Inventory: Inventory Restocking Report

Article Contents:

• Introduction
• Report Types:
• Report Filters:
• Create Purchase Orders Window – Restocking Report

Introduction

The Restocking report uses fields in the Inventory Item window for Minimum Qty and Reorder Qty. When the on-hand amount of an inventory item falls below the specified minimum quantity, the item likely needs to be restocked and may  appear on this report, depending on the filters selected. The report also can show how much customers have on order for each item, as well as how much is on purchase order with  vendors. This information will assist with determining how much of each item should be reordered. 

TIP:  Virtually all functionality, report columns, and filters of the Restocking report can be done using the Inventory Item query window. This window supports custom field picking, column order, output to the Purchase Order generation window, custom expressions, and Connected Views for saving different versions.

The Restocking report appears as shown in the following screen:

Report Types:

1) Standard Report shows the basic item restocking information. 

2) Send report output to Create PO Window is explained in the following Create Purchase Orders Window section. This report type is accessed from the "Send To" menu, as shown in the following screen.

3) Inventory Stock Analysis spreadsheet is useful when the standard report does not include enough information. This option generates a flattened export and includes the following columns (from left to right):  

Item No: Item number from inventory items screen. 

Description: Item description from inventory items screen.

On PO: Total outstanding quantity (not yet received) on vendor purchase orders for a specific location.

On SO: Total outstanding quantity (not yet shipped) on customer sales orders.   

On Hand: Total on hand quantity for the specific location.

Committed: Total quantity of an item committed.  In item can be committed by being in the “Ship Now” field of a sales order, on an unposted invoice, unposted inventory withdrawal, unposted transfer, or committed on unposted manufacture.

Available: “On Hand” less “Committed”

SO Ship Now: Total quantity in the “Ship Now” field on sales orders for the specific location.

Qty on Work Order Master: Total quantity of a master item to be manufactured for specific location.

Qty on Work Order Component: Total quantity required of a component item to be used on manufacture entries for a specific location.

Qty on Work Order Committed: Total quantity committed of a component item on manufacture entries for a specific location.

Shortage Qty on Work Order: Total shortage quantity (“Actual” less “Committed”) of a component item on manufacture entries for a specific location.

Min Qty: Value from the “Minimum Qty” field in the Inventory Items window.

Reorder Qty: Value from the “Reorder Qty” field in the Inventory Items window.

Location:  Location code.  Each location for each item will display a different row on the spreadsheet.

Analysis Code: Analysis Code from the Inventory Items window.

Primary Vendor Code: Code from the primary vendor as defined in the Inventory Items window.

Bin Location: Value from the Bin Location field in the Inventory Items

Item Type: Either “MASTER” or “INVENTORY” type items will be displayed. “SERVICE” type items are not included on this export

Report Filters:

Items: All Items, Item No (number) and enter a range, or Items with Analysis Code and enter a code, or Item with Vendor Code and enter a valid vendor code.

Locations: Choose All Locations or Locations Range and enter a range.   

Basis Qty: Define the On Hand qty basis by selecting the plus due qty from Purchase Orders, and/or less backordered qty from Sales Orders, and/or less all committed qty’s checkboxes. These three checkboxes can be selected in any combination and will provide the basis for restocking. Choose to display items that are below the Minimum stock qty or zero (or less).

Sorting: Sort by Item No, Item Name, Location, or Unit Cost in either Ascending or Descending order.

Create Purchase Orders Window – Restocking Report

The Create Purchase Orders window is used to quickly generate purchase orders. It can be accessed from the “Inventory Item Query” window via the Actions menu or opened when sending output from the Restocking and/or MRP reports. This window contains a large table that displays each item along with the quantities on order by customer, on hand, on purchase order, minimum quantity, and reorder quantity. All primary and secondary vendors are shown for each item as well as the native and landed costs for each vendor.  

From the Restocking Report, select the desired reporting criteria, then choose "Create PO Window" from the Send to menu, as shown in the following screen:

Using the information in the Create Purchase Order Window you can review each item and determine the quantity to be ordered. After the quantity is entered the extended amount and reorder total is recalculated. Once all items have been reviewed and order amounts entered, click Proceed to generate one PO per vendor. The Create Purchase Order window is shown in the following screen.

To further automate the process shortcut, buttons are provided that automatically enter default quantities for either the primary or the least cost vendor, depending on which button is clicked. The default quantity used by the shortcut buttons is determined by selecting either the Use Reorder Quantity or Use Calculated Quantity radio buttons. When Use Reorder Quantity is selected, reorder quantities as specified, by item, will be used.  For convenience these quantities are displayed in the table. When the Use Calculated Quantity radio button is selected a calculation is used to determine the optimum reorder quantity. In both cases, the quantities can be changed as needed.

The calculation used is:  IF (on hand qty + on order qty - customer on order qty) < minimum item qty (from inventory window) THEN order qty = reorder qty (from inventory window) ELSE order qty = zero.  Use of the calculated reorder quantity will prevent unnecessary orders.   The calculated order quantity is also displayed in the table for easy reference.