From purchase to inventory and assets
How bills turn into material stock, product inventory, or fixed assets — and how production and depreciation post to the journal.
workflowbillsinventorymaterialsproductsassetsproductiondepreciation
From purchase to inventory and assets
Bills record what you spend. This workflow explains what the money becomes: consumable material stock, sellable product inventory, or capitalized fixed assets — and how production runs and depreciation feed the accounting journal.
From bill to allocation
- Every bill can be itemized into line items — either manually on the bill detail page or automatically: the AI document analysis extracts line items from scanned invoices, and items detected on linked shipments are prefilled.
- When an extracted line matches purchasing data for the selected vendor, Einblick can propose the material, base quantity, and supplier line. Accept, adjust, or dismiss the proposal; accepting values the stock intake at the bill line's actual net amount.
- Each line can then be allocated: booked into material stock, booked into product stock, or capitalized as a fixed asset. The allocation menu on the line prefills the right dialog with quantity, cost, and date.
- Lines you don't allocate simply stay what they always were: an expense. Nothing forces you to itemize or allocate a bill.
- The allocations card on the bill shows everything that came out of the purchase, with links to the stock movements and assets it created.
Material stock: bulk quantities and unique units
- Materials cover consumables tracked by quantity — sand, cable, screws. Inbound and outbound movements run through material transactions, and each movement can reference the bill it came from.
- Every material has a base unit from a fixed global set (Stk, kg, m, m², m³, …). Stock is always stored in the base unit; quantities can be entered in any unit of the same kind and convert automatically.
- Serialized units handle identified one-off parts (for example salvaged components): each unit carries its own label, serial number, condition, photo, and acquisition cost, and can be reserved or consumed individually. Unit movements flow through the same transaction ledger, so the material's stock level stays a single source of truth.
- Materials carry a moving-average cost and a current stock value, updated automatically from transactions that carry costs.
Product stock: sellable inventory
- Products with inventory tracking record every stock movement — purchases in, sales out, production output in. Movements store their cost, so outbound movements record the cost basis of what was sold.
- Products carry the same moving-average valuation as materials: average unit cost and total inventory value, visible on the product page.
Asset register: capitalization and depreciation
- Purchases meant for long-term use — vehicles, machines, tools, IT — belong in the asset register, optionally linked to their operational record (the vehicle or equipment entry).
- Supported depreciation methods: straight-line, declining balance (with automatic switch to straight-line), and immediate write-off for low-value assets (GWG). The Austrian half-year convention applies by default, including in the year of disposal.
- Depreciation is scheduled per fiscal year and posted to the journal — manually from the asset page or automatically each January for the previous year. Posted years are immutable; parameter changes only regenerate future years.
- Disposal writes off the remaining book value and clears the asset accounts; sale proceeds are invoiced separately.
Production: parts become products
- A production run consumes bulk materials and unique units and produces product stock. Component costs, labor, and overhead roll up into the total cost of the run.
- A product bill of materials can seed a scaled component plan for the run. Availability compares planned demand with stock and other in-progress runs' soft reservations before any consumption is booked.
- Completing a run books the output quantity into product stock at the run's cost, which sets the product's cost basis.
Journal and accounting exports
- All of this posts to the double-entry journal automatically: depreciation, disposals, and — when inventory valuation is enabled per item — stock movements as inventory value changes.
- Accounting export packages include the asset schedule (Anlagenspiegel) for your bookkeeper. Locked export periods are respected everywhere: nothing posts into or changes a closed period.