Stock on the quote: the shortage warning and the ways out

What it is

The stock reading that shows on each line of the quote, what it does when goods are short, and the ways out you have for each short item: deliver part, save the rest for a future order, adjust, keep or remove.

Where to find the quote's stock

• In the item table of the quote and of the cart, in the Stock column, line by line.
• In the drawer of each line (the detail that opens when you tap it), next to the quantity and the price, are the ways out of the shortage.
• In the document's warning panel, the Availability line sums up how many lines are short and takes you to them.

Where the stock number comes from

From the store's ERP, queried product by product. The query only exists when the store controls stock and has the ERP connected.

When there is no reading, the column says why instead of showing zero: zero is a statement, and "I didn't read it" is another:

• Checking stock…: the query is in progress;
• No ERP connection: the store doesn't have an ERP connected yet;
• Not found in the ERP: the ERP answered, but doesn't control that code;
• Line without code: the line has no product code to ask about;
• Couldn't check or Stock unavailable: the query failed just now; try again later.

When the reading gets old, the screen warns you. On the quote, Refresh the order, in the Other actions menu, reads it again.

How to read the Stock column

• Available: it has what was ordered.
• Tight stock · N in stock: it has it, but barely.
• X of Y short: it has only part of the order.
• Pre-sale covers the X short: the shelf is short, but the pre-sale covers the difference.
• No own stock · N for pre-sale or · N incoming: nothing on the shelf, with pre-sale or a purchase on the way.
• Sold out: nothing, not even on the way.

Next to the stock number there is a small i, when the ERP answered the reading for that line. It opens the explanation of the product's stock: the math with its numbers (shelf, reserved for pre-sale, under review, sold in pre-sale) and what each term means. On a computer it opens when you hover the mouse, and a click pins it until the next click; on a phone, tap to open and close. The i only explains: it changes nothing on the line.

On a short line, a container discrepancy · N below the number means the ERP has N pieces in the location set aside for container differences. They don't count as stock or pre-sale until the supplier decides: confirm before you promise.

After a decision, the line says which one it was: Reduced to stock, Goes in pre-sale, Stock + pre-sale, Removed from the order or Kept above stock. In the drawer, the decision sits on a discreet line, with what happens in the order; change shows the ways out and Undo again, and Checked takes the line out of the panel's count.

An absurd reading (a value that isn't a number, or an impossible quantity) also asks for a decision, as if it were a shortage. It is the most suspicious reading of all and can't go through without someone looking.

When the store counts pre-sale as stock, the line that the pre-sale covers in full is not short: it doesn't ask for a decision, doesn't enter the confirmation warning or the bulk actions. The Stock column still shows its shelf and pre-sale. On confirmation it goes to the order and the ERP the same way as before; to split the pre-sale part into a pre-sale order, use Sell in pre-sale on the line.

The ways out, on the line

The decision is per line: tap the line to open its drawer, and the options are there, next to the quantity and the price. With the drawer closed, they don't show. From the warning panel, see in the table goes straight to the drawer of the first short line:

• X in this order · Y for future: delivers now what can be sold (the shelf and, when the store sells pre-sale, the pre-sale) and saves the rest of what the customer ordered for a future order;
• Stock only: X · Y for future (only when the store sells pre-sale and it changes the math): delivers only what is on the shelf, without committing the pre-sale, and saves the rest for the future. Without pre-sale, it would give the same number as the previous option, so it doesn't show;
• Nothing in this order · N for future: takes the line out of this order, but saves what the customer ordered;
• Reduce to stock (N), Reduce to pre-sale (N) or Stock + pre-sale (N: X + Y): reduces the line to what the store delivers, and the name says where it comes from. The difference is recorded in Future demand when the order is confirmed;
• Sell in pre-sale (N) (when the shelf isn't enough and the pre-sale covers the whole order): the quantity doesn't change, and it goes out in a pre-sale order. In that case it is the highlighted button; Nothing in this order is still there for the customer who doesn't want to wait;
• Remove from order: the line disappears from the quote and isn't recorded anywhere. Use it when the item was read wrong or shouldn't be there;
• Keep as is (above stock): keeps the full quantity, on purpose. It is a deliberate exception, and is marked as such;
• Undo: clears the decision made and returns the line to the ordered quantity.

The panel counts, the line decides

In the document's warning panel, the Availability line shows the count ("N lines short", "N sold out", "N tight stock") and, below, "N lines to check in the table" with the see in the table shortcut, which scrolls to the first of those lines and opens its drawer.

