Every inventory change in Peasy has a date that decides when it counts against your stock. For a sale it's the ship date on its shipment; for a delivery it's the Receive Date. Setting these dates correctly is what keeps your on-hand numbers lined up with your physical counts.
The Effective Date
Each movement has an effective date — the day it actually affects on-hand. It usually equals the day you entered the record, but you can change it to backdate (or forward-date) the movement:
- Ship date on a shipment — the day a sale's items leave inventory. A sale moves stock when you record a shipment, and that shipment's ship date is its effective date. Set it in the order's Shipments section. When you fulfill an order in one click, Peasy seeds the ship date from the order's Order Date (the day the order was placed, shown in the Order Date column on the Orders table), which you can backdate before fulfilling.
- Receive Date on a receive — the day a delivery's stock comes in. Defaults to today. Set in the receive panel.
- Date on a work order's Mark as Done dialog, and the count date on the Inventory page, work the same way for production and counts.
Change the date to match when the event really happened, and Peasy records the inventory change as of that day instead of today.
How Dates Line Up With Counts
A physical count is your source of truth as of the day you took it. From there:
- A movement dated after a count adjusts the counted number — a sale shipped after your count reduces from it, a receive after your count adds to it.
- A movement you backdate to on or before a count's date is treated as already reflected in that count, so it won't change the number the count established.
That second rule is the important one: if you backdate a sale or receipt to a day you'd already counted, the counted total wins and the backdated movement won't move your current on-hand. Date the movement after your most recent count if you want it to adjust today's number.
Future Dates
If you set a date in the future, the movement doesn't change your current on-hand until that day arrives — a receive dated next week, for example, won't add to stock until then. Peasy caps a shipment's ship date at today (you can't ship in the future), so this mostly affects receives, counts, and production. If an item's count looks too high, check that a receive or other movement isn't dated ahead of today.
Effective Date vs. Created At
Inventory History keeps both, shown as columns in the table (and again in the detail panel when you open a Complete row):
- Inventory Date — the effective date above. You can edit this on the source record (the sales order, the receive, etc.).
- Created At — read-only, showing the exact date and time the record was actually entered into Peasy. It never changes.
The Inventory Date is what drives your on-hand math; Created At is there for your audit trail, so a backdated movement still shows exactly when it was logged — and multiple recounts on the same Inventory Date can be told apart by their Created At time.
Good to Know
- One date moves every screen. Current inventory, the item detail panel, "on hand as of" reports, and CSV exports all read the same effective date — changing a shipment's ship date updates them together.
- Shopify and other connected orders keep their own per-order event date, so consolidated feeds still deduct on the day each order came in.
- Nothing is lost when you re-date a movement. Re-dating only changes when it counts; the record, quantities, and history stay intact.
Related
- Fulfilling and Shipping Orders — Set a shipment's ship date
- Creating Sales Orders — Set a sales order's Order Date
- Receiving Pending Orders — Set a delivery's Receive Date
- Counting Inventory — How counts set your on-hand baseline
- Inventory History — The Inventory Date and Created At columns