

Spices (TEACOMPANY) vendor, which regularly stocks these teas, directly to the customer who ordered

the teas. To fulfill the customer’s request, acting as the sales manager of the SweetLife store, you need

to process a drop shipment.

Configuration Overview

For the purposes of this activity, the Drop Shipments feature, which provides the ability to create and

process sales orders with drop shipment, has been enabled on the Enable/Disable Features (CS101000)

form.

The following entities, which you will use in this activity, have been predefined in the system:

• On the Vendors (AP303000) form, the TEACOMPANY vendor has been configured.

• On the Non-Stock Items (IN202000) form, the EMPTEA and KINGTEA non-stock items have been

customer. Because the items are not kept in stock, you will mark each of them for drop shipping by

selecting the check box in the Mark for PO column and selecting Drop-Ship in the PO Source column,

which means that the items will be ordered from the vendor and shipped directly to the customer.

You will then create a drop-ship purchase order by processing purchase requests of the Drop-Ship plan

type on the Create Purchase Orders (PO505000) form. The drop-ship purchase order generated from

purchase requests, which can be viewed and processed further on the Purchase Orders (PO301000)

form, contains links to the related sales order.

After you have received confirmation that the customer has received the items from the vendor, on the

Purchase Receipts (PO302000) form, you will prepare and release the purchase receipt for the drop-ship

purchase order. You will then prepare an invoice for the customer by using the Invoices (SO303000)

Step 1: Creating a Sales Order

To create a sales order, do the following:

2. On the Details tab, add rows with the settings shown in the following table.

1. For each of the lines on the Details tab, select the Mark for PO check box and select Drop-Ship in

2. On the form toolbar, click Save.

Step 3: Creating a Drop-Ship Purchase Order

To create a drop-ship purchase order from purchase requests, do the following:

1. On the form toolbar of the Sales Orders (SO301000) form while you are still viewing the sales order,

2. On the Create Purchase Orders (PO505000) form, which opens, select the unlabeled check boxes in

7. On the form toolbar, click Remove Hold.

Step 4: Processing the Drop-Ship Purchase Order

Suppose that you have been notified that the customer has received the ordered teas. To process the

drop-ship purchase order to completion, do the following:

1. While you are still viewing the purchase order on the Purchase Orders (PO301000) form, click

2. On the Purchase Receipts (PO302000) form, which the system opens with the created receipt,

Additional Materials

Creating Non-Stock Items: Configuration Prerequisites

Before starting to create a non-stock item, you must be sure that the system has been configured

Enabling the Needed Features

To be able to process sales and purchase orders that include non-stock items, you need to enable the

Inventory and Order Management feature on the Enable/Disable Features (CS100000) form. If you want

Testing of Settings

To make sure that all settings have been configured correctly, we recommend that you process a sale

of stock items, as described in Sales of Services: Process Activity.

Sales of Services: Generated Transactions

non-stock items.

Sales orders of the SO type do not produce any GL transactions.

Transactions Generated for an SO Invoice

You can view the reference number of the GL batch in the Batch Nbr. box on the Financial Details

tab of the Invoices (SO303000) form. You can click the link in this box to view the details of the batch

on the Journal Transactions (GL301000) form.

Sales of Services: Related Report

In the following sections, you can find details about ways to gather information about sales of services

that have been processed or are being processed in the system.

If you do not see a particular report or form that is described, you may have signed in to the

system with a user account that does not have access rights to the report or form. Contact

your system administrator to obtain access to any needed reports or forms.

Printing Invoices

Sales of Services: Mass-Processing of Documents

Mass-Creating Invoices

form, you select the Prepare Invoice action, select the unlabeled check boxes in the rows of the sales

orders or shipments to be processed, and click Process on the form toolbar. The system prepares

invoices for the selected documents.

Mass-Printing Invoices

You can print multiple SO invoices at a time by using the Process Invoices and Memos (SO505000) form.

