How to Read Stock Levels, Reserved and Available Quantities in CrmLeaf
All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Availability: All editions. Requires the Purchase add-on module to be enabled for your account by an Administrator.
Overview
CrmLeaf tracks stock for each warehouse and product pair at the same time. Each row holds more than one number, and using the wrong one leads to promising material you cannot issue. This article explains what quantity, reserved, stock-out and available mean, how available is calculated, and how the low stock, out of stock and over stock flags are set.
How It Works
Every warehouse and product combination has its own stock row. The row keeps the quantity held, the quantity reserved, and the stock-out quantity, and from those it derives the available figure. Minimum and maximum levels on the same row produce the low stock, out of stock and over stock flags, so you can filter for the rows that need attention.
Quantity → less Reserved → less Stock-out → Available → Compare to min and max levels
- Quantity is the stock recorded in that warehouse for that product.
- Reserved is the part of the quantity already committed, so it is not free to promise elsewhere.
- Stock-out is the quantity recorded as gone out of that row.
- Available is derived, not typed: available = quantity − reserved − stock-out.
- Minimum and maximum levels drive the low stock, out of stock and over stock flags for the row.
Who Can Use This Feature?
User
- View stock per warehouse and product.
- Read the available quantity before committing material to a project, requisition or order.
- Filter for low stock, out of stock and over stock rows.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Purchase add-on module enabled for the account.
- Warehouses created and opening stock entered.
- Minimum and maximum levels set on the rows you want flagged.
For Users
Step 1: Open the stock view
The screen lists stock per warehouse and product. Because a product can appear once per warehouse, read the warehouse column before you read any number.
Step 2: Read the four figures together
What to do: For the row you care about, note the quantity, the reserved quantity, the stock-out quantity and the available quantity. Use available, not quantity, when deciding what you can commit.
What to verify: Available equals quantity minus reserved minus stock-out. If it does not look right, one of the other three figures is what needs investigating.
Step 3: Work through a worked example
A product in the central store shows:
| Figure | Value | Meaning |
|---|---|---|
| Quantity | 500 | Recorded in the central store for this product. |
| Reserved | 120 | Already committed, so not free to promise. |
| Stock-out | 30 | Recorded as gone out of this row. |
| Available | 350 | Derived: 500 − 120 − 30 = 350. |
You can commit 350, not 500. If a project needs 400, you must transfer stock in from another warehouse, procure the shortfall, or release some of the reserved quantity.
Step 4: Use the stock flags
What to do: Filter the list for low stock, out of stock and over stock rows. Low and out of stock rows tell you what to procure or transfer; over stock rows tell you where material is sitting above the maximum level.
What to verify: Flags only appear where minimum and maximum levels are set, so check the level before concluding a row is healthy.
Step 5: Check the location, not just the total
What to do: Before you promise material, confirm it is available in the warehouse that will actually issue or ship it. A company-wide total can look sufficient while the issuing warehouse is short.
What to verify: The warehouse on the stock row is the one named on the requisition, transfer or dispatch.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Quantity | Stock recorded for this warehouse and product. | Maintained by movements |
| Reserved | Part of the quantity already committed and not free to promise. | Maintained by movements |
| Stock-out | Quantity recorded as gone out of the row. | Maintained by movements |
| Available | Derived as quantity − reserved − stock-out. | Derived |
| Minimum level | Threshold for the low stock flag. | No |
| Maximum level | Threshold for the over stock flag. | No |
Expected Result
You can read the stock position for any warehouse and product, calculate why the available figure is what it is, and see which rows are flagged low, out of stock or over stock before committing material.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- This feature depends on the Purchase add-on module. Confirm it is included in your plan.
- Always commit against available, never against quantity. Quantity includes material that is already reserved.
- Available is derived, so it cannot be edited directly. To change it, change what drives it.
- Order dispatches deduct from per-warehouse stock when the Purchase module is enabled, and cancelling a dispatch restores it, so dispatch activity explains many same-day movements.
Common Scenarios
Example: the total looks fine but the plant is short. A product shows 500 in the central store and 40 in plant A. A requisition at plant A for 100 cannot be met from plant A's own stock, even though the company total is far higher. The answer is a stock transfer into plant A.
Example: available is lower than expected. Quantity is 500 but available is 350, because 120 is reserved and 30 is recorded as stock-out. Nothing is missing; the material is committed.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Available is lower than the quantity on hand | Reserved or stock-out quantities exist on the row | This is expected. Available is quantity minus reserved minus stock-out. |
| A requisition cannot be met although stock appears to exist | The stock is in a different warehouse | Check the row for the issuing warehouse and transfer stock in if needed. |
| No low stock flag on an empty row | No minimum level is set for that warehouse and product | Ask your Administrator to set the minimum level. |
| Stock changed without a purchase or requisition | A dispatch was confirmed or shipped, a transfer was delivered, or an adjustment was recorded | Review the dispatch, transfer and adjustment records for that warehouse. |
| Stock screens are not visible | The Purchase add-on module is not enabled, or the role has no access | Ask your Administrator to enable the module and grant access. |
Frequently Asked Questions
How is the available quantity calculated?
Available = quantity − reserved − stock-out, for that warehouse and product row.
Can I edit the available quantity?
No. It is derived. Change the quantity through a documented movement, or record an inventory adjustment.
Why does the same product show different numbers?
Because stock is tracked per warehouse and product simultaneously. Each location has its own row.
What sets the low, out of stock and over stock flags?
The minimum and maximum levels on the warehouse and product row.
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