Inventory on-hand list
This article describes how to use the On-hand list page to inspect on-hand inventory details. Use this page to understand where the goods are, what's available, what's expected, and what's reserved for use.
The on-hand inventory list provides a summarized view of all inventory and warehouse transactions in your system. On the On-hand list page, you can filter by dimension values (product, storage, and/or tracking dimensions) and break down output values by dimension values. The values that are shown on the page change based on the filter and display dimensions that you set. This article shows a few of the ways that the various filtering and output options work together, and how they affect the results that are presented.
In addition, you can inquire about the inventory and warehouse transactions to get an explanation of the values in the list, change the on-hand values, and find related information.
Query your on-hand inventory
The On-hand list page is automatically updated when transactions are made in inventory. Those transactions might be forecasted, physical, or financial transactions.
To check the availability of inventory, follow these steps.
Go to Inventory management > Inquiries and reports > On-hand list.
In the Filters pane, specify the product and locations that you want to view on-hand information for. You can add filters as you require by using the Add button. In addition, you can remove filters by using the Remove (X) button. Select Apply to view the results. The more filters you specify, the more specific the on-hand results are. Therefore, fewer rows and/or lower on-hand values are shown.
On the Action Pane, select Dimensions to open the Dimensions display dialog box, where you can specify the dimensions that are used to present your on-hand inventory. The more dimensions you specify, the more granular the results are. For example, if you add the Location storage dimension, a Location column is added to the grid, and the results are expanded. Instead of showing one row per warehouse, they now show one row per warehouse location.
Tip
- You can save the set of dimensions that you use most often. The On-hand list page then automatically shows those dimensions each time that you open it. To save a dimension set, set the Save setup option to Yes in the Dimensions display dialog box before you close it.
- The on-hand information is easiest to understand when the dimensions that are shown are aligned with filters that you're using. Use the examples later in this article to understand how different combinations of filters and dimensions lead to different results.
- You can further filter the results by using the Filter field at the top of the grid and the dropdown lists in the column headers. Unlike the Filters pane, these filters apply only to the presentation of results. They don't change the result values.
The On-hand grid provides the following columns of inventory information.
| Column | Description |
|---|---|
| Physical inventory | The physical quantity that is available in inventory. |
| Physical reserved | The total quantity that was physically reserved. |
| Available physical | The available (not reserved) quantity that is available in physical inventory. Available physical is a calculated field. The value equals the Physical inventory value minus the Physical reserved value. |
| Available physical on exact dimensions | The available physical quantity for all the dimensions that are shown in the grid. |
| Ordered in total | The total quantity that is included on inbound orders or that has a positive quantity in various inventory journals. |
| On order | The total quantity that is included on outbound orders or that has a negative quantity in various inventory journals. |
| Ordered reserved | The total quantity that is reserved on ordered receipts. The value in this field represents the total quantity of items in outbound transactions that have a status of Ordered reserved. Items that are reserved as ordered aren't physically available in inventory. Therefore, they can't be directly picked and delivered. |
| Available for reservation | The total quantity of on-hand inventory that can be reserved. Note: If the Reserve ordered items checkbox is selected on the Inventory and warehouse management parameters page, the value in this field includes expected receipts. If the checkbox is cleared, the value excludes expected receipts. |
| Total available | The total available quantity. Total available is a calculated field. The value equals the Available physical value plus the Ordered in total value minus the On order value. |
Apply filters to scope on-hand calculations to items and dimensions you're looking for
Use the Filters pane to filter the on-hand inventory list so that it includes only records where the field values match the filtering criteria. To define a filter, follow these steps.
- In the Filters pane, find the field that you want to filter on.
- In the field below the name of the target field, select a logical operator (for example, starts with, equal to, or greater than).
- Enter or select the value to look for.
Important
The On-hand list page is assembled from a detailed on-hand inventory table that includes all available dimensions. However, the list on this page is a summary. Therefore, it might combine rows from the source table by aggregating values according to the dimensions that are shown.
The filters that you define in the Filters pane apply to the source table, not to the aggregated list. This behavior can sometimes produce unexpected results. Use the examples later in this article to understand how this behavior can affect your results.
However, the filters that are provided in the grid do apply to the aggregated list. These filters include both the QuickFilter at the top of the grid and the filter for each column heading.
You can modify the set of filters that is available in the Filters pane by following these steps.
- To remove a filter from the pane, select its Close button (X).
- To add a filter, select Add at the top of the Filters pane. The Add filter fields dialog box that appears shows a list of the available fields. It also shows information about the data type and table for each field. Use the column headings to filter and sort the list as you require, and then select the checkbox for each field that you want to add to the Filter pane. When you've finished, select Insert to apply your changes.
Select the dimensions you want on-hand results for
Dimensions tell you more about each item in the on-hand inventory list. They also give you more ways to sort and filter the list. The dimensions that you select to show affect how rows are aggregated on the On-hand list page. This aggregation, in turn, can affect how rows from the source tables are combined in the results that are shown. Use the examples later in this article to understand how this behavior can affect your results.
