Committed Quantities
The term "committed quantities" refers to units that have been listed on sales orders, purchase orders or transfer orders and thus are scheduled to move into or out from a store's inventory. Consider an item with an OH Qty of 5 but that has two units listed on a transfer order. In reality, the retailer only has three units available for sale.
This topic has information about:
- Viewing committed quantities in Inventory Item Details
- Configuring availability checking for individual document types
Viewing Committed Quantities in Inventory Item Details
In Inventory Item Details, the Qty tab has a grid with quantity information for the item in the subsidiary's stores. This includes on-hand quantity, min/max values, and "committed" quantities. these quantities are updated in real time by Prism POS and back-office documentsThe Qty tab includes a horizontal scrollbar. Scroll right to navigate to the committed fields.
Sample Qty fields. Use the horizontal scroll bar to display the committed quantities:
Committed Qty Fields
| ield | Description |
|---|---|
| SO Ord Qty | Committed: Item qty on order for a customer. updated when sales order is saved. |
| SO Sent Qty | Committed: Item qty sent to a customer. updated when sales order is saved. |
| PO Ord Qty | Committed: Item qty on order from vendor. Updated when purchase order is saved. |
| PO Received Qty | Committed: Item qty received from vendor. Updated when voucher referencing purchase order is updated. |
| TO Sent Qty In | Committed: Item qty transferred into inventory from another inventory. updated when transfer order is updated. |
| TO Sent Qty Out | Committed: Item qty transferred out of inventory into another inventory. updated when transfer order is updated. |
| TO Ord Qty In | Committed: Planned transfer order to move item qty into inventory from another inventory. updated when transfer order is updated. |
| TO Ord Qty Out | Committed: Planned transfer order to move item qty out of inventory into another inventory. updated when transfer order is updated. |
Configuring Availability Checking
Users can configure Prism (Node Preferences - System - Documents) to consider committed quantities when creating documents.
If a user lists an item at a quantity that exceeds the on-hand or available quantity, a prompt is displayed. This gives retailers greater flexibility in handling situations when a customer wants to buy a quantity that exceeds the store's current inventory.
Sample availability checking prompt:
The documents on which this available checking is performed are those selected in Admin Console > Node Preferences > System > Documents. The preferences for availability checking have options for checking on-hand only or for checking "available" quantities. Committed quantities (i.e., transfer orders and sales orders) are only considered if the preference is set to check available quantities.
Skip Committed Flag
Retailers may have items that should not be included when checking quantities. If the Skip Committed flag is selected, the item's on-hand and/or available quantity is not checked when the item is listed on a document.
Availability Checking Preferences
The following table lists the options available for Availability Checking.
| Option | Description |
|---|---|
| None | No checking of quantities when items are listed on documents. |
| Check OH Qty | If the quantity listed on the document exceeds the current OH Qty for the store, a warning is displayed. |
| Check Available Qty | If the quantity listed on the document exceeds the available quantity (taking into account "committed" 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.
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
"Allow Doc Qty to be greater than OH Qty" Permission
This permission controls the ability of group members to enter an item quantity greater than the store's On Hand Quantity.
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. The "Qty Specified" option is only available if the user has the "Allow Doc Qty to be greater than OH Qty" permission.
- Qty specified [...] The item will be added with the quantity specified by the user.
- Qty Available [...] The item will be added with the current store available OH quantity.
Bypass Quantity Checking Permission
The "Bypass Quantity Checking" permission controls the ability of employees to bypass O/H and/or Availability Checking. If the permission is assigned, the employee can select the Qty Specified option in the Select Item Quantity dialog. If the permission is not assigned, the employee is restricted to the Qty OH or Qty Available selections (depending on preferences). Note: Previously, the "Allow Doc Qty to be greater than OH Qty" permission controlled this type of situation. The "Allow Doc Qty to be greater than OH Qty" permission has been removed and replaced by the "Common - Bypass Quantity Checking" permission, which applies to both O/H and/or Availability Checking.