Stock Management

Track on-hand, reserved, and available quantities by warehouse and location

Overview

Stock Management provides real-time visibility into inventory quantities across all warehouses and bin locations. The system maintains three key quantity types: On-Hand, Reserved, and Available.

Stock Quantity Types

On-Hand Quantity

Physical stock present in the warehouse:

On-Hand = Total physical inventory in location

• Updated by posted inventory documents
• Represents actual parts in storage
• Cannot be negative (enforced by system)

Reserved Quantity

Parts allocated to accepted work orders:

Reserved = Parts committed to accepted tickets

• Set when reserving parts for work orders
• Prevents double-allocation
• Released when parts are issued or unreserved

Available Quantity

Parts available for consumption:

Available = On-Hand - Reserved

• True consumable inventory
• Used for reorder calculations
• Can be negative (over-reserved)

Always check Available quantity before issuing parts. On-Hand may include reserved stock not available for general use.

Accessing Stock Views

The system provides two main stock views:

Availability View

Location: Inventory > Disponibilidad (/inventory/availability)

Shows: v_available_stock view

Columns:

• Part code and name
• Warehouse code and name
• On-Hand quantity
• Reserved quantity
• Available quantity (calculated)

Features:

• Filter by warehouse
• Search by part or warehouse name
• Toggle “Only Available” (available_qty > 0)
• Toggle “Only Reserved” (reserved_qty > 0)
• Summary statistics (totals)

Stock by Location View

Location: Inventory > Stock por ubicación (/inventory/stock-by-location)

Shows: v_stock_by_location view

Columns:

• Part code and name
• Warehouse
• Bin location
• Quantity on hand
• Unit of measure

Features:

• Filter by warehouse
• Filter by bin
• Search by part code/name
• Drill-down to specific bins

Service Functions

Access stock data programmatically:

// Get available stock view
import { listAvailableStock } from '@/services/inventory';

const availableStock = await listAvailableStock(
  { warehouse_id: warehouseId },
  5000 // limit
);

// Result type: VAvailableStockRow[]
// Fields: part_id, part_code, part_name, warehouse_id,
//         warehouse_code, warehouse_name, on_hand_qty,
//         reserved_qty, available_qty

// Get stock on hand by part
import { getStockOnHandByPart } from '@/services/inventory';
const partStock = await getStockOnHandByPart(partId);

// Get stock on hand by warehouse
import { getStockOnHandByWarehouse } from '@/services/inventory';
const warehouseStock = await getStockOnHandByWarehouse(warehouseId);

Stock Movements

Stock quantities change through posted inventory documents:

RECEIPT

Increases On-Hand

Before: On-Hand = 10
Receipt: +5 parts
After: On-Hand = 15

• Adds to destination bin
• Does not affect reservations
• Creates positive ledger entry

ISSUE

Decreases On-Hand

Before: On-Hand = 15, Reserved = 3
Issue: -5 parts
After: On-Hand = 10, Reserved = 0 (if from ticket)

• Removes from source bin
• Releases reservation if linked to ticket
• Creates negative ledger entry
• Validates sufficient stock before posting

TRANSFER

Moves Between Locations

Source Before: On-Hand = 20
Destination Before: On-Hand = 5

Transfer: 10 parts

Source After: On-Hand = 10
Destination After: On-Hand = 15

• Decreases source bin
• Increases destination bin
• Can be same or different warehouse
• Validates source has sufficient stock

ADJUSTMENT

Corrects Quantities

Before: On-Hand = 10
Physical Count: 12 actual
Adjustment: +2
After: On-Hand = 12

Or removing excess:

Before: On-Hand = 10
Physical Count: 8 actual
Adjustment: -2
After: On-Hand = 8

• Can increase or decrease
• Used for cycle counts
• Documents reason in notes

Stock Reservations

Reserve parts for work orders to ensure availability:

1. Accept Work Order

   Work order must be in ACCEPTED status to reserve parts.

2. Navigate to Reservations

   Go to Inventory > Reservas por OT (/inventory/reservations).

3. Select Work Order

   Choose from list of accepted work orders.

4. Add Part Request

   Specify:

   • Part ID
   • Quantity needed
   • Warehouse/bin location
5. Reserve

   System calls reserve_ticket_part RPC:

   await inv().rpc('reserve_ticket_part', {
     p_ticket_id: ticketId,
     p_part_id: partId,
     p_warehouse_id: warehouseId,
     p_bin_id: binId,
     p_qty: quantity
   });
   
6. Verify Reservation

   Reserved quantity increases, available decreases:

   Before: On-Hand = 20, Reserved = 5, Available = 15
   Reserve 3: On-Hand = 20, Reserved = 8, Available = 12
   

Reservations do not physically move parts. They only allocate quantities to specific work orders.

