EDI physical inventory journals

Aptean EDI  •  Article  •  4/30/2025  •  3 min

The EDI Physical Inventory Journals page enables real-time inventory reporting between trading partners, improving stock management and visibility. It helps track stock levels, product availability, and inventory movements.

The system interprets item and lot information in different scenarios, updating inventory records on the EDI Physical Inventory Journals page accordingly.

Required setup

The following setups are required.

  • On the Location Card page, on the EDI FastTab, in the Phys. Inv. Jnl. Template INVRPT field, select the location template based on which the physical inventories are filtered on the EDI Physical Inventory Journals page.
  • On the Item Journal Templates page, assign the appropriate page ID for the selected template.

While processing the Aptean EDI INVRPT message, the system throws errors when,

  • The DocumentType text element is not set as INVRPT.
  • You attempt to process the same batch twice on the EDI Messages page. However, you can process the same item multiple times in multiple batches.

Follow the below steps to process the inventory data from XML file.

  1. Select the Search icon , enter EDI Physical Inventory Journals, and then choose the related link.
    The EDI Physical Inventory Journals page opens.
  2. In the Batch Name field, select the required journal name.
    The EDI Received Date/Time field value is updated with the document message date and time in the related XML file.
    The Hide Lines with Zero Qty toggle determines whether lines with a quantity of zero are displayed. By default, it is turned on.
    The Qty. (Calculated) field value displays the required quantity.
    The Qty. (Phys. Inventory) field value displays the quantity present in the XML file.
    The Quantity field value is the difference between the Qty. (Calculated) field value and the Qty. (Phys. Inventory) field value.
  3. Select Related > Line > Item Tracking Lines action to automatically update the item tracking lines with the lot numbers.
  4. Select Home > Post action to post the selected journal and item ledger entries are created for the corresponding journal lines. The batch created from the EDI message gets deleted after posting it.
    The Posting Date field value on the Item Ledger Entries page is updated with the inventory report date from the associated XML file.