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

> Read the quote's Stock column, decide what to do with each item that is short and save the rest for a future order before confirming.

Source: https://vendria.com/en/ajuda/estoque-na-cotacao

## 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.