Stock Quantities

The Datafile Software stock system keeps track of stock movements by unit. It manages four separate quantity fields

Physical Quantity. This is the quantity of stock which should physically be present on your shelves or in your warehouse. In theory, if you went and counted your stock, the quantity you counted should match the physical quantity.

On-Order Quantity. Keeping track of the quantity of stock on order prevents you from over-ordering stock.The stock system allows you to record orders, and the Datafile Software purchase order processing and bill of materials systems also maintains this value.

Reserved Quantity. Although you have the physical stock, it may be that some of it is already spoken for, either to customers who have placed orders which you have yet to fulfil, or because the item is a component of a larger unit which you plan to assemble.The stock system allows you to record the quantity of stock reserved, and the Datafile Software sales order processing and bill of materials also maintains this value.

Free Stock Quantity. This represents the stock available to sell. It differs from physical stock because it takes account both of stock reserved (which reduces the physical stock available to sell) and stock on order (which will be available to sell as soon as it arrives). This field is a calculated item in the Datafile stock system:

 Free Stock = Physical Stock – Reserved Stock + On-Order Stock

 Notes