Quantity and Availability Checking
You can configure Prism to check available quantities for individual document types. If a user lists an item on a document at a quantity that exceeds the available quantity, an alert is displayed.
Example: A customer wants to buy 10 units of an item and OH Qty is 10; however, the item is also listed on a customer order, with a quantity of two. In this type of situation, although the OH Qty is 10, only eight units are actually available for sale. If Availability Checking is set for Sales, a prompt will be displayed to inform the user that the quantity listed exceeds the quantity available. The user can change the Doc Qty to be the quantity available, or, depending on permissions, continue to list the item at the "Qty Specified," even if that exceeds the quantity available. The Qty Specified option is only available if the user has the "Common - Bypass Quantity Checking" permission.
Availability Checking Preferences
Availability Checking preferences are in the Node Preferences > System > Documents. If enabled, when a user lists an item quantity less than the current store on-hand quantity, an alert is displayed. You can enable on-hand quantity checking for the following transaction types: Sale, Customer Order, Layaway Order, Send Sale (fulfillment Store OH Quantity), Vouchers and Transfers.
You can set this preference at the Subsidiary or Store Level (not available at workstation level).
| Option | Description |
|---|---|
| None | No checking of quantities when items are listed on documents. |
| Check OH Qty | Display an alert if the quantity listed on the document exceeds the current OH Qty for the store. |
| Check Available Qty | Display an alert if the quantity listed on the document exceeds the available quantity (taking into account quantities moving into or out of inventory). |
Configure On-Hand Quantity Checking in Preferences
You can set this preference at the Subsidiary or Store Level (not available at workstation level).
- Launch the Prism Proxy and log in.
- Tap or click the Retail Pro button in the lower-right corner. Select Administration Console from the Prism Menu. Select Node Preferences > System > Documents.
- Navigate to the Availability Checking area. Select "check oh qty" from the drop-down for those document types that require availability checking.
- Tap or click the Save button.
Common - Bypass Quantity Checking Permission
The "Common - Bypass Quantity Checking" permission controls the ability of users to bypass O/H and/or Availability Checking. If the permission is assigned, the user can select the Qty Specified option in the dialog. If the permission is not assigned, the user is restricted to the Qty OH or Qty Available selections (depending on preferences).
When is an item's on-hand quantity checked?
- Adding an item to document
- Increasing item quantity
- Changing Item Type for already listed document items
Select Item Quantity Dialog
When adding an item, increasing the quantity or changing the item type, if the specified item quantity is more than the Store OH Quantity, the select Item Quantity dialogue is displayed.
- Qty specified [...] The item will be added with the quantity specified by the user. (permission required)
- Qty Available [...] The item will be added with the current store available OH quantity.
Skip Committed Field
Retailers may have items that they do not want to be included when checking quantities. If the Skip Committed flag is selected, the item's quantity is not checked at POS.