Journal Types

Journal	Purpose
Arrival	Records stock arriving into inventory (from procurement or manually)
Adjustment	Corrects stock quantities up or down
Counting	Compares physical counts vs system quantities
Movement	Reclassifies stock between quality statuses (e.g., Available → Quarantine)
Transfer	Moves stock from one location to another
Internal Transfer	Moves stock between spaces within the same location
Ownership Transfer	Changes who owns the stock

All journals follow the same lifecycle: Draft → (In Review) → Approved → Posted

Locations and Spaces

An inventory location = a warehouse, vessel, or storage facility
Each location has one or more spaces = physical areas (shelves, bins, holds)
Every location has a default "Processing Space" as a fallback

Tracking Dimensions

Stock can be tracked at multiple levels:

Space — which shelf or bin
Status — quality state (Available, Quarantine, etc.)
Batch — production or procurement lot
Serial — individual item identity
Owner — who legally owns the stock

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Module Navigation

Path: Main Menu → Inventory

Section	Description
On Hand	Stock levels: Unrestricted, Tracking, Coverage, Expiry views
Locations	Warehouse and vessel location management
Journals → Arrival	Record incoming stock
Journals → Adjustment	Correct discrepancies
Journals → Counting	Physical stock counts
Journals → Movement	Reclassify stock status
Journals → Transfer	Move between locations
Journals → Internal Transfer	Move within a location
Journals → Ownership Transfer	Change stock ownership
Settings → Reasons	Journal reason codes
Settings → Inventory Statuses	Quality status definitions
Settings → Workflows	Approval and authorisation rules

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How Inventory Connects to Other Modules

Procurement — Posting a goods receipt automatically creates an Arrival journal. Reversing the goods receipt reverses the arrival.
Material Management — Materials, types, units, and tracking configurations are the master data that inventory uses.
Maintenance — Equipment-linked spare parts draw from inventory for consumption.

Arrival Journal

An Arrival journal records stock arriving into inventory — from a purchase order, initial stock load, or manual receipt.

Path: Inventory → Journals → Arrival

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Creating an Arrival Journal

Option A — Automatic (from Procurement)

When a goods receipt is posted in the Procurement module, the system automatically creates and posts an Arrival journal. These auto-created journals:

Cannot be deleted from the Inventory module
Cannot be reversed here — reverse the goods receipt in Procurement instead
Show a Related Documents section linking back to the goods receipt and purchase order

Option B — Manual

Go to Inventory → Journals → Arrival
Click + Create
Fill in the form:

Field	Required	Notes
Description	No	A title for this arrival (e.g., "Spare parts delivery Q1 2026")
Inventory Location	✅ Yes	The location where stock is arriving
Reason	Conditional	Required or optional based on the location's reason policy

Click Save — journal opens in Draft status

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Adding Lines

In the Lines tab, click + Add to insert a material row
Click the Material cell and search for the item
Enter the Quantity (amount arriving)
If the material has tracking dimensions, expand the line to add tracking sub-rows (batch, serial, space, status, owner)

[!IMPORTANT] The "Send to Approval" button is disabled if any line is missing a material or has a zero quantity. An orange **"Invalid Lines"** banner shows how many lines are invalid.

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Submitting and Posting

When all lines are valid, click Send to Approval - Goes to In Review if approval rules match - Jumps directly to Approved if no rules apply (can be posted immediately)
Approver reviews and clicks Approve, Reject, or Request Change
Once Approved, click Post

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What Happens on Post

Positive inventory transactions are created (one per line)
On-hand quantities increase at the destination location
New batches/serials in "New" status are promoted to "Active"
Journal status changes to Posted with the posting date recorded

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Reversing an Arrival

Type	How to Reverse
Manual arrival	Click Reverse on the Posted journal — creates a negating journal automatically
Procurement arrival	Reverse the goods receipt in Procurement — automatically reverses the arrival

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Toolbar Actions by Status

Button	Available When
Send to Approval	Draft (lines present and valid)
Approve	In Review (user is an approver)
Reject	In Review (user is an approver)
Request Change	In Review (user is an approver)
Resubmit	Change Requested
Post	Approved (or Draft if no approval rules)
Reopen	Approved / Rejected / Change Requested
Reverse	Posted (hidden for procurement arrivals)
Delete	Draft (hidden for procurement arrivals)

