Inventory Transactions
Every change to inventory quantities in DrillerDB creates a transaction record. These transactions form an audit trail that documents when materials were used, adjusted, or transferred, along with who made the change and why.
Quick Start: Record Transaction
- Go to Inventory from main menu
- Find the item to adjust
- Click Adjust Stock (or log usage from project)
- Select transaction type
- Enter quantity and notes
- Click Save
Transaction Types
DrillerDB records several types of transactions based on the change.
Transaction Type Overview
| Type | When Created | Purpose |
|---|---|---|
| Usage | Materials consumed on project | Track consumption, decrement stock |
| Adjustment | Manual stock changes | Receiving, corrections, waste |
Common Adjustment Reasons
| Reason | Example |
|---|---|
| Received shipment | "Received PO #1234" |
| Cycle count | "Physical count correction" |
| Damaged goods | "Water damage - 5 bags" |
| Initial stock | "Beginning inventory count" |
| Error correction | "Duplicate entry removed" |
Each adjustment requires a reason note. Clear notes like "Received shipment invoice 12345" provide context for future users reviewing transaction history.
Recording Material Usage
When materials are used on a project, the system creates usage transactions automatically.
How Usage Transactions Work
| Step | What Happens |
|---|---|
| Add materials to project | Select items, enter quantities |
| Save project | System creates usage transactions |
| Stock update | Quantities decrement (full stock mode) |
| Cost calculation | Usage × unit price calculated |
Step-by-Step: Log Material Usage from Project
- Open project record
- Go to Materials or Inventory section
- Add items and quantities used
- Save project
- Usage transactions created automatically
Usage transactions link to specific projects, enabling reporting about which projects use which materials and supporting project profitability analysis.
Stock Adjustments
Stock adjustments modify inventory quantities directly without reference to projects.
When to Use Adjustments
| Situation | Adjustment Type |
|---|---|
| Receive shipment | Add to stock |
| Damaged materials | Remove from stock |
| Physical count difference | Add or remove |
| Initial inventory | Add to stock |
Step-by-Step: Create Stock Adjustment
- Go to Inventory list
- Find the item to adjust
- Click Adjust Stock
- Select "Add" or "Remove"
- Enter quantity
- Add reason note (required)
- Click Save
Viewing Transaction History
Every inventory item has complete transaction history showing all quantity changes.
Transaction Record Details
| Field | Shows |
|---|---|
| Date/Time | When transaction occurred |
| Type | Usage or Adjustment |
| Quantity Change | Amount added or removed |
| Before/After | Stock levels at transaction time |
| Reference | Link to project or document |
| User | Who created the transaction |
| Notes | Explanation of change |
Step-by-Step: View Transaction History
- Go to Inventory list
- Find the item
- Click History button
- View transactions (newest first)
- Click any transaction for details
- Filter by date or type as needed
Filtering and Searching Transactions
The transactions view includes filtering to narrow down large lists.
Filter Options
| Filter | Use For |
|---|---|
| Item | All changes for specific material |
| Date range | Period analysis, reconciliation |
| Transaction type | Usage only, adjustments only |
| User | Track who made changes |
Example Filters
| Analysis Need | Filter Combination |
|---|---|
| Monthly usage of casing | Item: Casing + Date: Last 30 days + Type: Usage |
| All shipments received | Type: Adjustment + Notes contain "received" |
| Specific project materials | Reference: Project number |
Transaction Quantities and Balances
Transaction records include quantity changes and before/after balances.
Understanding Quantity Fields
| Field | Meaning | Example |
|---|---|---|
| Quantity Change | Amount added/removed | -50 (removed) |
| Before Quantity | Stock before transaction | 200 |
| After Quantity | Stock after transaction | 150 |
In usage-only mode, before/after quantities show as "N/A" since running balances aren't maintained.
Automated Transaction Creation
Many transactions are created automatically by system processes.
Automatic Transaction Sources
| Source | Creates |
|---|---|
| Project save with materials | Usage transactions |
| Daily report with materials | Usage transactions |
| Purchase order receiving | Adjustment transactions |
Automated transactions include reference information linking to source documents for traceability.
Manual Transaction Review
Regularly reviewing transaction history helps maintain accuracy.
Warning Signs to Watch For
| Pattern | May Indicate |
|---|---|
| Unusual consumption rates | Data entry errors |
| Frequent same-item adjustments | Process issues |
| Negative quantities | Receiving delays |
| Duplicate transactions | User errors |
Transaction Permissions
DrillerDB controls who can create transaction types through roles.
Typical Permission Setup
| Role | Can Create |
|---|---|
| Admin | All transaction types |
| Office | All transaction types |
| Field | Usage on assigned projects only |
Troubleshooting
Transaction not appearing?
- Refresh the page
- Check date range filter
- Verify transaction was saved
Wrong quantity recorded?
- Create correcting adjustment
- Add note explaining correction
- Don't delete original transaction
Can't create adjustment?
- Check you have permission
- Verify notes field is completed
- Try refreshing the page
Quantity doesn't match transactions?
- Review all transactions for the period
- Check for system updates or syncs
- Contact support if discrepancy persists
Related Topics
- Managing Inventory Items - View and organize items
- Stock Level Tracking - Manage quantities
- Inventory Reports - Analyze usage and costs
- Purchase Orders - Track ordering and receiving