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My supply counts or Need to Purchase look wrong

Why an order's Needed or Allocated is off, why an item is missing from Need to Purchase, and why on hand changed, with the fix for each.

Most wrong supply numbers come from the product setup: a part formula in the wrong unit, the wrong supply on an attribute option, or the same supply linked on two parts. The next group comes from timing: Allocated is set once and doesn't follow later order changes, and Need to Purchase only lists a supply at a location it has a stock row for. Work down the causes below, most common first.

Applies to: catalog and itemized orders on every shop that tracks supplies. Checking parts and attributes needs Manage Catalog; the order's tab needs the Resource Allocation permission.

In this article

Find the product first

The Resource Allocation tab sums the supply amounts for the entire order. Create a test order and add one or two products at a time, save, and read the Needed column after each. That isolates the issue to a product, where you can check the supply formulas in its parts.

Needed is too high, too low, or the wrong supply

  1. The formula is in the wrong unit. Open the product's parts and check each supply formula against the supply's piece size: a formula that works out inches on a supply counted in feet gives a Needed figure 12 times too high. See Link supplies to products.
  2. The attribute option points at the wrong supply. If the part's supply is linked through a dropdown attribute, open the attribute's option table (Supply Item Association view) and check that each option is connected to the right location and item.
  3. The same supply is linked on another part. Each part adds its own amount, so a supply on two parts is counted twice. Open all the parts of the product and use your browser's find (Ctrl+F) for "Part Supply": it highlights every place a supply is linked on that product.

Allocated doesn't match Needed

  1. The order changed after it was verified. Allocation is made once, the first time the order reaches Verified or In Progress. Later saves rebuild Needed but not Allocated. Fix: on the order's Resource Allocation tab, type the Needed figure into Allocated. Moving the order back and forward again won't do it.
  2. Allocated is empty after Verify. Either the products' parts have no supplies on them (Needed is empty too), or the lines have a manual price edit, which makes the order skip them. Fix: add the supplies on the parts, or price the line through the catalog, then re-save; if the order is already verified, type Allocated by hand. Details: How supplies are reserved and used on an order.

Need to Purchase is missing an item, or shows a red 0

Need to Purchase (Supplies > Checkout/Order) works out, per stock row, minimum plus reserved on open orders, minus on hand, minus on order, and rounds that up to whole groups of Order in groups of.

  1. The supply has no stock row for that location. A supply with no entry for the location on its Locations tab never appears. A row with no minimum and no group size does appear when open orders need more than you have on hand, and the suggested quantity is the amount you're short, rounded up. Fix: add the location on the supply's Locations tab.
  2. Open purchase order lines already cover it. Anything on an unreceived PO line counts as on order and is subtracted. A partly received line still counts in full as on order until it closes, so Need to Purchase shows less than you need meanwhile. Fix: on the On Order list, receive what arrived with Mark as received, or cancel the line if the rest isn't coming. Checking a delivery in by hand doesn't close the line: Receive, change or resend a purchase order.
  3. Qty to Order shows a red 0. Order in groups of is 0 for that row, so there is nothing to round up to. Fix: set the group size.

On hand or Available moved when you didn't expect it

  1. Available is negative. More is reserved across open orders than the location holds. That is expected, not an error: buy more or move stock in from another location.
  2. On hand dropped when the order went In Progress. Auto-Checkout Supplies (Settings > E-commerce > Order Settings) is Global, or Per Supply with that supply's box ticked, so the reserved amount was checked out. If the location held less than needed, it took what was there and showed a message. The amount is on the order's Used column.
  3. You moved the order back and stock didn't return. Backward moves change nothing. Fix: lower Used on the order's tab, or check the supply in from the order with the Check-In / Check-Out form; both return it to Allocated for that order. See Check supplies in and out.
  4. On hand changed and Supply Movement shows nothing. Someone typed the number in the supply editor or the Supply Updater, which writes it with no record, or saved a form opened before a check-out, which wrote the old number back. Receiving a PO line also writes no movement row (see Received Supplies). Fix: correct the count with a check-in or check-out so the change is on record.

The Resource Allocation report looks doubled or empty

Reports > Production > Resource Allocation shows the plan (what orders need), not what was used, so hand edits on an order's tab don't show there. If the report shows an order twice or comes back empty for a filter that should match, contact support with the filters you used.

Still stuck? What to send support

Write to support@allmoxy.com with:

  • The order number, and the product and option you tested with.
  • The supply name, its piece size and the location.
  • Which column is wrong, the figure you see and the figure you expected.
  • What happened just before: a status move, an order edit, a check-in or check-out, a PO receipt, a count.
  • The part formula if Needed is wrong, and the Auto-Checkout Supplies setting if on hand moved.

Things to know

  • Allocated is set once. Compare it with Needed on any order that changed after Verified.
  • Need to Purchase needs a minimum or a group size on the row before it will list it.
  • Counts without a history came from the supply editor or Supply Updater.

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