Supplies & non-trade inventory: record usage to any GL
Track items you consume rather than sell (supplies, spares, packaging) and charge usage to the right expense account.
Not everything in your Inventory account is for resale. Supplies, spare parts and packaging can be tracked as non-trade inventory and expensed as you consume them.
Use Record usage (single item or bulk) on the Inventory page: AkountFly posts DR your chosen expense GL / CR Inventory at the item's cost and decrements the stock quantity. Each item can remember its usage GL so future usage defaults there; otherwise it defaults to COGS.
"Do you want to track this as inventory?": if your business's industry doesn't normally sell goods but transactions land in the Inventory account, AkountFly raises an open task and email that lists the exact transactions (date, description, amount and total) so you can decide with full context:
- Yes, track inventory → you're taken to the breakdown flow: every past inventory posting gets a breakdown task, and you choose which account each item posts to when used.
- No · I'll use manual journals → the postings stay exactly as they are: no reclassification, no breakdown tasks, no more prompts. You manage the Inventory account yourself with manual journal entries, and the Inventory page hides all breakdown badges and reminders.
The prompt also appears in your home-page Open Tasks with a link straight to the Inventory page.
Step-by-step
- 1Break the purchase down
Provide a breakdown for the supplies purchase like any inventory transaction: each supply becomes a tracked item.
- 2Record usage
When supplies are consumed, use Record usage, enter the quantity used and pick the expense GL to charge (e.g. Office Supplies).
Tick "remember" to save that GL on the item for next time. - 3Bulk usage
Recording usage supports multiple items at once: useful at month-end when writing off consumption in one pass.
- 4Answer the tracking prompt
If you got the "track this as inventory?" task or email, review the listed transactions, then choose Yes to start breakdowns or No to keep managing the account with manual journals.