Why can there be a stock mismatch in my inventory?
Stock mismatches are usually due to:
Future stock movements: if you have a movement recorded with a future date, the stock you see in the product tab or general inventory includes it, but other reports (such as Stock History or Ongoing Stock Report) only show stock up to the current date.
Example:
Today you have 6 units.
There is a movement of +10 units for 5 days from now.
In the product sheet, you will see 16 units, but in the history, you will only see 6 if you filter to today.
Deleted documents or documents with errors: if a product line is deleted in a document (such as an invoice or order) and the system does not update the stock correctly. To fix it:
Go to the recycle garbage can, restore the document and delete it again.
If the problem persists, the support team can help you fix the mismatch.
Why does the stock in the product sheet not match the stock history?
It usually happens because:
There are movements with a future date that do not appear if you filter to today.
Documents were deleted that did not update the history properly.
Solution:
Check future movements.
Check deleted documents and restore from the trash.
If it still doesn't add up, the support team can help you with the mismatch.
What do I do if the stock of my lots does not match the total stock?
Sometimes, you see that the sum of the units of all your lots does not match the total number of units shown in the product file. This usually happens because there are archived lots that still count towards the total, even if you don't see them at a glance.
Easy example: imagine that you have 3 open boxes of cookies and an old box that you kept in a closet. Even though you have it in storage, it still counts to know how many boxes you have in total.
What to do?
Check if you have archived lots.
See if any have negative units (like a lot with -1) because that also affects the total.
If you find an archived lot that shouldn't count, check or edit it.
Why doesn't the stock history match up?
Sometimes you open the stock history and see that the numbers don't quite match what you expected. This can happen because the stock movements (receipts and issues of products) are sorted by date.
If you change a date or edit a movement a posteriori, the order can be altered a little, and the totals do not match.
Easy example: it's like if you write down in your diary that you ate pizza on Monday, but then change the date to Friday. If you don't rearrange your notes properly, it looks like you had two pizzas or a missing meal.
What to do?
Sort the history by stock date.
Take a good look at each movement (what was added or removed and when).
If you can't find the bug, you can export the history to Excel and add up all the units to see where the difference is.
Why does the stock value in the widget not match the report?
Sometimes, the total stock value you see in the widget is not exactly the same as the one in the detailed report. Don't panic: this is not a serious error.
This happens because of the rounding that Holded does when calculating prices.
The widget rounds everything together at the end (adds first, rounds later).
The report rounds each product line separately and then adds up.
These are very small differences (cents) and do not change how many units you have. Only the total value may vary a little.
What is the difference between current stock and available stock?
Current Stock: is the actual physical stock you have in stock today, including future dated movements.
Available Stock: is the current stock minus reserved stock plus incoming stock.
What do reserved stock and incoming stock mean?
Reserved stock: units already committed to sales orders, but not yet shipped.
Incoming stock: units that are coming in purchase orders, but have not yet been received.
Where can I see how many stock units I have reserved?
You can see it in the Available Stock column:
General product list (activate the column).
Product sheet.
Product selector in documents.
Can I block stock units?
No. For now, Holded does not allow you to block stock. You can see how much you have reserved and available, but not block specific units.
Why aren't all the units of a purchase order added to the invoice?
When you place a purchase order, you are telling your supplier how many units you want to buy. But in order for those units to be added to your stock and reflected on the invoice, you have to mark that you have received them.
There are 3 possible situations:
You don't mark that you have received anything: Holded understands that you have not yet confirmed receipt, so when creating the invoice it adds all the units from the original order.
You receive everything and mark as received: if you have already indicated that you have received all the units, the invoice will also include all the units of the order.
You receive only a part: if you mark that you have only received a part, the invoice will only include the units that are already registered as received.
For example:
You ordered 10 units.
You received 6 and marked them as received.
When converting to an invoice, only those 6 units appear.
☝🏼 To avoid mismatches, always check if you have correctly marked how many units you have received before converting the purchase order to invoice.
Why does an order appear as 100% shipped if I haven't shipped it?
Sometimes you see that an order appears as complete (100% shipped) even though you haven't sent a single package. This happens because Holded does a very simple calculation:
If the order indicates that you need to ship 10 boxes and you have shipped 10 boxes, it is 100% shipped.
But if by mistake the order indicates that you have to send 0 boxes, the system reasons: 0 of 0 = 100% shipped. Even if you have not sent anything, for Holded it is already complete.
It's like if they tell you that you have to do 0 tasks. If you do 0, you have already done them all.
What do I do so that it doesn't happen?
Before marking the order as shipped, check that it has products and units.
If the order says 0, add the products and their quantities.
How does the stock alarm work?
If you set a stock alarm, you will be able to filter the products that are at or below that minimum level. If a product is below, it is marked with a 0! on the product page. To see how many units are missing, use the stock alarm report.