Item

Item IDs are the unique identifier for Items. 

Site

Sites represent Plants, Warehouses, Distribution Centers, or virtual objects that are used to store and/or maintain perpetual inventory balances.

Production Batch

A Production Batch is the identifier that contains all the Traceability information (Production Batch Properties and Attributes) for Lot Tracked Items. This number stays attached to the product, even if it is transferred to another Site. Production Batch is one of the 5 components that make up a unique Inventory Lot and it is required when entering a transaction line for a Lot Tracked Item. This value will be blank and/or disabled for all non-Lot Tracked items on screens that include a Production Batch field.

Warehouse Lot

A Warehouse Lot (aka Storage Lot) is used by 3rd party distribution sites to identify a unique quantity of product they are storing. Unlike a Production Batch number that never changes, Warehouse Lots will change as product is transferred to other Sites and/or transferred into exiting Warehouse Lots within the same Site. The 'Warehouse Lot' is one of the 5 components that make up a unique Inventory Lot and it is required when entering a transaction line on a transaction for a Warehouse Lot Tracked Site. This value will be blank and/or disabled for all non-Warehouse Lot Tracked Sites on screens that include a Warehouse Lot field.

Owner

Owners are used to identify who owns the inventory. Additional Owners are typically added for companies that do custom processing and need to keep that inventory separate from their own. Owner is one of the 5 components that make up a unique Inventory Lot and it is required on all Inventory Lots.

On Hand

The On Hand balance is intended to reflect the quantity of an Inventory Lot that is physically in the facility. On-Hand balances are maintained for all items with an 'Item Type' of "Sales Inventory" whether they are Lot Tracked or not. On Hand balances are updated when the 'Status' of Inventory and Sales transactions is changed to "Ready To Post". However, for companies that want unposted Sales Orders to updated the On Hand balances as soon as they are marked as Shipped, they can set the "Include Shipped & Approved Sales Orders in On Hand balances" Inventory Preference to "Yes".

The On Hand balance is the starting point of the Available balance calculation.

On Hold

The On Hold balance reflects the On Hand balance of an Inventory Lot with a Hold Code assigned, provided the 'On Hand' balance is > 0.00. For example, if the 'On Hand' balance of an Inventory Lot is 10.00 Lbs and the Lot is put on Hold, then the 'On Hold' balance will be 10 Lbs. If the 'On Hand' balance of an Inventory Lot is -30.00 Lbs and the Lot is put on Hold, then the 'On Hold' balance would be 0.00 Lbs (because the Lot balance was <= 0.00). On Hold balances are updated when a Hold Code is assigned or removed from an Inventory Lot. Hold Codes can be assigned to any Inventory Lot and the On Hold balances always reduce the Available balance.

Inventory Lots that are On Hold cannot be allocated to a sales transaction, unless done so by a user that is assigned in the 'Can Override' property on the Hold Code, and they cannot be allocated to any inventory transaction. An Inventory Lot can only have a single Hold Code applied at any given time.

Committed (-)

The Committed (-) balance is the ordered (requested) quantity, that has not yet been allocated, on an open transaction containing outgoing product. The Committed (-) balance reduces the Available balance. The Committed (-) balance is comprised of:

• Inventory transactions: where the quantity of a Lot Tracked line item where the item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on a Production Input line item and either the Production Batch or Warehouse Lot was unassigned, the Committed (-) balance for that transaction would be 10.
• Open Production Orders where the quantity of an Input line item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on the transaction and either the Production Batch or Warehouse Lot was unassigned, the Committed (-) balance for that transaction would be 10.
• Open Purchase Orders where a negative quantity of an inventory item has been saved and not yet received (on a Posted Receipt transaction). For example, if the inventory item on the Purchase Order is for -100lbs and has not yet been received, the Committed (-) balance for that item would be -100lbs.  If a Receipt is then Posted with -60lbs of that item, the Committed (-) balance would be -40lbs.
• Sales Transactions: Items on Sales Order Shipments, where the Shipment has not been Shipped, where the Ordered quantity is greater than the Allocated quantity. When this occurs, it is calculated as [Ordered] - [Allocated]. For example, if 15 Cases were ordered and 3 have been allocated, the Committed (-) balance would be 12. Note, this amount cannot be negative. For example, if there were 5 Cases ordered and 7 Allocated, the Committed (-) balance would be 0 not -2.

Note: Each Inventory Transaction can be conditionally included/excluded from the Committed balances based on the "Include open ### transactions in Available balances" Inventory Preference. If the preference are set to "Yes", they will be included in Committed balances and used to update the Available balances, if they are set to "No", they will not be included in Committed so they will not update Available balances.