On this form, you select the Print Invoice action, select the unlabeled check boxes in the rows of the

invoices to be printed, and click Process on the form toolbar.

services, you make sure the needed settings have been specified, and entities have been created, as

You can affect the workflow of processing purchases by specifying additional settings:

• To cause an accounts payable bill to be created automatically on release of a purchase receipt by

Purchases of Non-Stock Items and Services with Receipts:

To process a purchase of non-stock items and services for which a receipt is required, you create a

You can view the reference number of the GL batch generated for a particular AP bill in the Batch Nbr.

box on the Financial Details tab of the Bills and Adjustments (AP301000) form. You can click the link in

If you need to find a purchase receipt linked to a particular purchase order, you can open the purchase

all the AP documents that have been prepared for the order, and the table footer shows the summary

information for all listed documents. To review the details any listed bill, you click its reference number

in the Reference Nbr. column; the system opens the AP bill for review on the Bills and Adjustments

To check whether a purchase order has quantities of items and amounts that have not yet been billed,

purchase order or multiple purchase orders. To do this, you create a new purchase receipt of the

Receipt type manually on the Purchase Receipts (PO302000) form; you then click Add PO on the table

toolbar of the Details tab and add the lines of multiple purchase orders with the same vendor to the

purchase receipt. If you click Add PO Line on the table toolbar, you can add purchase receipt lines.

receipt or multiple purchase receipts. To do this, you create a new accounts payable bill manually on

the Bills and Adjustments (AP301000) form and make sure that the Tax Settings option is selected in the

Tax Calculation Mode box on the Financial Details tab. You then click Add PO Receipt on the table

toolbar of the Document Details tab and add the lines of multiple purchase receipts with the same

vendor to the bill. If you click Add PO Receipt Line on the table toolbar, you can add purchase receipt

lines.

Purchases of Services Without Receipts: Implementation

You can affect the workflow of processing purchases of services without receipt by selecting the

Automatically Post on Release check box on the General Ledger Preferences (GL102000) form to

For information on processing GL batches, see GL Transactions: General Information.

Testing of Settings

To make sure that all settings have been configured correctly, process a purchase order, as described in

Purchases of Services Without Receipts: Process Activity.

Purchases of Services Without Receipts: Generated

Transactions

To process a purchase of services without receipt, you create an AP bill. On release of the AP bill, the

system generates GL transactions described in the following section.

You can view the reference number of the GL batch generated for a particular AP bill in the Batch Nbr.

box on the Financial Details tab of the Bills and Adjustments (AP301000) form. You can click the link in

Purchases of Services Without Receipts: Related Reports

and Forms

In the following sections, you can find details about ways to gather information about the purchases of

services that have been processed or are being processed in the system.

If you do not see a particular report or form that is described, you may have signed in to the

system with a user account that does not have access rights to the report or form. Contact

Reviewing Purchase Order Information

If you need to review all information related to a purchase order—including the order total, open

Order Receipt and Billing History to open the Purchase Order Receipt and Billing History (PO643000)

report for this purchase order.

Finding the Bills Related to a Purchase Order

If you need to find an AP bill linked to a particular purchase order, you can open the purchase order

on the Purchase Orders (PO301000) form and review the PO History tab. The right table on this tab

you can review the Unbilled Quantity and Unbilled Amount boxes on the Other tab of the Purchase

Orders (PO301000) form.

Printing a Purchase Order

To prepare a printable version of the purchase order that is being processed, you use the Purchase

Order (PO641000) report. While you are viewing a purchase order on the Purchase Orders (PO301000)

form, you can print the purchase order by clicking Reports > Print Purchase Order on the form

toolbar. The system opens the printable version of the document on the Purchase Order report; then you

can review the order and print it by clicking Print on the report toolbar.

Purchases of Services Without Receipts: Mass-Processing

of Documents

to be processed, and click Process on the form toolbar to process the selected documents.

Drop Shipment of Non-Stock Items: Implementation

Checklist

The following sections provide details you can use to ensure that the system is configured properly

for the processing of sales of non-stock items intended to be drop-shipped, and to understand (and

change, if needed) the settings that affect the processing workflow.

Implementation Checklist

Before you initially process sales with drop shipment, you should make sure the needed features have

following checklist.

• To cause sales orders of a particular order type to be created with the On Hold status (so the user

• To cause the system to automatically create an accounts payable bill on release of a purchase

• To cause the system to automatically post general ledger batches generated during the processing

Drop Shipment of Non-Stock Items: Generated

Transactions

To be able to process a sale of non-stock items intended for drop shipment, you create and process a

sales order and a purchase order. The following sections describe the GL transactions generated during

the processing of the documents for a sale of non-stock items for drop shipment.

Sales orders of the SO type do not produce any GL transactions.

Transactions Generated for an SO Invoice

When you create and release an SO invoice with a line with a non-stock item, the system generates

the following general ledger transactions.

tab of the Invoices (SO303000) form. You can click the link in this box to view the details of the batch

on the Journal Transactions (GL301000) form.

Transactions Generated on AP Bill Release

When an accounts payable bill prepared for a purchase order (or for purchase receipt) is released, the

system creates a batch of the following transactions.