Deplete Inventory

Overview:

Inventory Depletions are entered to deplete inventory for reasons other than transfers such as donations or promotional activities. Inventory, Combined, Recipe, and Sales Items can be depleted.

After depletion counts are entered, depletion reports and a depletion journal can be run. There is also an option to export depletion adjustments to your General Ledger. Below is an example of the Depletions count entry grid:

Things to Know:

The Depletion features must be enabled on the General Tab in your Company Settings.
There is a Depletion Report.
There is a Depletion Journal.
There is a Depletion Export to Accounting.
Inventory Depletion Types must be set up.
You may want to set up Inventory Depletion Groups.

Enter Depletion:

To enter depletion, use the Sidebar to navigate to the Depletion Menu Option and then select the Deplete Inventory feature. After selecting, a "Find Grid" like the one below will display any previously entered Depletion Counts.

Find Grid: The Find Grid is a standard tool in COGS-Well that displays previously saved transactions. Find grids include search, filter, and sorting options that help find or isolate transactions. Please click this link for tips and tricks for using the Find Grid.

Add or Edit: To view or edit an existing Inventory Depletion transaction, either double-click or select edit on the row you want to edit or view. To add a new depletion, click the blue add button and a Criteria screen like the one shown below will display:

Site: Select a site using the drop-down option (required field).

Date: Select the date that you want the Depletion Entry to represent (required field).

Type: As mentioned above, "Depletion Types" are required and at least one must be set up. Use the drop-down to select your Depletion Type.

Comments: Comments are optional. If comments are added they are stored with the entry.

Entry Tab:

When you have completed the criteria, you can either click on the blue next button or the Entry tab next to the Criteria tab. Below is an example of the Depletion Entry grid with counts already entered.:

The items displayed on the entry grid above are in the Food Bank Weekly Donations Inventory Depletion Group. This group was assigned to the Food Bank Donations Type. The purpose of creating a group is to automatically populate the grid with items in the group. You can enter depletion counts in Packs or Count Units (or both):

The plus (+) button on the top right of the grid can be used to add a depletion count for any item not displayed on the count grid. This button will only display when the Inventory Depletion Type selected in the criteria is flagged to allow additional items to be depleted.

When the plus button is clicked, a search window will be provided to allow you to search for and select an item to add to the count grid so a count can be entered on the grid.

Save, Save & Exit, and Exit buttons.

After you have entered the items and quantities that were depleted, you can select save or save & exit.

Save - Saves the count without exiting.

Save & Exit - Saves and exits the count.

Exit - Exit without saving.