Insufficient Inventory Available

If you enter a quantity into a transaction line that is greater than the quantity currently available (in the selected location if locations are in use) for that item, an Insufficient Inventory Available form displays.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Item Details

The item code, description, location, and unit of measure default to this form from the transaction line.

This field is read only.

Required

This displays the quantity that is entered into the transaction line.

Available

This displays the quantity that is currently available for the item. Detail about availability displays in the Quantity Statistics section of the form.

Information The quantity available is at a location level, where locations are in use. If you want to view the availability of inventory in another location, click the Alternative Location button. This button is emnabled if the inventory is in a location other than the line location.

Message

If the Supercessions sub-module is in use, and the line item is superceded, a message displays in bold red text above the Quantity Statistics group box.

Quantity Statistics

This part of the form displays the current balances for the item in read-only format. Balances display in the first instance for the line location, but an option to display balances at all locations is available.

Qty Required

Click this button to update the quantity displayed in the Required field. You can change it to the quantity available, or a lesser amount. If you make this change, the updated quantity defaults back to the transaction line, and you can proceed with the transaction.

Qty Available

Click this button to update the transaction line quantity to be the same as the quantity available. This form closes, and the line quantity will be updated.

Supercession details

If the item is superceded, this button will be available. Click the button to view details of the item that superceded the one you entered into the transaction line. If the new item has a quantity available greater than quantity required, the quantity you entered into the transaction line), you can select the new item at this time, and Greentree will close the insufficient inventory form, and update the transaction line so that it is for the new item, instead of the original item.

Substitute inventory item

This button is enabled if the item entered into the transaction line has one or more substitute items set up against it. Click this button to view details of substitute items, and inventory availability for those items. If one of the substitute items has a quantity available greater than quantity required, you can select it, and Greentree will close the insufficient inventory form, and update the transaction line so that it is for the substitute item, instead of the original item.

Alternative location

Click this button to view inventory located anywhere other than the location entered into the transaction line. If one of the locations has a quantity available greater than quantity required, you can select the alternative location, and Greentree will close the insufficient inventory form, and update the transaction line with the alternative location. You can also view on-order and on-shipment quantities if the Purchase Order module is in use.

Information If the SO User Preference option Always display alternative locations is selected, balances at alternative locations can also be viewed in a table at the base of the form.

Over selling

If the option to Allow negative on hand is selected for the item, this button will be available during the entry of transactions that decrease the item's on-hand quantity when saved. The button will also be available during Sales Order Entry and Factory Order Entry if the option Allow negative available is selected for the item in Inventory Item Maintenance - Main. In either case, when the option is selected, you can proceed with entering the transaction, regardless of the item's available and on-hand balances.

Information If you allow item over-selling and you use an average costing method, an automatic cost adjustment transaction may be required to ensure the item's average cost is calculated correctly when the item is received subsequent to an over-sell.

Put on Backorder

This option is available during sales order entry if backorders are allowed for both the company and the selected customer. Select the option to put the full quantity required on backorder. This will close the form and default the user back to the sales order line entry form. The backorder line quantity can subsequently be overridden by the user in SO Entry.

Make-to-inventory

This button is enabled if you are using the Kitset sub-module, and the item entered into the transaction line is a stocked kitset parent. If you click this button, the Kitset Parent Make-to-Inventory form will load with details relating to the quantity required. You can process a make-to-inventory transaction if there is sufficient inventory of component items to make the quantity required of the parent item.

Cancel

Click this button to close the form and return to the transaction line.

Purchase Orders

This option is available based on SO User Preferences. Click this button to open the PO Enquiry form, with Purchase Order assigned as the search criteria for the selected item. The location range applied to the enquiry will be based on whether you select the individual line location or All Locations.

Shipments

This option is available based on SO User Preferences. Click this button to open the PO Enquiry form, with Shipment assigned as the search criteria for the selected item. The location range applied to the enquiry will be based on whether you select the individual line location or All Locations.

Sales Order and AR Features

There are several features of the Insufficient Inventory Available form that are specific to sales order and AR forms. These are outlined below:

The Insufficient Inventory Available form only displays during line entry if the SO User Preference option Prompt for unavailable inventory at SO entry is selected.

Otherwise, the line will backorder (where backorders are allowed), or allocate the full line quantity where the Inventory Item Maintenance option Allow negative available is selected.
In SO Release Backorders, the form displays during the process if the All Backorders option is selected, and there is still insufficient inventory to meet the requirements of those orders.
In AR Invoice Entry, the form will not display during line entry if the AR User Preferences option Prompt for unavailable inventory at AR entry is not selected, and the Inventory Item Maintenance option Allow negative on-hand is selected.

These SO User Preference options determine what information displays on the form when it pops up during sales order entry and packing slip maintenance:

Display quantities for all locations

If you select this option, an All Locations option is available on the form, which displays the available inventory locations, not just the line location.

Default PO Enquiry to all locations

If you select this option, the Purchase Orders and Shipments buttons become available so you can access information about outstanding purchase orders and shipments of the item/location combination. The location range applied to the enquiry will be based on whether you select the individual location or All Locations.

Always display alternative locations

If you select this option, more information about inventory balances in alternative locations displays in a table at the base of the main form.