Stock control

Stock is held by item, location, custody and legal entity. Reservations assign available quantities to demand; movements preserve the layers and cost behind each position. The team keeps each handoff tied to its source record so changes to a later step do not quietly rewrite the earlier decision.

A distributor holds two lots of printed merchandise in different library locations. A customer order reserves part of one lot. A transfer moves the remainder to another site while retaining ownership during transit. Keep the approved revision with the work. When circumstances change, record the correction or next decision against that version.

• Locate. Warehouse Manager keeps each owned item, lot and location tied to its entity.
• Reserve. Assign eligible stock to an accepted order without spending the same quantity twice.
• Reconcile. Warehouse Operator counts physical quantity; Warehouse Manager reviews a variance before adjustment.

The preparation and execution records answer different questions. A planned quantity describes intent; a posted movement, accepted receipt or confirmed payment describes what actually occurred. Keep both when comparing what was promised with what happened.

Agree item codes, units, lot policy, locations and which entity owns each position. Set counting tolerances and a review path before posting adjustments. Document the decision owner for each exception. Give users only the entity and location scope they need. Use a pilot with an ordinary case and a partial or failed case before allowing routine work to depend on the configuration.

The item code and customer or supplier identity should stay stable during migration. Where a document carries a currency or unit conversion, retain the applicable version with that document. A later master change should apply to future work, not change an accepted transaction.

Trace one receipt layer through a reservation, pick and dispatch. Compare available quantity before and after the claim. A count variance needs a blind count, review and authorized adjustment rather than a direct balance edit. Ask the preparer and decision maker to review the same case separately. Compare the source quantity, the actual recorded quantity and what remains available for the next step.

The receiving team should be able to explain why the record is ready, what still needs review and who owns the exception. Rehearse a repeat submission and a changed source after approval. Keep the original evidence visible when the case is corrected.

• Available Stock — Compare on-hand, reserved and available quantities by item and location.
• Count Review Queue — Inspect counts that need a variance decision.

Follow the connected process, then review the record map and access rules.