Check stock availability for an Order

When you are checking whether specific items are available to fulfill the order, the Stock Availability window is a good place to start. For any given item, this screen shows the quantity of each item available in your inventory. You can use this screen to check short qty and also create purchase order or stock transfer for order items.  

Step 1 : Login to your AltheaSuite account.

Step 2 : On the Admin Panel, navigate to Orders > Orders.

Step 3 : From order context menu select Show Stock Availability.

Step 4 : You will see Stock Availability for Order window as shown below image.

• Only For This Order:  Select this option if you want to place a purchase order, purchase, receive stock or stock transfer for item with order qty by ignoring item available and awaiting stock (Pending PO and Pending Stock Transfer).
• Consider Other Pending Orders: Select this option if you want to calculate the final short Qty of an item by considering all pending orders in the system.

For example, consider Order #1 with item A – 8 Qty and Order #2 with 5 – Qty. Available stock of  item A is 10 Qty. While checking Stock Availability of item A in Order #2 you will see Available Qty as 2 (Item Actual Available Stock – Sum of  item’s pending Order quantity i.e. 10 -8) and Short quantity as 3 Qty.

• Show only short Items: Select this option if you want to see only items with short Qty in the order.
• Show Only Manufactured Items: Select this option if you want to see only manufactured items in the order.
• Do not Show Manufactured Items: Select this option if you want to see only non manufactured items in the order.
• Show Cost: This will show total purchase cost for final short items. Purchase Cost = Final Short Qty x Unit Purchase Price (before tax)

Stock Availability Grid Columns

• Order Qty: This will show order quantity for each item
• Invoiced Qty: This will show invoiced qty for each item
• Needed Qty: This will show stock needed to make the finished item. Note: This column will show values only for child items of the finished product.

Needed Qty Calculation :

Consider you need 5 Qty of Item A to Make 1 Qty of Item Z. Let’s say order qty of Item Z is 4 Qty and available stock of Item Z is 1 Qty. Needed Qty = (Final Short Qty Item Z)  X  (Needed qty of Item A to Make 1 Qty of Item Z) i.e ( Needed Qty = 3 X 5 ).

Needed Qty Calculation if Only For This Order checkbox is selected :

Consider you need 5 Qty of Item A to Make 1 Qty of Item Z. Let’s say order qty of Item Z is 4 Qty and available stock of Item Z is 1 Qty. Needed Qty = (Order Qty of Item Z)  X  (Needed qty of Item A to Make 1 Qty of Item Z) i.e ( Needed Qty = 4 X 5 ).

• Available Qty: This will show current available stock of each item
• Short Qty: This will show the short stock that needs to be either purchased or transferred from other warehouse to fulfill this order. Short Qty = Order Qty – (Invoiced Qty + Available Qty). For Raw Materials ( Child Items) Short Qty = Needed Qty – Available Qty
• Pending PO Qty: This will show total awaiting purchase order quantity for each item
• Pending Stock Transfer Qty: This will show total pending stock transfer order quantity for each item
• Make Request: This will show total pending make quantity. Note: This column will show values only for manufactured items.
• Final Short Qty: This will show total final short qty for an item. 

For Manufactured Items Final Short Qty = Short Qty – (Pending PO Qty + Pending Stock Transfer Qty + Make Request)

For Non Manufactured Items Final Short Qty = Short Qty – (Pending PO Qty + Pending Stock Transfer Qty)

For Raw Materials ( Child Items) Final Short Qty = Short Qty – (Pending PO Qty + Pending Stock Transfer Qty )

Step 5 : Based on your requirements you can create purchase order or stock transfer for short quantities in the order. .