Visma.net ERP

About availability calculation

Quantities of items on hand at warehouses are automatically updated only after the documents that record inventory transactions are released or posted.
On-hand quantities (also referred to as book quantities) usually differ from actual quantities on hand because during document processing, certain quantities of items can be booked on sales orders, picked for shipping, returned from customers, ordered from suppliers, and in transit between warehouses.

Visma.net ERP gives you real-time visibility into available inventory, thus improving customer service.
You can configure the way availability data is calculated in accordance with your company's policies. You specify calculation options for each item class by using the Item classes (IN201000) window.

Types of quantities calculated

The available quantities of items are calculated at the location level.
Some warehouse locations may hold some quantities of damaged or returned items, and those quantities generally cannot be used for sale and should not be included in the quantities available.

If the Multiple warehouse locations functionality in the Aktivera/inaktivera funktioner (CS100000) window is disabled , all the quantities available for a single default location of each warehouse are included in the availability data.

For more information, see: About warehouses and warehouse locations.

For each item, the quantities summarised below are maintained in the system and available for viewing on any window where you choose a stock item for adding to the document.

Option	Description
Quantity on hand	The on-hand quantity is the quantity of items (expressed in the base unit of measure) that are physically in stock and immediately available. The on-hand quantity of items is affected only by released documents. If the Allow negative quantity check box is selected in the Item classes (IN201000) window, Visma.net ERP allows a negative on-hand quantity for items of the class. Warnings are issued on transactions that will result in negative inventory quantities. Location-level negative quantity can occur due to errors on inventory documents, incorrect quantities specified or wrong locations or delayed release of receipt or transfer documents confirming the actual arrival of goods. Stocktaking count can be undertaken for items with negative on-hand quantities.
Quantity not available	For each location in a warehouse, you can specify whether quantities at the location will be included in the quantity available. For example: Items should not be included in quantities available for locations dedicated to items that are consigned, damaged, returned, or in need of repair. If the Include in qty. available option is selected for the location in the Warehouses (IN204000) window, the quantities available at the location will be added to the quantity available; if the option is not selected, those quantities will be added to the quantity not available. As a result, for each warehouse, the total quantities available and unavailable are calculated as the sum of respective quantities for all warehouse locations.
Total addition and total deduction	The Inventory allocation details (IN402000) inquiry window shows Total addition and Total deduction, which have values calculated based on unreleased documents with various statuses. Total addition is the quantity of base units of the stock item on unreleased purchase orders, receipts, and incoming transfers. For each item class, you can specify which of the listed quantities should be included in this value for items of the class. See the Options affecting available quantities section below for the entire list of availability options. Total deduction is the quantity of base units of the stock item on unreleased sales orders, inventory issues, shipments, transfers, and kit assembly documents, plus the non-available quantity. For each item class, you can specify which of the listed quantities should be included in the total deduction quantity for items of the class in accordance with policies established in your organization.
Quantity available	For each item, the quantity available is calculated as Quantity on hand + Total addition - Total deduction. This value is calculated in accordance with the options selected in the Item class window for the item class. See the Options affecting available quantities section below for the entire list of availability options.
Quantity available for shipping	This quantity is calculated by the system as the on-hand quantity with quantities on issues and quantities shipped and on shipping deducted. This calculation is not affected by any options selected by users.

Options affecting available quantities

For each item class, you can choose how you want the system to calculate the available quantities for items of the class.
Each of the options that control availability calculations for item classes, listed below, can be found in the Item classes (IN201000) window.

Documents with Released and Posted statuses do not affect availability calculation.

Option	Description
Deduct qty. on open issues	Indicates that the system for each item of the class will deduct the quantities on issues from the quantities available at the location.
Deduct qty. on customer orders	Indicates that the system will deduct the quantities of the item on sales orders from the available quantity.
Deduct qty. shipment	Indicates that for each item of the class, the system will deduct the shipped quantities from the available quantity of the item.
Deduct qty. allocated	Indicates that for each item of the class, the system will deduct the quantities being prepared for shipping on unconfirmed shipments and the quantities of the item on sales orders that were hard allocated window the available quantity.
Deduct qty. of kit assembly demand	Indicates that for each item of the class, the system will deduct the quantities used for kit production according to kit assembly documents. If items are listed on disassembly documents, their quantities (with disassembly coefficients taken into account) will be added to the available quantities.
Deduct qty. on back orders	Indicates that for each item of the class, the system will deduct the quantities of the item on sales orders with the Back order status.
Include qty. on receipts	Indicates that for each item of the class, the system will add the quantities of the item on inventory receipts to the quantity available.
Include qty. in transit	Indicates that for each item of the class, the system will add the quantities of the item that are in transit (and not yet received at the destination warehouses) to the quantity available.
Include qty. on purchase order receipts	Indicates that for each item of the class, the system will add the quantities of the item on unreleased purchase receipts to the quantity available.
Include qty. on purchase orders	Indicates that for each item of the class, the system will add the quantities of the item listed on purchase orders to the quantity available.
Include qty. on purchase on hold	Indicates that for each item of the class, the system will add the quantities of the item listed on open purchase orders to the quantity available.
Include qty. of kit assembly supply	Indicates that for each item (that is a kit) of the class, the system will add the quantities produced and included in the kit assembly documents to the quantity available. The quantities of disassembled kits according to the kit assembly documents will be deducted from the quantity available.
Include qty. on reverse orders	Indicates that for each item of the class, the system will add the quantities of the item listed on returns to the quantity available.

Related concepts

About stock and non-stock items

Item classes (IN201000)

Validate inventory (IN505000)