Additionally, for Production Order Inputs, these can be conditionally included/excluded from the Committed balances based on the "First status to include Production Order Inputs in Available balances" Inventory Preference. If the transaction is set to a status equal to or greater than the Preference value, and is not in a status of Closed and not set to "Do Not Include", it will be included in Committed balances and used to update the Available balances, otherwise if the status is set to a value less than the Preference value, it will not be included in Committed so they will not update Available balances. 

Committed (+)

The Committed (+) balance is the ordered (requested) quantity, that has not yet been allocated, on an open transaction containing incoming product. The Committed (+) balance increases the Available balance. The Committed (+) balance is comprised of:

• Inventory transactions where the quantity of a line item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on a Receipt line item and either the Production Batch or Warehouse Lot was unassigned, the Committed (+) balance for that transaction would be 10.
• Open Production Orders where the quantity of an Output line item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on the transaction and either the Production Batch or Warehouse Lot was unassigned, the Committed (+) balance for that transaction would be 10.
• Open Purchase Orders where the quantity of an inventory item has been saved and not yet received (on a Posted Receipt transaction). For example, if the inventory item on the Purchase Order is for 100lbs and has not yet been received, the Committed (+) balance for that item would be 100lbs.  If a Receipt is then Posted with 60lbs of that item, the Committed (+) balance would be 40lbs. 
• Sales Returns: Items on Sales Order Shipments, where the Requested Returned quantity is greater than the Allocated quantity. When this occurs, it is calculated as [Requested] - [Allocated]. For example, if 15 Cases were being returned and 3 have been allocated, the Committed (+) balance would be 12. Note, this amount cannot be negative. For example, if there were 5 Cases requested for return and 7 Allocated, the Committed (+) balance would be 0 not -2.

Note: Each of the Inventory Transactions can be conditionally included/excluded from the Committed balances based on the "Include open ### transactions in Available balances" Inventory Preference. If the preference are set to "Yes", they will be included in Committed balances and used to update the Available balances, if they are set to "No", they will not be included in Committed so they will not update Available balances.

Additionally, for Production Order Outputs and unreceived Purchase Order quantities, these can be conditionally included/excluded from the Committed balances based on the "First status to include ##### in Available balances" Inventory Preferences. If the transaction is set to a status equal to or greater than the Preference value, and is not in a status of Closed and not set to "Do Not Include", they will be included in Committed balances and used to update the Available balances, otherwise if the status is set to a value less than the Preference value, they will not be included in Committed so they will not update Available balances. 

Allocated (-)

The Allocated (-) balance is the quantity, that has been allocated, on an open transaction containing outgoing product. The Allocated (-) balance reduces the Available balance. Unlike Committed (-) which represents "requested" demand on product, Allocated (-) represents the quantity that has been "assigned" and has/will ship. For example, if a Customer orders 15 cases and only 10 are allocated, the Available balance will be reduced by 15 made up of Allocated (-) of 10 cases and Committed (-) of 5 cases.  The Allocated (-) balance is comprised of:

• Inventory transactions where the quantity of a Lot Tracked line item where the item has been saved with a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on a Production Input line item and either the Production Batch or Warehouse Lot was assigned, the Allocated (-) balance for that transaction would be 10.
• Production Orders where the quantity of an Input line item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on the transaction and either the Production Batch or Warehouse Lot was unassigned, the Allocated (-) balance for that transaction would be 10.
• Sales Transactions where a line item has been allocated. 

Note: Each of the Inventory Transactions can be conditionally included/excluded from the Allocated balances based on the "Include open ### transactions in Available balances" Inventory Preference. If the preference are set to "Yes", they will be included in Allocated balances and used to update the Available balances, if they are set to "No", they will not be included in Allocated so they will not update Available balances.

Additionally, for Production Order Inputs, these can be conditionally included/excluded from the Allocated balances based on the "First status to include Production Order Inputs in Available balances" Inventory Preference. If the transaction is set to a status equal to or greater than the Preference value, and is not in a status of Closed and not set to "Do Not Include", it will be included in Allocated balances and used to update the Available balances, otherwise if the status is set to a value less than the Preference value, it will not be included in Allocated so they will not update Available balances. 

