Fields in the Build Items window

Build Items window

Inventory Journal Number

Enter the journal number you want to assign to this transaction, or accept the default journal number. This number will be recorded in the Inventory Journal.

If you highlight the field, Auto # appears. We recommend that you use the default journal number, because it ensures that you don't use duplicate journal numbers, which may cause confusion in your record keeping. If you want to assign a different number, consider leaving the IJ prefix assigned to the number, so it's easy for you to distinguish the transaction as an inventoried transaction.

Date

Enter the date of the build items transaction in this field. Select the space bar if you'd like to enter a date using AccountEdge's Calendar (day selection) window.

Memo

Enter a description of the inventory transaction. You can also enter descriptions of each individual line of the transaction in the Memo column.

This description will appear on various AccountEdge reports, as well as the Inventory Journal. You might consider entering the transaction's quantity information in this field. When you record this transaction, only the value of the inventoried items affected will be recorded in the Inventory Journal, not the actual quantities. If you enter the quantities by which finished items are increased and components are decreased in this field, you can view these changes in the Inventory Journal. For example, if you reduce boards by four units to create one shelf, you may want to enter "-4 boards, 1 shelf" in this field; this description will then appear in the Inventory Journal.

Item Number / Item Name column

This column will be named Item Name if you marked the Select Items by Item Name, Not Item Number in the Windows view of the Preferences window, Item Name if you did not.

Enter the item number or name of the inventoried item you want to build, or click the search icon to display a search list of items to choose from.

Only inventoried items -- items for which you selected I Inventory This Item in the Item Information window -- can be entered in this window.

Quantity column

Enter the quantity of the item you entered in the Item Number column that should be increased or decreased. To increase the quantity of an item, enter a positive number; to decrease the quantity of an item, enter a negative number by entering a hyphen (-) before the amount.

If you're changing the quantity of a component, this amount should be a negative number. If you're changing the quantity of a finished item, this amount should be a positive number.

Enter the quantity in individual units of measure, not buying units of measure or selling units of measure. For example, if you increase your end table sets by one pair of end tables (two end tables), enter 2 in this field.

You can't decrease the quantity of inventoried items to less than zero units.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Unit Cost column

Enter the value of each item of the auto-build transaction, or accept the default, which is the average cost of the item -- the total cost of the item's quantities divided by the number of units on hand.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Amount column

Enter the total value of all the items of the auto-build transaction, or accept the default entry, which is the amount entered in the Quantity field multiplied by the amount entered in the Unit Cost field. If you enter an amount other than the default amount, the Unit Cost field will change to reflect the different amount.

If the amount that appears in this field is a positive number, the total value of your inventory is increased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is increased.

If the amount that appears in this field is a negative number, the total value of your inventory is decreased and the appropriate asset account (assigned to the item in the Asset Account for Item Inventory field in the Item Information window) is decreased.

You can't decrease the value of inventoried items to less than zero.

If you'd like to use a calculator, select the plus sign ("+"), the asterisk ("*"), the equal sign ("=") or the space bar on your keyboard to launch the Calculator window.

Job column

Enter the job number with which the item is associated, or click the search icon to display a search list of jobs to choose from.

Memo column

Enter a description of this line of the inventory transaction. (You can also enter a description of the entire transaction in the Memo field.) This description will appear on various AccountEdge reports, as well as other windows like the Recap Transaction window, Items Register or Find Transactions window.

Amount

This field displays the balance of the positive and negative amounts of all entries in the Amount column. This field must display $0.00 before you can record the auto-build transaction.