Stock Validation Rules

The system enforces these constraints:

Issue/Transfer Validation

ISSUE and TRANSFER documents validate sufficient stock before posting.

Validation logic:

IF quantity_to_issue > on_hand_qty THEN
  RAISE EXCEPTION 'Insufficient stock in bin %', bin_code;
END IF;

Error example:

Insufficient stock: Trying to issue 10 but only 7 available
in warehouse WH-01, bin A-01-05

Adjustment Validation

ADJUSTMENT quantities cannot be zero and cannot result in negative stock.

Validation logic:

IF adjustment_qty = 0 THEN
  RAISE EXCEPTION 'Adjustment quantity cannot be zero';
END IF;

IF (current_qty + adjustment_qty) < 0 THEN
  RAISE EXCEPTION 'Adjustment would result in negative stock';
END IF;

Cycle Counting Workflow

Regular physical inventory counts maintain accuracy:

1. Generate Count List

   Export parts to count from stock by location view:

   • High-value parts
   • High-turnover items
   • ABC analysis categories
2. Perform Physical Count

   Count actual parts in bins:

   • Verify part codes
   • Count quantities carefully
   • Note any discrepancies
   • Check for damage/obsolescence
3. Compare to System

   Review system quantities:

   • On-Hand from v_stock_by_location
   • Note differences
   • Investigate large variances
4. Create Adjustment Documents

   For each discrepancy:

   • Create ADJUSTMENT document
   • Set warehouse and bin
   • Enter adjustment quantity (+ or -)
   • Document reason in notes field
   • Post document
5. Review and Analyze

   After adjustments:

   • Verify system matches physical
   • Analyze root causes
   • Implement corrective actions
   • Update procedures if needed

Stock Alerts

The system generates alerts based on stock levels:

Low Stock Alerts

When available_qty < min_stock_qty for a part:

• Appears in reorder suggestions
• Triggers procurement workflow
• Considers reorder point if defined

Negative Available

When available_qty < 0 (over-reserved):

Negative available quantity indicates more parts are reserved than physically on-hand. This can happen if:

• Stock was consumed without unreserving
• Adjustments reduced on-hand below reservations
• Multiple reservations on same stock

Action: Review reservations and cancel or issue as appropriate.

Zero On-Hand with Reservations

When on_hand_qty = 0 but reserved_qty > 0:

Ghost reservations exist without physical stock. Cancel these reservations or receive stock to fulfill them.

Reporting

Stock Valuation

Calculate total inventory value:

SELECT 
  p.code,
  p.name,
  s.on_hand_qty,
  pc.unit_cost,
  (s.on_hand_qty * pc.unit_cost) AS total_value
FROM stock_on_hand s
JOIN parts p ON s.part_id = p.id
JOIN part_costs pc ON p.id = pc.part_id
WHERE s.on_hand_qty > 0
ORDER BY total_value DESC;

Turnover Analysis

Identify slow-moving inventory:

SELECT 
  p.code,
  p.name,
  s.on_hand_qty,
  COUNT(l.id) AS movement_count,
  MAX(l.created_at) AS last_movement
FROM stock_on_hand s
JOIN parts p ON s.part_id = p.id
LEFT JOIN inventory_ledger l ON s.part_id = l.part_id
  AND l.created_at > NOW() - INTERVAL '90 days'
WHERE s.on_hand_qty > 0
GROUP BY p.code, p.name, s.on_hand_qty
HAVING COUNT(l.id) = 0
ORDER BY s.on_hand_qty DESC;

Best Practices

Regular Cycle Counts

Schedule periodic counts:

• Critical parts: Monthly
• High-value: Quarterly
• Standard: Annually
• Random samples: Weekly

Reserve Before Work

Always reserve parts for planned work:

• Prevents shortages
• Improves planning accuracy
• Tracks true availability
• Enables better procurement

Prompt Transaction Recording

Record movements immediately:

• Don’t batch transactions
• Use mobile devices for real-time entry
• Verify bin locations during picks
• Post documents same-day

Monitor Available Quantity

Focus on available, not on-hand:

• Use availability view for decisions
• Consider reservations in planning
• Alert on low available (not just on-hand)
• Review over-reserved situations

Related Topics

Documents

Process receipts, issues, and adjustments

Reservations

Manage work order part reservations

Reorder Policies

Automate reorder based on stock levels

Warehouses

Organize stock in locations