Production Planning and Control

The functionality to check for short stock against customer orders is essential for efficient inventory management. This feature allows businesses to automatically assess available inventory levels in real-time when an order is placed. If stock is insufficient to fulfill the order, the system can seamlessly create a back order purchase order (PO). Businesses can maintain a clear understanding of demand, streamline procurement efforts, and enhance customer satisfaction, all while minimizing the risk of stockouts and optimizing inventory flow.

How to Check for Short Stock:

When you select the Show Consolidated Item List checkbox, the following options will automatically be checked to help you manage your inventory effectively:

• Show Consolidated Business Location
• Show Consolidated Warehouse
• Show Only Short
• Consider Arriving Qty as Available

By using these features, you can ensure that you are aware of any short stock situations and optimize your order fulfillment process.

The Short qty / Current Stock / Arriving Qty in PO will show the combined total as per the selected warehouse filter. When Show Consolidated Warehouse/Business Location is unchecked, the items in the grid might repeat in multiple rows if the items are ordered from different warehouses/business locations.

Short Qty: (Total pending fulfillment order Item qty from selected warehouse – Current Stock from selected warehouse + Pending POs item qty from selected warehouse)

Pending Fulfillment Qty in Orders: This is the total item quantity that is yet to be fulfilled in the orders. The question mark icon in this column will give you the details of the orders in which these items are pending.

Arriving Qty in POs: This is the total item quantity from all the pending POs including backorder PO from the selected warehouse filter.

Current Stock: This is the total stock of the item from the selected warehouses filter.

Total Order Quantity: This is the total item qty from the orders.

Invoice Quantity: This is the total item qty that is already invoiced against the orders.

Pending Invoice Quantity: This is the total item qty pending to be invoiced against the orders.

Case 1: Ordered items do not have stock or any pending POs in the system.

Example: We will take an item (UMV1170LS) which does not have stock in any of the warehouse and no POs are associated with the item.

I created 3 Orders for the same item with 1 qty in each order for 3 different customers.

When I check Show Consolidated Item List, it shows the item is short by 3 qty.

Creating a backorder PO from here, will add the item in 3 rows in the PO as it is associated with 3 different customers.

Once the Purchase order is placed, this item will no longer show as short. When you uncheck Consider Arriving Qty as Available, it then starts showing the item in the grid as short and you will see in which POs the item is about to arrive.

The system will show a confirmation message when you uncheck Consider Arriving Qty as Available and try to create a PO.

Case 2: Ordered items have stock but they are short to fulfill the order.

In this case, we will take an example with an item (UMV1170LS) that already has some stock in the warehouse.

I created 2 new orders, I created a contract order with 3 qty for AltheaSuite Customer 1 and created another order with 1 qty for AltheaSuite Customer 2.

Since we already had 2 qty in stock, it committed the 2 qty for the first order for AltheaSuite Customer 1.

The Consolidated Item view shows a total of 2 qty short, 1 for the 1st order and the other 1 for the second order.

When a backorder PO is created, it adds the item in 2 rows for each order with 1 qty each required to fulfill. Once the PO is saved, the item no longer shows as short.

Case 3: Ordered items do not have stock but have pending POs (non-backorder) in the system.

In this case (UMV1170LS) item has a pending PO for 3 qty and this is not a backorder PO. There is no stock for the item in any of the warehouses.

I created 3 orders, R-O00051 (1qty), R-O00052 (1qty), and R-O00053 (2 qty).

The consolidated item view shows short of 1 qty as the total order qty for the item is 4 and 3 qty is already in the pending PO (not a backorder).

When a backorder PO is created, in this case it creates the backorder for 1 qty because the system considers the existing 3 PO item qty for the other 2 orders even though they are not backorder. The user has to attach the existing PO as backorder to the other 2 orders.

Case 4: Ordered items have stock in the system but they are in a different warehouse than the warehouse assigned on the order item.

For this case, let’s consider an item (UMV1170LS) which has a stock of 2 qty only in the Redmond – Warehouse.

I created an order for the item with 2 qty and the warehouse on the order item is Bellevue – Warehouse.

The consolidated item view will show short of 2 qty as the default warehouse filter does not include Redmond – Warehouse.

After applying for the warehouse Redmond – Warehouse, the item then does not show as short.

The same will be the case if there were any pending POs from Redmond – Warehouse.