Stock Availability

Check here before you promise stock to a customer. Available Qty is what a new order can still take, not what is on the shelf: open sales orders lower it and goods received but not yet invoiced raise it, and the Details screen names the documents behind every gap. Nothing on this screen changes a balance.

Overview

The Stock Availability applet is the read-only window onto inventory: what you physically hold, what open documents have already claimed or promised, and therefore what you can still sell — by company, location and bin, down to individual serial and batch numbers. It sits on top of the stock ledger written by purchasing, sales, transfers, adjustments and stock takes; nothing is created here.

Sales staff open it before promising stock, warehouse staff to find where an item sits, purchasing to see what is on order, and finance for the cost columns (which can be hidden from everyone else by setting and re-opened per user by permission).

How availability is calculated

Available Qty is the physical balance, plus a signed adjustment for open documents, minus what Stock Reservation holds there — and the adjustment can be positive:

    flowchart LR
  SB["Stock Balance<br/>ledger quantity at this company and location,<br/>from finalised stock documents"]
  SO["Sales orders not yet invoiced<br/>signum -1"]
  GRN["Goods received notes not yet invoiced<br/>signum +1"]
  ADJ["Adj Qty<br/>signed sum of the open-document pairs"]
  RES["Reserved quantity<br/>from stock reservations at this location"]
  AV["Available Qty<br/>Stock Balance + Adj Qty - reserved"]
  SO --> ADJ
  GRN --> ADJ
  SB --> AV
  ADJ --> AV
  RES --> AV
  

Those two pairs are the server’s default when a screen sends no list of its own, as the main listing does. The Details view tabs each ask for their own pairs — purchase orders, delivery orders, quotations, the draft sections — and the Details listing uses no pairs at all; it works from fixed per-document figures the server computes for it, added up with a different formula (below).

A location at zero or below is never a row of its own. The request behind the listing and the Stock Transfer Queue always asks for balance rows with a ledger quantity above zero — a filter no screen sends and none can switch off — so a location whose balance has gone to 0 or negative drops out, and reappears only if an open document names it, with Stock Balance empty. The one place in this applet that shows a negative location balance is the Details listing, whose query carries no such filter.

The Details screen lists open documents per type (Sales Order, Purchase Order, GRN, GRN draft, GRN stock-in draft, Delivery Order, Sales Invoice draft, Sales Quotation). Each view tab asks for its own pairs, so it shows more than the listing counts: an open Purchase Order, a delivery order or a quotation appears there and is not in the listing’s Adj Qty, which is the two default pairs above. “50 physical but 0 available” on the main listing is traceable to the Sales Order and GRN tabs and to Stock Reservation; the other tabs are context, not part of that sum.

The Details listing adds up differently. Its per-location figure is balance + GRN + PO − (sales orders + reserved) − DO − sales invoice draft + GRN draft + GRN stock-in draft, each term switched off by the matching HIDE_…_BALANCE entry in the Optional filter (so with the default filter it shows the bare balance), and its Total SO column is sales orders plus reservations. So on Details an open purchase order and a reservation both count; on the main listing neither does. When the two screens disagree for one item and location, that difference in terms is usually the whole explanation.

Where it fits

Modules: Inventory, Purchasing, POS.

Screens and menus

A Stock Transfer Queue route also exists (stock-transfer) but its menu entry is commented out, so it is reachable only by URL.

Gear (Settings) menu: Application Settings, Default Selection, plus the shared permission, webhook, release-notes and applet-log screens. Personalisation: per-user Default Selection. A field-settings route exists but is not in the menu and its template contains no controls.

Stock Availability listing

Filter by company, branch, location, item and category levels; the same item can be seen company-wide or per location. Rows are merged per item × location × company and Available Qty is recomputed on every load. Every cost and quantity column has a tenant-wide hide switch and a matching permission (see Configuration).

Stock Availability Details

The advanced search has an Optional multi-select that, by default, hides zero balances and the document-balance sections — HIDE_ZERO_BALANCE, HIDE_GOODS_RECEIVE_NOTE_BALANCE, HIDE_PURCHASE_ORDER_BALANCE, HIDE_SALES_ORDER_BALANCE, HIDE_DELIVERY_ORDER_BALANCE, HIDE_SALES_INVOICE_DRAFT_BALANCE, HIDE_GOODS_RECEIVE_NOTE_DRAFT_BALANCE, HIDE_GRN_STOCK_IN_DRAFT_BALANCE. Untick one to open that section; SHOW_MIN_QTY, SHOW_MAX_QTY and SHOW_OTHER_IMAGES_1..3 / _ALL add the level columns and item images. These are per-search options, not settings. Each document tab (GRN, PO, SO, DO, Sales Invoice draft, GRN draft, GRN stock-in draft, Sales Quotation) can also be hidden tenant-wide, and the item row opens a Stock Movement pop-up.

