Omono keeps three quantities for every counted stock item. This article explains what they mean, what moves them, why stock never goes below zero, how to do a stocktake, and which reports help you reorder and trace movements.
The three quantities
Quantity | Meaning |
In Stock | What is physically on the shelf. |
Allocated | Reserved for sales order dispatches that are allocated but not yet picked. |
On Order | Expected from active purchase orders. |
There is no available figure: what is free for new orders is In Stock minus Allocated. In the picking form, Available shows In Stock for a stock item. For an assembly line it shows how many finished assemblies you can still take after other reservations, or N/A if the assembly's BOM has been customised on the order.
Omono flags an item Insufficient Stock when In Stock is below its Minimum Stock Level or below its Allocated quantity. Its In Stock box turns red, and the Insufficient Stock status filter on the Stock screen finds every flagged item. For the dots on a stock card, see Stock items and stock types.
The Allocations panel on the stock item lists the dispatches that hold the reserved quantity. An assembly's page shows Assemblies Possible in place of On Order; see Assemblies and bills of materials.
What moves the numbers
Event | In Stock | Allocated | On Order |
Purchase order emailed, downloaded or printed | up | ||
Line added, changed or deleted on an active PO | up or down by the change | ||
Delivery received | up | down | |
Delivery un-received | down | up | |
PO cancelled | down | ||
Dispatch allocated | up | ||
Dispatch picked | down | down | |
Dispatch shipped | down by any reservation picking did not use | ||
Dispatch back to Order Review | up (unpicked) | down | |
Order cancelled | up (unpicked) | down | |
Received delivery quantity changed | up or down by the change; it stops at zero rather than refusing | the opposite way by the change | |
Untracked assembly build | components down, assembly up | ||
Stocktake | set to the counted quantity | ||
Credit note | no change |
Never-diminishing items are never affected. For the dispatch steps, see The Workflow board.
Can stock go negative?
No. Omono never lets In Stock fall below zero:
Picking. If you enter a picked quantity above what is available, Omono ignores the change. Add All picks what is available.
Untracked builds. A build is refused when a component is short.
Stocktake. The Quantity must be zero or more.
Un-receiving a delivery. Omono refuses to set a received delivery back to Not Received or On Hold if that would take an item below zero.
If the goods are on the shelf but In Stock shows fewer, receive the delivery that brought them in, or do a stocktake, and then pick again.
Doing a stocktake
A stocktake sets an item's In Stock to what you counted. It is also how you record write-offs, scrap and customer returns.
Open the stock item and click Stocktake.
Enter the counted Quantity. Enter 0 to write the item off. Stock items take up to 4 decimal places; assemblies take whole numbers.
Set the Last Stocktake date. It defaults to today and cannot be in the future.
Click the tick to save.
Allocated and On Order do not change. Omono writes a note on the item with the old and new levels, and adds an entry to the Activity Feed. The Stock Movement report shows the net change as Adjusted, dated when you saved the stocktake, not by the Last Stocktake date.
A stocktake cannot be undone or deleted. To correct a mistyped count, enter a second stocktake; both stay in the history. Archived and never-diminishing items cannot be stocktaken.
Reorder suggestions
Open Reports → Reorder Suggestions, or click Reorder Suggestions on the Stock screen.
The report lists every item you can buy whose In Stock is below its Allocated quantity or its Minimum Stock Level. Archived items, never-diminishing items and assemblies (built, not bought) are left out. For each item it shows the Shortfall, a Suggested Order that allows for stock already on order and the item's minimum order quantity, the supplier to buy from, the lead time and the estimated cost.
To order, tick the items in the Raise PO column, click Raise Purchase Orders, choose Deliver To, check each Quantity and click Create N Draft POs. Omono creates one draft purchase order per supplier, with the Reference # "Stock Reorder" and you as the buyer. Open each draft in Purchasing, add a delivery that covers every line, and email, download or print it to place it on order. For every filter and column, how the supplier is chosen and the full steps, see Stock reports.
The Needs Ordering status filter on the Stock screen shows a similar list. It also includes assemblies, and it hides items that stock on order will cover.
Stock movement history
No screen lists every movement of one item; use the reports below, and the item's Notes, which record every stocktake and stock-level warning.
Reports → Stock Movement shows, for each item and each period in a Date Range, the quantities Received, Shipped, Consumed (components used when picking assemblies), Built, Consumed by Build and Adjusted (stocktakes, which can be negative), plus the Current Stock Level. Only items with a movement in the range are listed; never-diminishing items never are. Tick Combine Consumed and Shipped for one figure for everything that left stock for a customer. Shipped and Consumed are dated by the dispatch's invoice date, so stock picked but not yet invoiced is not in the report.
Reports → Stock Demand shows what the open order book still needs, for ordinary stock items only; an assembly's demand shows against its components. It counts every sales order that is On Order, On Order - Call Off or On Hold, less what has already been picked, and compares the total with In Stock and On Order to give the shortfall. See Stock reports for every column.