Allocated (+)

The Allocated (+) balance is the quantity, that has been allocated, on an open transaction containing incoming product. The Allocated (+) balance increases the Available balance. Unlike Committed (+) which represents "requested" balances, Allocated (+) represents "assigned" balances. For example, a Customer may order 15 Cases and only be shipped 10. The 10 Cases would signify what was actually shipped. The Allocated (+) balance is comprised of:

• Inventory transactions where the quantity of a Lot Tracked line item where the item has been saved with a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on a Receipt line item and either the Production Batch or Warehouse Lot was assigned, the Allocated (+) balance for that transaction would be 10.
• Production Orders where the quantity of an Output line item has been saved without a Production Batch and/or Warehouse Lot (if the Site is Warehouse Lot tracked). For example, if 10 Cases were entered on the transaction and either the Production Batch or Warehouse Lot was unassigned, the Allocated (+) balance for that transaction would be 10.
• Sales Returns where the line item has an allocated quantity.

Note: each of the Inventory Transactions can be conditionally included/excluded from the Allocated balances based on the "Include open ### transactions in Available balances" Inventory Preference. If the preference are set to "Yes", they will be included in Allocated balances and used to update the Available balances, if they are set to "No", they will not be included in Allocated so they will not update Available balances.

Additionally, for Production Order Outputs, these can be conditionally included/excluded from the Allocated balances based on the "First status to include Production Order Outputs in Available balances" Inventory Preference. If the transaction is set to a status equal to or greater than the Preference value, and is not in a status of Closed and not set to "Do Not Include", it will be included in Allocated balances and used to update the Available balances, otherwise if the status is set to a value less than the Preference value, it will not be included in Allocated so they will not update Available balances. 

Available

The Available balance reflects the quantity of inventory that is available to be allocated to a Sales or Inventory transaction. Available balances are calculated in real-time as quantities (on participating transactions) are updated and saved. The Available Balance is calculated as follows:

The Available balance calculation is dynamic based on how the the following Inventory Preferences are configured:

• Include Sales Quote Transactions in Available Balances
• Include Shipped & Approved Sales Orders in On Hand balances
• Include open Production transactions in Available balances
• Include open Adjustment transactions in Available balances
• Include open Transfer transactions in Available balances
• Include open non-PO Receipt lines in Available balances
• First Status to include unreceived Purchase Order Quantities in Available 
• First Status to include Production Order Inputs in Available Balances
• First Status to include Production Order Outputs in Available Balances

Functional Area

Transaction Type

Transaction Used for

Change Event

Effect on On Hand Balance

Sales Order

Sales Order

Selling product to customers

Status changed to "Shipped" or Approved" 

If the "Include Shipped & Approved Sales Orders in On Hand balances" Inventory Preference is set to "Yes"

Decrease

Status changed to "Ready to Post"

If the "Include Shipped & Approved Sales Orders in On Hand balances" Inventory Preference is set to "No"

Decrease

Sales Return

Recording a Return of product from a customer 

Status changed to "Ready to Post"

Increase

Price Adjustment

Making changes to Invoices that only impact price, not product balances 

This transaction does not change On Hand Balances

None

Quick Sale

Recording non-inventory sales to customers

This transaction does not integrate with Inventory

None

Inventory

Adjustment (negative qty)

Correcting product balances

Status changed to "Ready to Post"

Decrease

Adjustment (positive qty)

Increase

Production - Output (positive qty)

Used to create inventory

Recording the results of production

Increase

Production - Output (negative qty)

Used to reverse Production

Decrease

Production - Input (positive qty)

Product issued to Production

Recording what was consumed in production

Decrease

Production - Input (negative qty)

Return Product that had been issued to Production

Increase

Receipt (positive qty)

Recording what was received from a purchase

Increase

Receipt (negative qty)

Decrease

Inventory: Transfer (From)

(Transfer Sent)

Recording product movement from one facility to another

Decrease

Inventory: Transfer (To)

(Transfer Receipt)

Increase

Lot placed "On Hold"

Assigning a Hold Code(s) to a Lot

This event does not change On Hand Balances

None

Lot removed from "Hold"

Removing a Hold Code(s) to a Lot

None

Fisherman Accounting

Fisherman Sale

Selling product to a fisherman

This transaction does not integrate with Inventory

None

Tender Resale

This transaction does not integrate with Inventory

None

Sales Inventory

No

Warehouse Lot Tracked

Greater than 0

The entire On Hand balance of the item, in the Warehouse Lot, will be on Hold and the Available balance will be reduced by that amount.

Less than or equal to 0

The Hold Code will still apply but the On Hold quantity will be 0.00. Once the On Hand balance exceeds 0, the entire On Hand balance will be On Hold and the Available balance will be reduced by that amount.

Non-Warehouse Lot Tracked

Greater than 0

All quantity of the item, within the Site, will be on Hold and the Available balance will be reduced by that amount..

