SS Inventory User Guide

Stout Solutions Seed Sales & Inventory Management System

Table of Contents

1. Quick Sale 2. Sales Order Workflow 3. Builds (Assembly) 4. Processes 5. Work Orders 6. QS Item Switch 7. Mobile Site 8. Status Reference

1. Quick Sale

A Quick Sale is a one-step transaction that creates a Sales Order, Pick Ticket, Shipment, and Invoice in a single action. Use it for walk-in or same-day sales where the product leaves immediately.

Creating a Quick Sale

Select Customer — type to search by name. Required.

Select Location — Washington, Ainsworth, etc. Required for lot/bin allocation.

Add Line Items — search items by name. Quantity, price, and UOM auto-fill. Lot and bin are auto-allocated using FIFO.

Set Tax Rate — tax is controlled at the order level. Each line has a taxable checkbox.

Submit — creates SO + PT + Shipment + Invoice in SOS, updates local inventory (bins, lots, items), and writes ledger entries.

Tip: The SOS Sync toggle (green = ON) sends to SOS Inventory. Turn it off for local-only testing.

What Gets Created

Document	Number Format	Purpose
Sales Order	QS-YY-NNNN	Order record
Pick Ticket	QS-YY-NNNN	Warehouse pick instruction
Shipment	Auto from SOS	Shipping record
Invoice	Auto from SOS	Financial record

2. Sales Order to Invoice Workflow

For orders that aren't immediate (scheduled delivery, custom blends, large orders), use the full SO workflow.

Step 1: Create Sales Order

Navigate to Sales > Sales Orders > + New Sales Order
Select customer, location, sales rep, channel
Add line items with quantities and pricing
Submit — reserves inventory (reduces available, increases onSO)

Step 2: Create Pick Ticket

Open the Sales Order detail panel
Click Pick Ticket in the Actions menu
Items auto-fill from the SO with FIFO lot/bin allocation
Review and adjust lots/bins as needed
Submit — creates PT, decrements bin contents

Step 3: Create Shipment

Open the SO detail > click Shipment
Lines populate from SO/PT
Submit — decrements item onhand, decrements lots, creates shipment in SOS

Step 4: Create Invoice

Open the SO detail > click Invoice
Financial document — no inventory changes
Submit — creates invoice in SOS

Important: Each step in the chain is linked. The SO number carries through to PT, Shipment, and Invoice. Don't skip steps.

3. Builds (Assembly)

A Build converts raw materials into a finished assembly product using a Bill of Materials (BOM). Use builds for mixing seed blends from recipes.

Creating a Build from a Work Order

Open Work Orders and click a WO to view details

Click the Build button on the line item you want to produce

The Build form opens pre-filled with the assembly item, quantity, and location from the WO

BOM auto-fills — input lines are populated from the Bill of Materials with calculated quantities (BOM ratio x output qty)

FIFO lot allocation runs automatically, assigning lots and bins to each input line

Review the form — adjust lots, bins, or quantities as needed

Click Send to Pick — sends the build to the warehouse queue

Creating a Build Directly

Navigate to Operations > Builds > + New Build
Select the Assembly item from the dropdown (69 assembly items available)
Set quantity (defaults to 1)
Select location — required for lot/bin allocation
BOM and allocation happen automatically

Stock Warnings

Warning	Appearance	Action
No stock on hand	Red border + red banner	BLOCKED — must change item or reduce qty. Cannot send to pick.
Insufficient stock	Red border + red banner	BLOCKED — shows onhand vs needed with shortfall amount.
Over-committed (negative available)	Yellow border + yellow banner	ALLOWED — stock exists but is committed to other orders. Review before proceeding.

Build Statuses

Status	Meaning	Inventory Impact	Actions Available
Pick	Sent to warehouse	None yet	Edit, Delete
Committed	Completed by warehouse	All inventory updated	Void
Voided	Reversed	All changes undone	Delete

What a Build Affects

When a build is completed (marked committed):

Input items: bin contents decremented, lot quantities reduced, item onhand/available reduced
Output item: bin contents incremented, lot created/incremented, item onhand/available increased
Ledger: build_consume entries (negative) for inputs, build_output entry (positive) for output
SOS: build transaction created in SOS Inventory (if sync is ON)
Work Order: produced quantity updated, auto-closes WO if fully produced

Draft Auto-Save

New builds automatically save to your browser session. If you refresh the page, your data will be restored. The draft clears when you submit or cancel.

4. Processes

A Process handles transformations that aren't simple BOM-driven assembly. Use processes for repackaging, re-lotting, and UOM conversions.

Common Process Types

Type	Example	Input	Output
Repackaging	Bulk oats to bags	Oats - VNS - Bulk (38,400 lb)	Oats - VNS - Bag (800 Bag48)
Re-lotting	Split lot across new lots	Alfacore-914 (4,758 lb, lot A)	Alfacore-914 (multiple lines, new lots)
UOM Conversion	Bulk to totes	Oats - Bulk (49,920 lb)	Oats - Totes (26 TOTE)
Lot correction	Same item, fix lot number	Horse Pasture Mix (250 lb, old lot)	Horse Pasture Mix (250 lb, correct lot)

Creating a Process

Navigate to Operations > Process Transactions > + New Process

Set date, location, and work center (defaults to "Finished goods")

Add Output items — the finished/repackaged product. Check "Waste" if applicable.