To customize the selection of inventory dimensions that is shown, follow these steps.
On the Action Pane, select Dimensions.
The Dimension display dialog box that appears shows every dimension.
Select the checkbox for each dimension that you want to include in the grid.
If you want your selection to be used by default the next time that you open the On-hand list page, set the Save setup option to Yes. If you set this option to No, your selection is used only during the current session. Therefore, the next time that you open the page, the current default selection will be used.
Select OK to close the dialog box and apply your changes.
Investigate and act on the on-hand information
The on-hand information on the On-hand list page is aggregated based on the filters and dimensions that you specified. In SQL terms, filters control the WHERE clause of the on-hand calculation, and dimensions control the GROUP BY clause. These clauses, in turn, control how many records and columns are shown in the on-hand list. Nevertheless, you might still have to further inspect a specific value in the on-hand information.
To learn more about the transactions that participated in the on-hand calculation, follow these steps.
- On the Action Pane, select Transactions. The Inventory transactions page appears. The same filters and dimensions that you used in the on-hand list are applied to this page.
- On the Action Pane, select Warehouse transactions. The Warehouse transactions page appears. The same filters and dimensions that you used in the on-hand list are applied to this page.
Inspect the Action Pane to find useful actions that are related to your on-hand inventory. For example, you can perform the following actions:
- Update your on-hand quantity by selecting Quantity adjustment.
- Investigate on-hand inventory in other companies by selecting Intercompany on-hand.
Understand on-hand information for warehouse-enabled items
On the On-hand list page, items that are enabled for warehouse management processes (WMS) differ from non-WMS items in the following ways:
- WMS-enabled items are indicated by a check mark in the Uses the warehouse management process column. They also show helpful warnings. You can learn more about each warning by hovering over it.
- For both WMS-enabled items and non-WMS items, values in the physical inventory columns follow the same aggregation principles of filtering and requested dimensions. The value is placed on the most specific storage dimension. In the example that follows this list, Physical inventory is shown per license plate, except in the case of location BULK-001 in Warehouse 24 (in row 7), because that location isn't license plate–enabled.
- Values that are shown for Physical reserved work differently for WMS-enabled items and non-WMS items. Because WMS-enabled items use reservation hierarchies, Physical reserved values are presented at the hierarchy level that is associated with the item. Therefore, in the example that follows this list, additional rows 1 and 5 are added next to rows that represent Physical inventory values. Different processes reserve at different levels. In the example, row 1 is related to sales process reservations that are made at the warehouse level, whereas row 5 is related to a counting operation.
- Empty rows might be included (such as row 2 in the example that follows this list). These rows indicate that there's currently no on-hand inventory, related reservation, or related order on the dimension, but there was in the past.
Filter on the output of the inventory on-hand list
Several columns in the On-hand grid let you sort or filter by values in that column by selecting the column heading. A QuickFilter at the top of the grid provides additional filtering options. These filters apply to the results, not to the source tables. Use the examples later in this article to understand how this behavior can affect your results.
Note
You can't filter and sort by all columns. Most of the quantity columns don't include sorting and filtering controls, because they're calculated fields. The On order column is an exception.
Examples
Your system includes a detailed (non-aggregated) inventory table that shows the following on-hand inventory.
| Item Number | Site | Warehouse | Physical Inventory | Available Physical |
|---|---|---|---|---|
| IA0001 | 1 | 1 | 1 | 1 |
| IA0001 | 1 | 2 | 2 | 2 |
| IA0001 | 1 | 3 | 1 | 1 |
Scenario 1
The On-hand list page is set up to show the following final dimensions:
- Item number
- Site
- Warehouse
In the Filters pane, the following filtering criteria are set up:
- Item Number | is exactly | IA0001
- Available Physical | less than or equal | 1
Here's the resulting output.
| Item Number | Site | Warehouse | Physical Inventory | Available Physical |
|---|---|---|---|---|
| IA0001 | 1 | 1 | 1 | 1 |
| IA0001 | 1 | 3 | 1 | 1 |
Scenario 2
The On-hand list page is set up to show the following final dimensions:
- Item number
- Site
In the Filters pane, the following filtering criteria are set up:
- Item Number | is exactly | IA0001
- Available Physical | less than or equal | 1
Here's the resulting output.
| Item Number | Site | Physical Inventory | Available Physical |
|---|---|---|---|
| IA0001 | 1 | 2 | 2 |
Note that the settings in the Filters pane apply to the detailed (non-aggregated) inventory table that is shown at the beginning of this section. Therefore, the criterion Available Physical | less than or equal | 1 finds two rows from that table (the first and third rows, each of which shows an Available Physical value of 1). However, in this scenario, the On-hand list page isn't set up to show the Warehouse dimension. Therefore, it aggregates the two original rows into a single resulting row, because both rows have identical values in all the dimensions that are shown. This row appears to violate the filtering criterion, because the Available Physical value is shown as 2. However, the result is correct, because the settings in the Filters pane apply to the source table, not to the aggregated table that is shown on the On-hand list page.