Cold storage or warehouse expenses on each inventory item

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1

hello. I want to know how and where to add inventory item rent or expenses of warehouse/store

2

Go to customize, and then enable inventory items first, update and then go to inventory items tab to add item names.

For rent and other expenses, go to settings, chart of accounts, under profit and loss, configure your accounts there.

3

Got it. Make an expense account if an item have rent on each carton every month in cold storage then how to monitor store account. When inventory came to store when invoice made and sold that item so between that period or date where inventory received in store and when sold taken from store how to manage that store accounts

4

Hello. Kindly let me know how to manage a store or warehouse account

For example. After purchase add an inventory item that item is in cold storage until it sold or sale invoice made. So during that period of stay in cold storage they charge on each carton every month some time stay get’s longer so how to track store expenses on every item and stay period in store

Your help would be appreciated

Thank you

5

There’s a lot of things going on here. If you have multiple locations, Go to settings first then configure inventory location.

Also, in customized, enable delivery notes and goods receipts. When making a sale invoice, there’s a checkbox at the bottom, “also acts as delivery notes”. If you check this box, delivery of goods will be the same as the sales invoice date.

However, if delivery is on a different date, don’t check the box when creating sales invoice. And when there’s delivery, go to sales invoice, view, then copy to delivery notes.

6

@ahmedkakar
Tracking monthly cold storage charges and adding them to the valuation of stored inventory in Manager.io requires periodic land-cost capitalized entries. This ensures the cost of goods sold (COGS) reflects both the original purchase price and the incremental storage overhead accumulated during the stay.

Method 1: Capitalizing Storage Expenses into Inventory (Recommended)

To absorb storage invoices directly into inventory valuation so that each carton carries its accrued storage cost upon sale:

  1. Record the Storage Fee

    • Navigate to Purchase Invoices (or Payments) when the cold storage provider bills you.

    • Line Item: Select Account :fast_forward_button: Inventory on hand.

    • Item: Select the specific inventory item stored.

    • Qty: Leave empty or set to 0.

    • Amount: Enter the total monthly cold storage charge.

    • Effect: Manager.io adds this expense directly to the asset value of the inventory item without increasing physical unit counts, recalculating the average unit cost upward.

  2. Tracking Stay Duration and Location

    • Enable Inventory Locations under Settings :fast_forward_button: Inventory Locations (e.g., set up Cold Storage Facility A vs. Main Store).

    • Use Inventory Transfers to move cartons into the Cold Storage location upon purchase.

    • Create Custom Fields under Settings :fast_forward_button: Custom Fields :fast_forward_button: Inventory Items (e.g., “Date Entered Storage” or “Batch/Lot ID”) to monitor entry dates and calculate elapsed months.

Method 2: Expensing Storage Fees Directly

If you prefer to treat monthly cold storage as an immediate operational overhead rather than increasing inventory unit values:

  • Record the bill in Purchase Invoices allocated to an Expense account: Operating Expenses :fast_forward_button: Cold Storage & Warehousing.

  • Create a Custom Field or use Line Description (e.g., Storage fee for Batch #102 - Month 2) to maintain item-level audit trails.

Tracking & Reporting Summary

Tracked Metric Manager.io Feature / Tool Output
Current Stock at Cold Store Inventory Quantity by Location Shows exact carton quantities physically present at the cold storage facility.
Accrued Cost per Item Inventory Value Summary Shows updated total value and recalculated average unit cost inclusive of capitalized storage.
Stay Period / Aging Custom Field on Inventory Items or Batch Numbers Allows manual or report-based filtering of entry dates to compute accrued stay duration.
7

thank you for your response.

cold storage prices are not fixed it’s getting change every month in purchase invoice i fount freight in where I can just enter fixed amount not separate for each item secondly how to monitor specific time period of an item stay in cold storage because payment are made purely based on how much items stay.

If you guide me through any tutorial or video link if available would be really appreciated or if u are in Karachi kindly share contact info will coordinate through voice for better understanding. Thank you

8

Here is how you handle variable monthly storage charges (or freight-in) and track the exact stay duration of items in Manager.io.

1. Handling Variable Freight / Cold Storage Charges per Item

When cold storage costs change every month, you do not want a static, hardcoded figure. You must absorb these monthly charges directly into the cost of the inventory items without adding duplicate physical units.

Method: Capitalize Costs via Purchase Invoice (Recommended)

When the cold storage vendor sends you a monthly bill:

  1. Go to Purchase Invoices :fast_forward_button: New Purchase Invoice.

  2. For each stored item, create a line item:

    • Item: Select the specific inventory item stored.

    • Qty: Leave completely BLANK (do not enter zero or a number). Leaving it blank instructs Manager.io to add the financial value directly to the asset without increasing your stock quantity.

    • Unit Price: Enter the storage charge calculated for that specific item for the current month.

  3. Save the invoice.

Why this works: Manager.io recalculates the Average Unit Cost for that item upward. When you eventually issue a Sale Invoice, the Cost of Goods Sold (COGS) will automatically reflect both the original purchase price plus all monthly cold storage fees accrued up to the date of sale.

2. How to Allocate Monthly Fees Across Multiple Items

If the cold storage provider sends one lump-sum bill for multiple stored items:

  • By Carton Count: Calculate the cost per carton (Total Bill :divide: Total Cartoon) and enter the calculated amount on the line item for each stock entry while leaving Qty blank.

  • Using Clone Shortcut: Re-use last month’s invoice layout by using the Clone function on previous purchase invoices, then simply update the new variable prices for each line item.

3. Monitoring Item Stay Duration (Storage Period)

Since payments depend on how long items sit in storage, you need a way to track the Entry Date and total time elapsed before sale.

Step 1: Set Up Storage Date Tracking

  1. Go to Settings :fast_forward_button: Custom Fields :fast_forward_button: Inventory Items.

  2. Click New Custom Field:

    • Label: Storage Entry Date (Type: Date).

    • Label: Batch / Lot # (Type: Single-line text).

  3. When receiving a purchase invoice, assign the entry date to the inventory item or create a distinct item code for specific seasonal batches (e.g., APPLES-OCT26-B1).

Step 2: Track Physical Storage by Location

  1. Go to Settings :fast_forward_button: Inventory Locations and create a location called Cold Storage Facility.

  2. Upon purchase or arrival, use an Inventory Transfer to move stock into Cold Storage Facility.

Step 3: Calculating Stay Period at Billing Time

To verify monthly storage invoices:

  • Navigate to Reports :fast_forward_button: Inventory Quantity by Location.

  • Filter by Cold Storage Facility to review physical quantities on hand.

  • Compare the current date against the custom Storage Entry Date field to verify the number of billable months per carton before approving payment.