Skip to content

Stock Balance

Overview

The Stock Balance screen provides real-time visibility into current inventory levels across all products, locations, and containers. It displays both physical and virtual quantities, helping you maintain optimal stock levels and make informed inventory decisions.

Stock Balance

To access Stock Balance:

  1. Click Inventory in the left sidebar menu
  2. Click Stock Balance
  3. Or use direct URL: https://main.smartb.co/action?name=stock_balance

Key Features

Action Buttons

  • Update All Balances - Recalculates all stock balances based on current transactions
  • New Purchase Order - Create a purchase order directly from low stock items
  • New Goods Transfer - Initiate internal stock transfers between locations
  • New Goods Issue - Create goods issue documents for stock consumption
  • New Product Transform - Convert products from one form to another

Column Descriptions

Column Description
Product Product code and description
Lot / Serial Number Batch or serial number for traceability
Container Primary storage container
Secondary Container Additional container information
Location Current storage location
Physical Qty Actual quantity on hand
Amount Total value of stock
Virtual Qty Available quantity (physical minus reserved)
UoM Unit of Measure
Secondary Qty Quantity in alternative UoM
Min Qty Minimum stock level threshold
Max Qty Maximum stock level threshold

Visual Indicators

  • Red Background - Items below minimum stock level requiring immediate attention
  • Negative Virtual Qty - Shows in parentheses (e.g., (1.00)) indicating overcommitment

Common Use Cases

Checking Current Stock Levels

  1. Use the search bar to find specific products
  2. Review Physical Qty column for actual on-hand inventory
  3. Check Virtual Qty for available-to-promise stock
  4. Compare against Min/Max thresholds

Managing Low Stock Items

  1. Identify red-highlighted items (below minimum)
  2. Click New Purchase Order to reorder
  3. Set appropriate reorder quantities
  4. Submit purchase order for approval

Internal Stock Transfers

  1. Select items to transfer
  2. Click New Goods Transfer
  3. Specify source and destination locations
  4. Enter transfer quantities
  5. Confirm the transfer

Stock Valuation

  1. Review the Amount column for individual item values
  2. Use filters to view by location or product category
  3. Export data for detailed analysis
  4. Calculate total inventory value

Quick Filters

  • Filter by product category
  • Filter by location
  • Filter by container type
  • Show only items below minimum
  • Show only items above maximum
  • Search by product code or name
  • Search by lot/serial number
  • Search by location code
  • Combine multiple criteria

Best Practices

Regular Balance Updates

  • Run Update All Balances daily or after major transactions
  • Verify balances after stock counts
  • Check for discrepancies regularly

Minimum/Maximum Management

  • Set appropriate min/max levels based on:
  • Lead times
  • Usage patterns
  • Storage capacity
  • Seasonal demand

Monitoring Guidelines

  • Review red items (below minimum) daily
  • Check negative virtual quantities immediately
  • Monitor high-value items closely
  • Track slow-moving inventory

Troubleshooting

Balance Discrepancies

  1. Click Update All Balances to recalculate
  2. Check recent stock movements for errors
  3. Verify all transactions are posted
  4. Review pending documents

Negative Virtual Quantities

  • Check for over-allocated sales orders
  • Review pending goods issues
  • Verify reservation settings
  • Adjust commitments as needed

Missing Products

  • Verify product is active in system
  • Check location assignments
  • Review product categories
  • Ensure proper permissions

Tips

  • Export Function - Use the export button to download balance data for analysis
  • Bulk Actions - Select multiple items for batch operations
  • Keyboard Shortcuts - Press '/' to focus search, 'Esc' to clear
  • Auto-refresh - Enable auto-refresh for real-time updates during busy periods