Physical / Reserved / Available Stock

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Our Shopware ERP powered by Pickware Plugin introduces a new inventory management for items which extends the Shopware standard system and distinguishes between the following three stock levels:

• Physical stock indicates how often an item is currently in stock in the warehouse.
• Available stock indicates how often an item is still available for sale. The Available stock is reduced immediately after receipt of a new order and thus corresponds to the „old“ shopware stock.
• Reserved stock is the difference between the Physical and Available stock and thus indicates how often an item has been ordered but not yet shipped.

This results in the following dependency: Physical stock -[minus] Available stock = Reserved stock

In stock initialization, the physical stocks are calculated once on the basis of the current shopware warehouse stock (future term: Available stock) and on the basis of open orders. This happens once at the beginning of the use of Shopware ERP.

Stock inconsistencies: Determine root cause

It can happen that the warehouse stock is no longer correct due to manual changes or the effects of external plugins. To ensure correct stock levels at all times, proceed as follows:

1. Open the Stock overview under Items > Warehouse > Stock overview and activate the checkbox only show articles with stock problems.

1. Click on one of the items. On the right you can now see all orders that contain this item but have not yet been shipped. These orders should not include orders with the order status Completely delivered. This would otherwise indicate that the shipped values were not set correctly for the orders. To correct this inconsistency, you have to open the corresponding purchase orders and adjust the shipped values of the individual items in the Positions tab.

1. The stock overview should also not show any purchase orders with order status Cancelled/Rejected. This would indicate that only the order status of the purchase order was changed but the order items were not correctly cancelled. You can cancel the orders in the Positions tab as well.
2. If the item is still marked as a problem, this is due to a discrepancy between the Current quantity and the Expected quantity (based on listed orders). Both figures reflect the Reserved stock in different ways.

Stock inconsistencies: How to fix them

In the example above, the Current quantity is 4; the Current quantity corresponds to the calculated difference between Physical and Available stock (=Reserved stock). Therefore, the Current quantity must be the same as the Reserved stock. To be able to clear any upcoming inconsistencies, Shopware ERP also adds up the number of all incoming orders for an item. This number corresponds to the Expected quantity (based on listed orders). In the example, it is 7.

Since the Current quantity and the Expected quantity each determine the Reserved stock in a different way, the numbers must match to rule out stock inconsistencies. Physical stock (67) – [minus] Available stock (63) = Current quantity/[Reserved stock] (4) Expected quantity(7) = total of items according to open orders = Reserved stock (7)

To fix the stock inconsistency, double-click on the Available stock and correct it to 39. This corresponds to the simple calculation: Physical stock (67) – [minus] Expected quantity (based on listed orders) (7) = Available stock (60) This also changes the equation for Reserved stock: Physical stock (67) – [minus] Available stock (60) = Current quantity[Reserved Stock] (7)

Check stock levels: stocktake

If no more problems are displayed in your Stock overview, this means that there are no remaining inconsistent stocks in your shop. You can now easily perform a stocktake with Shopware WMS powered by Pickware and ensure that all physical stocks are correct.

Now you can start with perfectly maintained stocks!

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