Managing Stock on Hand, Overstocked and Should Order numbers

Managing your Stock on Hand to cover number of months of stock required before creating a Should Order.

Introduction

Months of Stock to hold

Quick Search for a Stock code

Should Order shows what Stock is running low


Introduction

To help you keep track of the amount of Stock on hand and know when you need to re-order, you can specify that you want to have enough stock on hand to cover the expected sales for a certain number of months. In other words, you can choose how many months you want to be able to cover. This setting is also used to calculate the number of overstocked Stock items as shown in the Quick Search.

This can be set globally for all Branches or set individually for specific Branches.

You can view Stock details in the Quick Search screen, including whether or not the items are overstocked, and see what Stock codes need to be re-ordered in the Should Order screen.

The number of months of stock to hold is used when the system calculates what Stock items should be re-ordered, and how many to re-order so that you have sufficient stock to cover your expected sales for that number of months.

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Months of Stock to hold

You can set the number of months of coverage for stock you would like to have on hand so that when you run a Should Order, the system can advise you what Stock items may need to be re-ordered.

To set this globally for all Branches:

  • Go to Settings > Stock Manager.

In the Stock Items section:

  • Should order - months of stock to hold: Enter the number of months you want coverage for Stock, e.g. 2.
  • Click Save and close.

To set this specifically for a Branches:

You may wish to have different settings for different Branches, or one global setting for all Branches except one or two, (perhaps if that Branch is remote and it takes longer for deliveries to reach that Branch, or if sales are particularly high at that Branch).

TIP: If you have a setting in any Branch, this setting in the Branch will override the global setting in the Stock Manager for that specific Branch.


To set up a specific setting for a Branch:

  • Go to Administration > Branches or Settings > Branches.
  • Select the Branch.

On the Details tab > General section, scroll down to the bottom of the screen.

  • Should order - manager months of stock to hold: This will display the number of months of stock to hold as set in the Stock Manager and is display only.
  • Should order - months of stock to hold: Enter the number of months of stock to hold for this Branch.
  • Click Save and close.

 

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Quick Search for a Stock code

In the Quick Search screen, you can see the number of on-hand or overstocked units for a given stock item within any branch. This is calculated from the months of stock to hold settings.

The Overstock quantity for a Stock item is calculated by:

Quantity on hand less (Average 12 month sales multiplied by Months of stock to hold)

  • Click Quick Search on the right sidebar menu.

This takes you to the My Stuff > Quick Search screen.

  • Stock: Enter or search for the Stock code you want.
In the Availability section on the bottom right, you can see the number of items of this Stock code that are held at each Branch. There are columns to show the numbers On Hand, Overstocked (shown in red), On Order, Unallocated or On Back Order.

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Should Order shows what Stock is running low

You can run a Should Order to tell you what Stock items are low in stock numbers and may need to be re-ordered. More details of this process are found at Run a Should Order to create a Purchase Order.

  • Go to Sales > Should Order.
  • Branch: Select the Branch to re-order for.

In this screen you can see the number of items on hand for any Stock code, how many are on order, how many are required for a month's cover and how many should be ordered.

The number recommended to be re-ordered will depend on the months of stock to hold as set up in the Stock Manager or for that specific Branch.

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Last updated: 9 September 2022