Stock Aging Report

How the age is found. Nothing stores an age. On every search the server fetches the stock ledger lines for the items in scope between the start date and today and replays them oldest first: each receipt joins a queue, each issue consumes from the oldest receipt still in the queue, and an issue that finds the queue empty is remembered as a shortage that the next receipt clears before any of it counts as stock. What is left in the queue is your stock, grouped by the month the receipt was posted — in Days mode the age is counted from the first day of that month, because the figures reach the screen by month only. Two things follow. The age is the age of the oldest receipts still unconsumed, not of any particular unit: a return or a transfer in is a fresh receipt, and a sale always takes from the oldest, whatever left the shelf. And the replay starts on 1 January 2022 — the screen sends that date on every search, and so does the aging tab on the Details view. Stock received before 2022 is never aged (it is not in the queue), and sales since then consume only receipts since then, so a group that went live earlier, or holds slow-moving stock older than that, sees less aged stock than it holds, with nothing on the screen to say so. Before planning a clearance from this report, compare its total for the item with Stock Balance.

Stock Availability with SO and PO

Trace Serial No, Serial Number Balance, Trace Batch No

Search by exact serial or batch number, keyword or date range. On Trace Batch No, sales invoice lines are shown as negative quantities so the running balance reads correctly. Trace Serial No asks for draft documents too, so a serial locked by an unposted sales invoice already appears on that invoice’s line before anything has posted. Serial tracing works forwards (which customer received this unit) and backwards (which GRN and supplier it came from); batch tracing lists every document a batch passed through.

Bin Availability

The figure per bin is what a picker can take: the bin’s quantity less what stock reservations and locks hold in it. Bins with nothing left are not listed.

Configuration

Before you can use it

Applet settings

Settings are on this applet’s own screens, not the shared settings screen. Application Settings and Default Selection apply to every user of the applet; Personalisation > Default Selection saves per user. Anyone who can open the gear menu can change them — no permission guards the settings screens.

Settings > Application Settings — six tabs. Each row takes effect where Effect says; rows marked rendered but not consumed are saved and do nothing.

Keys read at runtime without a control (set by other screens or only by hand in the master settings record):

Settings > Default Selection — DEFAULT_BRANCH, DEFAULT_LOCATION (saved, but no screen in this applet pre-selects anything from them — the search filters open empty whatever is stored), DEFAULT_TOGGLE_COLUMN (SINGLE / DOUBLE form layout, read by the Details listing) and side bar Ordering — drag the menu names into order, saved as SIDE_BAR_ORDER; RESET restores the built-in order. New menu items added in a later build are appended to a saved order.

Personalisation > Default Selection — the same branch, location and toggle-column values per user.

Document behaviour settings

Not applicable — the applet creates no documents.

Feature visibility / permissions

Forty-nine client-side permissions can be granted for this applet. Each re-enables one hidden column, pop-up or menu for its holder:

Checked in code but not seeded (the feature can only be hidden for everyone until they are added): SHOW_STOCK_CARD_PLANNING_MENU, SHOW_AUDIT_TRAIL_MENU, SHOW_LISTING_COMPANY_AVG_COST, SHOW_UOM, SHOW_STOCK_BALANCE, SHOW_ADJ_QTY, SHOW_AVAILABLE_QTY, SHOW_REPORT_INVENTORY_VALUE, and the eight the Details Sales Report / Purchase Report tabs read — SHOW_UNIT_COST, SHOW_MA_COST, SHOW_GP, SHOW_GP_PERCENTAGE, SHOW_DELTA_UNIT_COST, SHOW_DELTA_COST, SHOW_DELTA_GP, SHOW_DELTA_GP_PERCENTAGE.

Fields

No create or edit forms; item, location, bin, serial, batch, category and date columns are what they say. What the listing does not tell you:

• Grouped items never appear — a bundle’s availability is its components’; check them one by one.
• A location can appear for an item it has never held — an open document naming it is enough, with Stock Balance empty.
• A location holding zero or less never appears on its own — the listing asks only for balances above zero. A negative balance shows on the Details listing, or in Stock Report’s Stock Movement.

Details listing adds one column per pricing scheme selected in PRICING_SCHEMES for each price metric selected in PRICE_METRICS (sales unit price when none is chosen), plus Min / Max Qty and item images when chosen in the Optional filter.

Stock Card & Planning columns: Total Qty, Reserved Qty, Reserved By, Locked Qty, Packed Qty, Ad Hoc Qty, Available Qty, Bin Code, UOM, Job Order, Completion Date, Status.

Lifecycle and effects

Read-only — the applet writes nothing. Balances change only when stock documents are finalised elsewhere. On every load the listing merges the backend rows per item × location × company (see the first row of Troubleshooting). The backend returns the ledger balance, the open-document quantities for each requested document-type pair, stock in transit, min / max levels and the four cost bases; when a caller sends no pairs, or an incomplete one, it substitutes the defaults sales order → sales invoice (−1) and goods received note → purchase invoice (+1).

Related applets

• Stock Balance — the ledger this applet summarises.
• Inventory Item Maintenance and Doc Item Maintenance — item master, categories, pricing schemes; the item’s own Stock Availability and Stock Card tabs show the same data for one item.
• Stock Reservation — reserved and locked quantities on Stock Card & Planning.
• Stock Take and Stock Adjustment — fix a balance that disagrees with the shelf.
• Warehouse Management — bins.
• Sales Order, Purchase Order, Purchase GRN — the documents that make up Adj Qty.
• Organisation — companies, branches, locations.

Troubleshooting

Related documentation

• Inventory module — configuration, reports and use cases.