Why is my Suggested Order quantity higher than expected when using 'Part Master Ordering Setting'?

Why is my Suggested Order quantity higher than expected when using 'Part Master Ordering Setting'?

Introduction

When generating a Suggested Order, the system looks at various types of open or processed transactions to determine what the correct Suggested Order quantity of a part should be for users generating a Suggested Order.

When an item has been suggested with a higher than expected order quantity, it is usually the result of one or more of the following open transactions:
  • Counter sale 'Back Order'
  • Inventory Transfer between Warehouses
When troubleshooting issues for your Suggested Orders, please make sure to check if there are any open Counter Sale Back Orders, or any 'Open' inventory transfers that may result in different quantities than expected




Examples for each scenario will be provided in the sections below

Inventory Transfer

An inventory Transfer allows the on-hand quantity of a part to be moved between warehouses. Suggested Orders will be generated based on Open / In-Transit quantities for each warehouse specified.


If an 'Immediate' inventory transfer is still in an Open state, Suggested Orders will assume that the on-hand amount will be leaving the warehouse and will suggest new quantities based on the open transaction

Example:

Fig. A - Part 756817089 has an on hand quantity of 5 in the SHOP Warehouse



Fig. B - The replenish settings for this part has a minimum value of 5 and a maximum value of 5



Fig. C - However, there is also an open 'Immediate' transfer for this part with a quantity of 8.

Due to this, the system registers the current On-Hand for this part for Suggested orders to be -3 when looking at the from Warehouse (SHOP)
​



Fig. D - When generating a Suggested Order, the system will see a quantity of 8 leaving the warehouse, which is subtracted from the current On Hand of 5 displayed in Fig. A

Breakdown: A quantity of 8 is being transferred out of this warehouse, so the system Suggests an order of 8 to bring the on-hand value of the part back to it's min/max settings of 5



Counter sale: Back Orders

A Counter Sale back-order is created when the 'Order Quantity' is higher than the 'Charge Quantity' as displayed in the image below. For an invoiced Counter Sale, Suggested Orders will take any open Back Order quantity as part of the Suggested Order calculation.

Breakdown: An Order Quantity of 12 - a Charge Quantity of 5 results in a Back/Order of 7 for part 756603692
Fig. A - A Back Order quantity of 7 was created for this invoiced Counter Sale for part 756603692



Fig. B - This has resulted in a Back Order record on the Parts -> Counter Sale Manager -> Back Orders screen




Fig. C - The system will now suggest a quantity of 12 due based on the following

Breakdown: Part 756603692 started with a on-hand quantity of 5, and a min/max replenish setting of 5
  • 5 were sold on a Counter Sale, bringing the current on-hand quantity to 0
  • a back order was created for a quantity of 7 as the customer ordered 12 while only 5 were sold
The system will now suggest a total of 12 to be ordered, to fulfill the back order request and bring the current on-hand quantity back to it's min/max setting of 5


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