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Live Test Findings (2026-03-04)

Step	Result
Arrival Journals list loads	✅ 1,041 records, columns: Inventory Location, Reason, Description, Date Posted, Date Created, Created By, Valid Lines, Total Lines, Status
Create modal fields	✅ Description (optional) + Inventory Location* (required) — Reason auto-populated from location policy
Draft journal created	✅ Status = Draft, toolbar shows Send to Approval + Delete
Invalid Lines banner	✅ Orange banner: "Invalid Lines 0 of 1 lines are valid" shown when material missing
Send to Approval is blocked	✅ Button greyed out until all lines are valid

Adjustment, Counting & Movement Journals

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Adjustment Journal

Use an Adjustment journal to correct stock quantities — either increase or decrease on-hand levels to fix discrepancies.

Path: Inventory → Journals → Adjustment

Creating an Adjustment

Click + Create
Fill in: Inventory Location (required) + Description (optional)
Click Save (Draft status)
In the Lines tab, add materials and enter the Offset Quantity: - Positive = stock in (increase) - Negative = stock out (decrease)
Click Send to Approval when all lines are valid
Once approved, click Post

[!NOTE] Adjustment is the only journal type that supports **Cancel** (in addition to Delete from Draft).

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Counting Journal

Use a Counting journal to reconcile physical stock counts against system quantities.

Path: Inventory → Journals → Counting

How It Works

Create a counting journal for the location
Add material lines — the system shows the current On-Hand quantity
Enter the physically Counted Quantity for each line
The system calculates the Offset (Counted − On Hand) automatically
Submit and Post — the offset is applied to adjust inventory

[!TIP] Use Counting journals for periodic stock-takes. They provide a clear audit trail showing what the system expected vs. what was actually found.

Grid Columns

Material, On Hand, Counted Quantity, Offset, Unit, Reason

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Movement Journal

Use a Movement journal to reclassify stock between inventory statuses (e.g., Available → Quarantine, or Quarantine → Available after quality clearance).

Path: Inventory → Journals → Movement

Creating a Movement

Click + Create and select the Inventory Location
Add lines: choose the material, the source status, and the destination status
Enter the quantity to move
Submit and Post

[!IMPORTANT] Movement does not change the physical location — only the quality/status classification. To physically move stock, use a **Transfer** journal.

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Submit Validation (All Journal Types)

The "Send to Approval" button is disabled when:

There are no lines added
Valid line count does not match total line count (any line missing a material or quantity)

Transfer & Internal Transfer Journals

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Transfer Journal

Use a Transfer journal to move stock from one inventory location to another (e.g., from OFFICE warehouse to a vessel).

Path: Inventory → Journals → Transfer

Creating a Transfer

Click + Create
Select: - From Location — where stock is leaving - To Location — where stock is arriving
Click Save (Draft)
Add lines: select the material and quantity to transfer
Submit and Post

[!NOTE] Transfer journals support **Cancel** (in addition to Delete from Draft). After posting, they cannot be reversed — use an Adjustment or new Transfer in the opposite direction if needed.

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Internal Transfer Journal

Use an Internal Transfer to move stock between spaces within the same location (e.g., from Shelf A to Shelf B within the same warehouse).

Path: Inventory → Journals → Internal Transfer

Creating an Internal Transfer

Click + Create and select the Inventory Location
Add lines: choose the material, source space, and destination space
Enter the quantity
Submit and Post

[!TIP] Use Internal Transfer for bin-to-bin moves within the same location. For moves between different locations, use the **Transfer** journal.

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Ownership Transfer Journal

Use an Ownership Transfer to change who legally owns a stock item (e.g., from vendor-managed to internally owned).

Path: Inventory → Journals → Ownership Transfer

Creating an Ownership Transfer

Click + Create and select the Inventory Location
Add lines: select the material and the new owner
Submit

[!NOTE] Ownership Transfer journals **cannot be posted or reversed** — they take effect upon approval. They also cannot be made available on the ship side.

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Comparison: Which Journal to Use?

Scenario	Journal Type
Stock arriving from a purchase	Arrival
Manual stock entry or correction	Adjustment
Physical count reconciliation	Counting
Change quality status (Available → Quarantine)	Movement
Move stock to a different warehouse/vessel	Transfer
Move stock between bins in the same warehouse	Internal Transfer
Change who owns the stock	Ownership Transfer

On Hand & Stock Levels

The On Hand section shows real-time stock levels across all inventory locations.

