Stock levels, warehouses, and critical quantity

Stock levels for Items are tracked separately for each warehouse. The total stock is the sum across warehouses, though the quantity available for sale may be lower due to reservations. The critical quantity threshold helps identify when stock needs replenishing.

In the Stock Change History tab, you can view the date, related record, quantity, price, transaction type, post-action balance, warehouse, comments, and the user who performed the action. Use this tab when investigating discrepancies.

Stock levels are affected by Goods Receipts, Stock Transfers, Stock Write-offs, sales documents, returns, and authorized adjustments. Stock Transfer decreases stock in one warehouse while increasing it in another. Incoming quantities are not yet part of the actual balance.

An administrator can enable restrictions on the quantity available for sale for Opportunities, Invoices, and Invoices. They also determine whether reservations are deducted from the available balance. Therefore, consider physical stock, reservations, and system settings together.

How to investigate a discrepancy

1. Select a specific warehouse and note the displayed balance.
2. Check the reserved and incoming quantities—these are not the same as the physical stock level. 3. Locate the last correct value in the balance history.
3. Open the source document for the first unexpected transaction.
4. Check the date, warehouse, quantity, action, and comment.

Do not alter the current balance simply to make the figures match while the cause remains unclear. If the error was caused by Goods Receipt, Stock Transfer, or Stock Write-off, correct it according to the organization's inventory documentation process to maintain an audit trail.

If you cannot identify the cause of the discrepancy, send Hanna Customer Support the organization, Item code, warehouse, expected and actual stock, last correct transaction, and the link to the first discrepant source document. Do not adjust stock merely to hide the difference.

Related articles

• Items card, tabs, and actions
• Reservations and Incoming Items