Inventory Units — Create, Edit, Delete

Use this guide when you need to manage stock records directly in ParcelPilot.

If you’re trying to move stock between locations, use Transfer Stock instead:

• Inventory Units — Transfer Stock
• Record Inventory Adjustment vs Transfer Stock (which to use?)

Before you start (quick checklist)

• Make sure the Item (SKU) exists first (Items is your SKU master).
• Choose the correct Warehouse and Location.
• If the product is serialised, each serial should normally be tracked as its own unit (typically qty = 1).

Create an Inventory Unit (manual stock record)

Manual creation is mainly for initial setup or data fixes.

For day-to-day receiving, prefer receipts/scan stock-in so you get a better audit trail.

Steps:

1. Go to Inventory Units.
2. Click Create Inventory Unit.
3. Fill in:
   • Client
   • Item (SKU)
   • Warehouse
   • Location
   • Optional: Serial, Batch, Expires at
   • Quantity (initial on-hand)
   • Reserved should normally be 0 (reservations are controlled by orders).
4. Click Create.

Notes:

• After an inventory unit is created, Quantity and Reserved become read-only on the form.
• To change stock levels later, use Record inventory adjustment on the inventory unit.

Edit an Inventory Unit (what’s safe to change)

Common edits:

• Update tracking fields: serial, batch, expiry.
• Correct warehouse/location metadata if needed (but see the warning below).

Important warnings:

• Do not directly edit quantities by editing the record.
  • Use Record inventory adjustment so the change is auditable.
• Do not “move” stock by editing the location.
  • Use Transfer Stock so the system creates TRANSFER audit entries.

Reservation visibility:

• Some records offer a Show orders holding reservation action.
• Use it when on-hand looks fine but available is unexpectedly low.

Delete Inventory Units (and when not to)

In many cases it’s better to discontinue a unit than delete it.

Why deletion may be blocked or risky:

• Inventory units often have adjustment/movement history.
• They may be referenced by reservations, order allocation, or audit trails.

Preferred options:

• Use Bulk actions → Mark as Discontinued to exclude units from:
  • picking/allocation
  • stock sync to eCommerce
• Use Restore from Discontinued to re-enable.

If you truly need a cleanup:

• Ensure the unit has no on-hand and is not needed for audit/history.
• Then attempt deletion from the record page or bulk delete (if enabled).