Inventory Levels and Statistics

Qty Reserve categories are used to allocate Inventory quantities to various pending transactions in AcctVantage’s Sales and Inventory modules. Effective use of these categories can be beneficial in managing sales fulfillment, back order management and general Inventory levels.

On the Inventory tab of the Product record, you can see a detailed breakdown of the Inventory levels and statistics for each Warehouse that the Product is stocked in.

  • The Qty Reserve categories that are that included in the Qty Available calculations can be activated or deactivated on the Inventory tab of the System Setup screen. Each setting is optional.
  • There are some Product settings that affect Inventory Statistics. See the Inventory Statistics section below.

Product ➤ Inventory tab

See below for definitions of each category.

Product record ➤ Inventory tab 1

System Setup settings

These settings directly correlate to the above Qty Reserve categories.

  • Checked categories ARE subtracted from from Qty Available.
  • Un-checked categories are NOT subtracted from Qty Available.
System Setup - Inventory & Marketing

Inventory Levels

  • GL Inventory Code: The asset account that holds the value of the Inventory posted to the GL.
  • Value Posted: The dollar value for the stock of this item as of the last posting.
  • Value Real-Time: Posted value less the costs associated with units consumed on Ready to Post transactions.
  • Real Time Average Cost: Value Real Time divided by the Qty Real-Time On Hand.
  • Qty Posted: The number of units in-stock as of the last posting session.
  • Qty In Non-Posted: Quantity that is actually received on PO’s, Credit Memos, and Warehouse Transfers that are available but not yet posted to the GL.
  • Qty Out Non-Posted: Quantity that will be consumed on transactions that are not yet posted. This quantity is most typically associated with Sales Orders that have been marked “Picked."
  • Qty Real-Time On Hand: This quantity is the expected number of units on the shelf at any given time. It is calculated at Qty Posted plus Qty In Non-Posted minus Qty Out Non-Posted.
  • Qty Reserved Sales: This setting is used to allocate available Inventory to Pending Sales Orders. Any quantity in the Ship column of a saved Sales Order is reflected in this value. When the Order is marked Picked, the quantity is removed from here and becomes Qty Out Non-Posted.
  • Qty Reserved BO: This setting is used to allocate available Inventory to Open Backorders. When active, new Inventory received into stock will be immediately reserved to fill any open Backorders. When a Backorder is filled, the quantity becomes Qty Reserved Sales.
  • Qty Reserve Work Order: Used to allocate inventory to Work Orders that are marked In Process, but not yet Picked. Once a Work Order is Picked, the units are removed from On Hand.
  • QTY Reserved Transfer: The setting is used to allocate available Inventory to Pending Warehouse Transfers. When the Warehouse Transfer is shipped the quantity is removed from this column and moves to Qty Out Non-Posted.
  • Qty Reserved Locked: The setting is used to allocate units that have been Locked for quality control, in-transit, cycle counting, etc. via the Lot Locking function.
  • Qty Reserved Data Entry: This setting is a catch-all for pending inventory transactions. 
    • Example: A Sales Order that is in the process of being entered (but not yet saved) will reserve inventory for data entry. Once the order is saved, quantities move out of Reserved Data Entry and into Qty Reserved Sales. 
    • This setting is key to AcctVantage’s real-time inventory system, it ensures that one unit of Inventory is not allocated to more than one transaction.
  • Qty Available: Qty Real-Time On Hand minus the sum of the Qty Reserves. This is the quantity available for Sales, Warehouse Transfers, etc.  You can control which Qty Reserves are used in calculating the Qty Available via the Administration > System Setup screen.
  • Qty On Purchase Order: Reference only, this is the un-received quantity currently on Open or partially received PO’s. This quantity does not affect available Inventory.
  • Qty On Work Order: Reference only, this is the quantity of the finished good that is currently on in-process Work Orders.
  • Qty In Transit: Reference Only, this is the incoming quantity of goods marked as shipped on a Warehouse Transfer and destined for this Warehouse. This quantity does not affect available Inventory.

Inventory Statistics

  • Turns: First, the total usage for the time period is calculated (i.e. total qualifying draws). Then, the average daily quantity on hand is calculated. Finally, turns are calculated as Total Usage divided by Average Qty On Hand.
  • Months On Hand: This calculation is Qty Real-Time On Hand divided by Average Monthly Usage.
    • If Average Monthly Usage = 0, the system is designed to set Months on Hand = 1,000.
  • Average Monthly Usage: For a given time period, this calculation is Total Usage divided by the number of months in the time period.
    • Note: This calculation looks at full months only, so the number should be consistent from the 1st through end of month.

There are two settings on each Product record that control how Inventory Statistics are calculated. These settings exist for each Warehouse that the Product will be stocked in, which allows you to have different values for each Product/Warehouse combination.

  • MRP Ignore WH Transfers: Enter True if you do not want Warehouse Transfers to be included in the calculations.
  • MRP Time Period (Months): This is the number of months you want to be considered in the calculations for Inventory Stats.
Product record ➤ Inventory tab 2

How to find specific Quantity Reserves

Taking the above definitions into account, you may still be asking "but how do I find exactly where the quantity is being reserved?" For example, if you know there 762 units reserved for Backorder, you may want to find the specific backorders where the inventory is being reserved for decision-making purposes.

1. Quantity Reserve list view

The Quantity Reserve list view has a set of filters that will help you find specific transactions that account for reserved inventory.

Navigate to Warehouse Management > Quantity Reserve. Use the Filter By menu to find the various categories of inventory reserves.

Quantity Reserve  - list view

2. Use the Filter by menu

As with any window in AcctVantage, there are various search tools. Here I've combined two of them; the Quick Search and Filter by menus.

In the Quick Search, I've entered the part number and in the Filter by, I've selected Backorder. After clicking the Find button, the system returned three Quantity Reserve records that tie out to the 762 Qty Reserved BO from earlier.

You may also notice that the Table Name is listed. This is the table where the inventory is being reserved.

The columns displayed in the list and the fields available via Quick Search are modifiable via the View Editor. The Quantity Reserve list view is referred to as InvenQtyReserve in the View Editor.

Quantity Reserve - Filter by

3. Cross-reference to the appropriate table

Here I've cross-referenced to the table that was noted in the last screenshot. We can now see the actual Backorders where the inventory is reserved! From here, you can make your decision on what to do next.

This is just one example but hopefully it illustrates the capabilities of the Quantity Reserve window. Other Quantity Reserve "buckets" will function similarly.

Found related records!