Path: Inventory → On Hand

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Views

View	What It Shows
Unrestricted	Current on-hand quantity per material per location, without filtering by tracking dimensions
Tracking	Breakdown by tracking dimensions (batch, serial, owner, space, status)
Coverage	Stock vs. min/max thresholds — highlights materials at risk
Expiry	Materials grouped by expiry date with shelf-life status

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Coverage Status

The Coverage view highlights stock levels relative to planning thresholds:

Status	Condition	Colour
Critical	On-hand is zero or dangerously low	🔴 Red
Below Minimum	On-hand < Minimum stock level	🟠 Orange
Below Optimal	Minimum ≤ On-hand < Optimal	🟡 Yellow
Adequate	On-hand ≥ Optimal	🟢 Green

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Shelf Life / Expiry Status

Status	Condition	Colour
Expired	Expiry date has passed	🔴 Red
Expiring Soon	Approaching expiry threshold	🟠 Orange
Valid	Within shelf life	🟢 Green
No Expiry	No expiry date configured	⚪ Grey

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Adjusting Minimum Quantity

You can update reorder thresholds directly from the On Hand list:

Double-click the Minimum Quantity cell in the inventory list to edit it inline
Changes take effect immediately without opening a separate form

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Tips

[!TIP] Use the **Coverage** view as your daily check — it immediately shows which materials need attention before stock runs out.

[!TIP] The **Expiry** view is essential for consumables, chemicals, and medical supplies. Filter by "Expiring Soon" to plan timely use or disposal.

Status Reference

Quick-reference for all statuses, toolbar actions, and validation rules in the Inventory module.

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Journal Statuses

Status	Colour	Editable?	Can Post?	Can Reverse?
Draft	Amber	✅ Yes	Yes*	No
In Review	Blue	❌ No	No	No
Approved	Teal	❌ No	✅ Yes	No
Rejected	Red	❌ No	No	No
Change Requested	Orange	❌ No	No	No
Posted	Green	❌ No	No	✅ Yes
Cancelled	Red	❌ No	No	No
Reversed	Purple	❌ No	No	No

\ Posting from Draft is allowed when no approval rules are configured.

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Toolbar Actions by Status

Action	Draft	In Review	Approved	Change Req.	Posted
Edit lines	✅	—	—	—	—
Send to Approval	✅	—	—	—	—
Approve	—	✅	—	—	—
Reject	—	✅	—	—	—
Request Change	—	✅	—	—	—
Resubmit	—	—	—	✅	—
Post	✅*	—	✅	—	—
Reopen	—	—	✅	✅	—
Reverse	—	—	—	—	✅
Delete	✅	—	—	—	—

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Feature Availability by Journal Type

Feature	Arrival	Adjustment	Counting	Movement	Transfer	Internal Transfer	Ownership Transfer
Post	✅	✅	✅	✅	✅	✅	❌
Reverse	✅*	✅	✅	✅	❌	❌	❌
Cancel	❌	✅	❌	❌	✅	❌	❌
Delete from Draft	✅*	✅	✅	✅	✅	✅	✅
Related Documents	✅	❌	❌	❌	❌	❌	❌

\ Hidden when the journal was created from a goods receipt.

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Submit Validation

"Send to Approval" is disabled when:

No lines have been added
Arrival: any line has individual validation errors (e.g., no material selected)
All others: valid line count does not match total line count

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Post Validation

Posting will fail if:

Any line is missing a material
Any line has a zero quantity
The post would cause negative on-hand (Adjustment, Movement, Transfer, Internal Transfer)
Reason requirements are not satisfied (per location/material policy)
Tracking line quantities don't match their parent line

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Location Statuses

Status	Journals Allowed?	Stock Visible?
Draft	❌ No	No
Active	✅ Yes	Yes
Locked	❌ No	Yes (frozen)
Archived	❌ No	No

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Coverage Statuses

Status	Condition	Colour
Critical	On-hand is zero or dangerously low	🔴 Red
Below Minimum	On-hand < Minimum	🟠 Orange
Below Optimal	Minimum ≤ On-hand < Optimal	🟡 Yellow
Adequate	On-hand ≥ Optimal	🟢 Green