Less than or equal to 0

The Hold Code will still apply but the On Hold quantity will be 0.00. Once the On Hand balance exceeds 0, the entire On Hand balance will be On Hold and the Available balance will be reduced by that amount.

Yes

Warehouse Lot Tracked Site

Greater than 0

All quantity of the item, for a single Production Batch, in the Warehouse Lot within the Site, will be on Hold and the Available balance will be reduced by that amount.

Less than or equal to 0

The Hold Code will still apply but the On Hold quantity will be 0.00. Once the On Hand balance exceeds 0, the entire On Hand balance of the Inventory Lot will be On Hold and the Available balance will be reduced by that amount.

Non-Warehouse Lot Tracked

Greater than 0

All quantity of the item, for a single Production Batch, within the Site, will be on Hold and the Available balance will be reduced by that amount.

Less than or equal to 0

The Hold Code will still apply but the On Hold quantity will be 0.00. Once the On Hand balance exceeds 0, the entire On Hand balance of the Inventory Lot will be On Hold and the Available balance will be reduced by that amount.

Discontinued, Flat Fee, Kit, Misc Charges, Services, & Tax

Perpetual Inventory Balances are not tracked for these Item Types so they cannot be placed on Hold.

Inventory - Adjustment

When the line item is missing a Production Batch or Warehouse Lot

Negative

Recording a reduction in the balance of inventory

Inventory - Production - Input

Positive

Recording what is being consumed during production

Inventory - Production - Output

Negative

Un-recording Production (used to correct overstated Production)

Inventory - Receipt

Negative

Un-recording a Receipt (used to correct an overstated Receipt)

Inventory - Transfer (sending Site)

Positive

Recording what is being sent to another site

Sales Order

Ordered quantity

Positive

Recording the requested quantity on a sales order

Inventory - Adjustment

When the line item is missing a Production Batch or Warehouse Lot

Positive

Recording an increase in the balance of inventory

Inventory - Production - Input

Negative

Un-recording a Production Input (used to correct an overstated Production Input)

Inventory - Production - Output

Positive

Recording what is being made during production

Inventory - Receipt

Positive

Recording what is being received from an outside supplier

Inventory - Transfer (receiving Site)

Positive

Recording what is being received from another Site

Sales Order

Ordered quantity

Negative

Recording the requested quantity being returned on a sales order (a negative sales order line)

Sales Return

Positive

Recording the requested quantity to be returned

Inventory - Adjustment

When the line item contains either a Production Batch or Warehouse Lot or the Item is NOT Lot-Tracked

Negative

Recording a reduction in the balance of inventory

Inventory - Production - Input

Positive

Recording what is being consumed during production

Inventory - Production - Output

Negative

Un-recording Production (used to correct overstated Production)

Inventory - Receipt

Negative

Un-recording a Receipt (used to correct an overstated Receipt)

Inventory - Transfer (sending Site)

Positive

Recording what is being sent to another site

Sales Order

Allocated quantity

Positive

Recording that actual quantity that will ship on a sales order

Inventory - Adjustment

When the line item contains either a Production Batch or Warehouse Lot or the Item is NOT Lot-Tracked

Positive

Recording an increase in the balance of inventory

Inventory - Production - Input

Negative

Un-recording a Production Input (used to correct an overstated Production Input)

Inventory - Production - Output

Positive

Recording what is being made during production

Inventory - Receipt

Positive

Recording what is being received from an outside supplier

Inventory - Transfer (receiving Site)

Positive

Recording what is being received from another Site

Sales Order

Allocated quantity

Negative

Recording that actual quantity that is being returned

Sales Return

Positive

Recording that actual quantity that is being returned

Event

On Hand

On Hold

Committed (-)

Committed (+)

Allocated (-)

Allocated (+)

Available

Begin the month with 500 cases of Item ABC, in Site CCS

It is all from Production Batch 0525 and is located in Warehouse Lot ABC. It is all assigned the Owner of Main and none of it is on Hold.

500

500

Entered a Production Output Transaction for 100 more cases that are all going into the same lot. The transaction is not yet posted.

500

100

600

Record a positive Receipt transaction for 50 more cases, all going into the same lot. The transaction is not yet posted.

500

150

650

Record a negative Adjustment transaction because 10 cases were destroyed by a forklift. The transaction is not yet posted.

500

10

640

Post the three transactions

640

640

Enter a transfer to send 200 cases to another Site. The transaction is not yet posted.

640

200

440

Allocate 40 case to Sales Order 58415. The transaction is not yet posted.

640

240

400

Post the Sales Order

600

200

400

Post the Transfer

400

400

Put the Lot on Hold

400

400

0