Add Input items — the raw/source material being consumed. Lot and bin dropdowns populate automatically.

Click Send to Pick or Commit Now

Multiplier

Enter a multiplier and click Apply Multiplier to scale all line quantities proportionally. For example, multiplier 2.0 doubles all quantities. The multiplier resets to 1 after applying.

Waste Flag

Output items marked as waste still go into inventory but do NOT increase the output item's onhand. Use an adjustment later to remove waste from the system.

Process Statuses

Same as Builds: Pick (pending), Committed (complete), Voided (reversed).

5. Work Orders

A Work Order is a planning tool — an instruction to produce items. It does NOT affect inventory. Inventory changes happen when a Build or Process is completed from the WO.

Creating a Work Order

Navigate to Operations > Work Orders > + New Work Order
Set customer, location, due date, priority, assigned user
Add line items — each line is an item to make with a target quantity

Producing from a Work Order

Open a WO detail panel. Each line shows a production button:

Build — shown for Assembly items. Opens the Build form pre-filled with the item and remaining quantity.
Process — shown for non-Assembly items. Opens the Process form.
Done — shown when the line is 100% produced.

Production Tracking

The WO tracks cumulative production via the Produced column and a progress bar. When a build or process completes, the WO's produced quantity automatically updates. If all lines reach 100%, the WO auto-closes.

Filters

Use the Open, Closed, and All buttons to filter the work order list.

6. QS Item Switch

The QS Item Switch tool replaces an item on a completed Quick Sale order. Use it when the wrong item was sold and needs to be swapped without creating a new order.

How It Works

Select Order — search by QS number or customer name. Only eligible QS orders appear.

Select Line — choose which line item to swap. Shows current item, qty, price, lot, and bin.

Choose Replacement Item — search for the new item. Set quantity and pricing mode:

Keep Original Price — same price as the old item
Use New Item's Price — price from the replacement item
Custom Price — enter any amount

Preview Allocation — shows the FIFO lot/bin allocation for the new item and a side-by-side comparison (original vs replacement).

Confirm & Execute — updates the QS locally and (if checked) in SOS. Updates SO, PT, Shipment, and Invoice lines.

Warning: This modifies the entire QS chain (SO + PT + Shipment + Invoice). The original data is archived in the audit log for reference.

Where to Find It

Navigate to Sales > QS Item Switch in the sidebar.

7. Mobile Site

The mobile site is designed for warehouse workers and field staff. Access it at /SSInv/Mobile/

Home Screen Cards

Card	Purpose
Quick Sale	Create walk-in sales with customer search, item allocation, and full SO+PT+Ship+Inv creation
Sales Orders	View and manage sales orders. Tap to see details, create PT/shipment/invoice from actions.
Quotes	Create and manage sales quotes with the quote builder
Pick Tickets	View open pick tickets, edit lines (lot/bin/qty), split lines, close pick tickets
Production	Combined view of Builds and Processes — warehouse completion workflow
Tickets	Create tickets by typing or by voice (recorded and transcribed with AI); assign, reply and track them to done
Documents	Scan documents with AI summary and data extraction
Invoices	View invoice history and status
CRM Contacts	Browse and manage customer contacts
CRM Tasks	View and manage assigned tasks

Pick Tickets (Mobile)

Filter by: Open, Closed, All, Last 3 Days, QuickSale
Tap a pick ticket to view details
Tap any line to edit — change lot (dropdown), bin (dropdown), quantity, or split the line
Close Pick Ticket — commits the pick and syncs to SOS

Production (Mobile)

Shows both Builds and Processes in one view.

Filters: Pending (pick status), Done (committed), All
Type filters: Builds, Processes, or both
Search: by number, item, location
Builds have a BUILD badge, Processes have a PROCESS badge
Tap to view detail with output and input lines
Tap input lines to edit lot, bin, and quantity
Mark Complete — fires all inventory changes (bins, lots, items, ledger, SOS sync)

8. Quick Status Reference

Build / Process Statuses

Status	Badge	Inventory	Can Edit	Can Delete	Can Void
Pick	Pick	No changes	Yes	Yes	No
Committed	Committed	All updated	No	No	Yes
Voided	Voided	All reversed	No	Yes	No

SOS Sync Toggle

The green toggle at the top of forms controls whether the transaction syncs to SOS Inventory:

Green (ON) — saves locally AND sends to SOS on completion
Gray (OFF) — local only, does not send to SOS

Inventory Impact Chain

Every physical stock movement updates four things:

inv_bin_contents — what's in each warehouse bin
sos_lots — lot-level onhand/available
sos_items — item-level onhand/available
inv_ledger — audit trail entry

SS Inventory User Guide — v1.0 — March 2026