An assembly combines two or more components, made of SKU and non-SKU materials, into one unique kitted item. When you create an assembly transaction, the transaction serves as a receiving confirmation that each assembly has been physically kitted in the warehouse and is ready for orders to be placed against it.
This article reviews how to create a new assembly transaction and cancel an existing assembly transaction.
Skip Ahead: Use the following links to skip to the relevant guidelines below.
- Create a new assembly transaction
- Cancel an existing assembly transaction
Create a new assembly transaction
Before you can create an assembly transaction, the item setup must list the component items within that assembly—see Creating Item Assemblies for guidance. You must also have the following permission assigned to your user role: Customer Module > Customer Items > Manage Assemblies.
It is best practice to create an assembly transaction when the inventory is available and confirm the transaction at the time of creation. You can read more about this in Step 3 below.
Import assembly transaction
If you have multiple assemblies to enter into the system or you already have a spreadsheet that contains the assembly information, we recommend entering these assemblies into the system via import file.
- Follow the instructions on the Assembly Import Template, then navigate to Items > Import Assemblies and select the appropriate customer and warehouse from the respective drop-down menus.
- Click Browse, double-click the file on your device, then click Import.
- If successful, the transaction is imported into the system in a Complete status and the transaction number populates underneath the import button.
- You can then use the transaction number to view or confirm the assembly transaction under Items > Manage Assemblies > Manage Open or Existing Assemblies page. You can also find it using the Transaction by Activity Report.
It is best practice to confirm the assembly transaction at the time of creation. For further guidance, please see Step 3 below.
Enter assembly transaction manually
If you want to create an assembly via manual input, navigate to Items > Manage Assemblies > Create a New Assembly or Kitted Item.
Step 1: Enter transaction details
- Select the appropriate customer, warehouse, and SKU from the respective drop-down menus.
- Enter a Reference # and Quantity for the assemblies.
Smart User Tip: Once created, you can find all assembly transactions using the Transaction by Activity Report. We recommend having a naming convention specifically for assemblies to easily distinguish them from other transactions after generating this report.
- The Transaction Date serves as the creation date for the assembly transaction, while the Due Date refers to the expected date to assemble the components. Adjust each as needed.
- If there are any notes that need to display on the BOM, enter them in the Notes section.
Step 2: Specify allocations (optional)
Once you enter the transaction details, you can specify the allocation for each component SKU listed in the Kit Items grid.
Note that this step is only necessary if you want to allocate items with specific track-by's rather than allowing the system to allocate based on the standard allocation logic.
- Select a SKU from the grid, then click Modify to open the Line Item Allocation dialog.
- Click New to open the Manual Allocation dialog.
- Select the specific inventory you'd like to allocate to the assembly, enter the 'Quantity to Allocate' below the grid, then click Add & Close to return to the Line Item Allocation dialog.
- If there are more than one unique track-by's associated with this SKU, you must add each line item individually.
- To do this, select a line item from the grid, enter the quantity, click Add & New, then repeat until the full quantity is accounted for. Once the total number of SKUs are selected, click Add & Close to return to the Line Item Allocation dialog.
- To modify or delete an allocation, select it from the grid, click Modify or Delete.
- For modifications, enter the correct quantity, then click OK.
- For deletions, repeat Step 3 as needed.
- Click OK to return to the Manage Assemblies page, then repeat Steps 1–4 for each component SKU.
- Click Save to create the transaction. If you have additional assembly transactions to create, you can click Save & New instead and repeat Steps 1–5.
Once created, you are redirected to the Manage Open or Existing Assemblies page where you can edit the transaction, print and attach relevant documents, and confirm the transaction.
Step 3: Confirm transaction
After you create an assembly transaction, we recommend that you immediately confirm the transaction.
If inventory is allocated to a Complete assembly transaction (meaning, it has not been confirmed and marked as Closed), that inventory is not placed on hold for the assembly and is available for order allocation.
If the inventory is allocated to an order before you confirm the assembly, you must edit the line item allocations (on the relevant orders, or on the assembly transaction—as outlined in Step 2 above) or cancel the assembly and create a new one.
At this time, you can also print a Bill of Material, print a Transaction Record, or attach relevant documents to the transaction before you confirm it. You can complete any of these tasks by selecting the respective options on the Manage Assemblies page. Once complete, use the below steps to confirm the assembly transaction.
- Under Complete Transaction, click Enter Charges & Confirm Assembly.
- Modify the Transaction Date, Due Date, or Notes as needed.
- Under Assembly Locations, enter a location in the text box(es) or select a location from the drop-down menu, then click Set Locations. The specified location populates in the grid.
- Under Kit Items, verify that the line items are correct and make any modifications as needed (using the same process outlined in Step 2 above).
- Under Billing Wizard, apply all relevant billing charges.
- If you have any assembly billing scripts configured in the Billing Wizard, you are required to enter an amount for the relevant charge type (even if the amount is 0). You can do this by manually entering a price or clicking the calculator icon and specifying the quantity associated with the assembly.
- To add manual charges, simply enter the price next to the relevant charge type.
- To add a note to a specific charge, enter a value in the empty field next to the charge amount.
- If you have an established QuickBooks connection, click Create Invoice to export the relevant charges to the QuickBooks Invoice Queue.
- To confirm the assembly transaction, click Save and confirm the charges.
Once confirmed, the transaction is considered Closed, inventory adjustments are reflected in the system (increasing the quantity of the assembly item and decreasing the quantity of assembly components), and you can view the assembly using the Transaction by Activity Report.
Cancel an existing assembly transaction
Since you can not re-open an assembly transaction, if you need to make modifications, you must manually adjust the inventory in the opposite direction or cancel the original assembly transaction if it has not yet been confirmed. The cancellation process is reviewed below.
If an assembly transaction contained added inventory that has since been allocated to an existing order, you cannot cancel the transaction.
- To cancel an assembly transaction, navigate to Items > Cancel Assembly.
- Select the associated transaction or reference number from the respective drop-down menu, then click Select.
- Enter a cancellation reason (required) and any charges associated with the cancellation, then click Cancel to cancel the adjustment.
If you populate a Transaction by Activity report that contains the cancelled assembly transaction, the original reference number ends with the word 'CANCELED' and the associated transaction number.