The panel shows no item-by-item list and has no per-item decision button. It is the summary and the bulk action:

• Send only what is in stock (N): for all lines with a partial shortage at once: each one keeps what is available, and what is short is noted to sell later;
• Send only what is in stock, without the pre-sale (N) (in a store that doesn't count pre-sale: Send only what is in stock and remove what isn't): each short line keeps only what is on the shelf, and what is short is noted in Future demand; lines with no stock at all leave the estimate and don't come back.

While there is a shortage without a decision, the panel line reminds you what happens: "you: the line goes whole · the buyer: refusal at approval".

Save for the future or remove

The for future ways out immediately record what was left out in the quote's Future demand tab: the customer ordered it, the store didn't have it, and it is saved for a following order, including to notify when the item is back in stock.

• The rest saved by X in this order · Y for future and by Stock only can be returned to the order while it isn't closed.
• The line taken out by Nothing in this order doesn't come back to this order.
• Reduce to stock (and the other reductions), Keep as is and the line without a decision only go to the Future demand tab when the order is confirmed. Before that, the tab shows only what you sent there.
• Remove from order saves nothing. If the customer still wants the item, prefer a "for future" way out.

Adjust the future demand

In the Future demand tab you record what the customer really wants, without touching the order:

• Quantity and Packaging (wanted by the customer): both columns start at what the customer ordered and change the same number, in pieces or in boxes, as on the order line. If they wanted 500 and the order went out with 480, enter 500: the Difference column then counts what they want minus what is Included in the order. The order, the stock and the order file don't change.
• Note: an optional annotation per item ("asked for the new model"), in its own column. It shows in the tab and on the Latent demand screen, and doesn't go out in the customer's file.
• Add item, below the table: the same search as the order. Pick a product from the catalog, or use the bottom of the search to add a code that doesn't exist yet or just the description. What you add shows at the end of the list. If the product has stock now, the screen asks before saving, because maybe it should go into the order.
• Delete: removes the item from the tab and from the future order, and can't be undone. To record it again, use Add item or save for future on the order line.

On the quote, the tab shows only what you sent there: what you saved for future on the line and what you added. On confirming, the lines above stock go in on their own, and the tab gets the Stock now column and the Create the future order button, which takes what was left short on each line, already with the wanted quantity. A line where the customer wanted at most what will be delivered is left out.

An allocated line rounds down

On a line split among branches, what is available is rounded down: it is a quantity someone picks and ships. With 0,7 on the shelf, the way out that would require a whole unit is unavailable, and the button says why.

A shortage without a decision does NOT block confirming, except through the customer link

On the quote screen and through the conversation with Dri, the document confirms anyway: a shortage without a decision is a warning, not a gate. ⚠️ The exception is the customer's review link: there a shortage without a decision refuses the approval. So decide the shortages before you send the proposal.

And the consequence is concrete: the line goes whole, with the full quantity, to the order, the ERP and the customer's file. Deciding before confirming is worth it because the sold-out item becomes your problem later, not because the system requires it.

In the screen's closing window, the Send the ordered quantity anyway way out comes already checked, and confirming there records that decision. What goes above stock and pre-sale combined goes into the Future demand tab. The line that the pre-sale covers in whole doesn't go in: by the math, nothing is short on it.

On WhatsApp and through the customer link

• When the order is confirmed through the conversation with Dri, the shortage doesn't block either: the answer warns that there was an item without enough stock and without a decision, that the full quantity went to the order, and that the decision is made on the quote line.
• ⚠️ Through the customer's review link, the rule is different: there a shortage without a decision refuses, and the customer reads that the proposal can't be confirmed yet and that they should talk to you. Decide the shortages before you send the proposal.

When the shortage doesn't even ask for a decision

• The store doesn't control stock or has no ERP connected: without a reading, there is nothing to decide.
• There was no query, or the ERP answered that it doesn't know the code: there is no stated shortage, and blocking the order because the ERP was silent would punish the document for something that isn't its fault.
• The line already has a decision: any of the ways out, or a quantity edited by hand that fits in stock.

Common questions

• I confirmed and the sold-out item went to the ERP. Without a decision, the line goes full. Next time, decide in the drawer before confirming.
• The customer can't approve through the link. There is a short line without a decision; fix it on the quote and send it again.
• "Stock only" doesn't show. It only shows when there is pre-sale that would change the math; without it, it gives the same number as X in this order · Y for future.
• The column says "Not found in the ERP". The code isn't controlled in the ERP's stock; there is no shortage to decide.