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Deficiency List

The Deficiency List is a list of Items showing for each one the stock balance, the quantity ordered, the quantity on unfulfilled Sales, Purchase and Production Orders, and the current stock deficiency. The current stock deficiency takes into account the current stock level, the unfulfilled Sales, Purchase and Production Order Quantities and the Minimum Stock Level of the Item. If the stock level after all Sales, Purchase and Production Orders have been fulfilled is less than the Minimum Stock Level, then there is a deficiency. That deficiency is the quantity required to bring the stock level up to the Minimum Stock Level.

A deficiency is not necessarily the same as a purchasing suggestion. A purchasing suggestion takes the requirements of the Supplier into account. For example, if the Minimum Stock Level of an Item is 10 and there is only one in stock, the deficiency is nine. But if the Supplier has a minimum order requirement of 15, the deficiency will still be nine, but the purchasing requirement will be 15.

This report lists overall deficiency figures for each Item, calculated by adding the deficiencies in each Location together. The following similar reports are also available:

  • The Deficiency List per Location report in the Stock module lists the deficiencies in each Location separately. From this report you can add Items to the Deficiency Stock list, a shopping list from which you can create Purchase Orders. Please refer here for more details.

  • The Purchasing Suggestion report in the Purchase Orders module shows purchasing suggestions.

  • The Reordering Requirements report shows purchasing suggestions that take future sales predictions into account.
For an up to date Deficiency List, you should ensure the following registers contain correct and up to date information:
  • The Purchase Order register contains information about previous Purchase Orders.

  • The Order register contains information about Sales Orders not yet shipped.

  • The Production Order register contains information about scheduled assembly processes. These processes, when complete, will cause the components to be removed from stock and the assembled Items to be added to stock.

  • You must define each Item as "Stocked", and you should specify Minimum Stock Levels either in the Item record itself or in the Minimum Stock Levels setting in the Stock module. Use the setting if you want to set Minimum Stock Levels for each Location. If you do not specify a Minimum Stock Level for a particular Item, the Minimum Stock Level for that Item will be deemed to be zero.

  • The Goods Receipt register provides information about physical shipments into stock, and influences the stock balance.

  • The Delivery register also influences the stock balance.
When printed to screen, the Deficiency List has the Standard ERP Drill-down feature. Click (Windows/Mac OS X) or tap (iOS/Android) on any Item Number to open an individual Item record.

Item No.
Paste Special    Item register
Range Reporting    Alpha
Use this field to restrict the report to a particular Item or range of Items. Only Stocked Items will be shown in the report. Closed Items will not be shown.

Group
Paste Special    Item Group register, Sales Ledger
Range Reporting    Alpha
Use this field to restrict the report to Items belonging to a particular Item Group or range of Groups.

Item Classification
Paste Special    Item Classifications setting, Stock module
Enter a Classification Code in this field if you want to list Items with a certain Classification. If the field is empty, all Items, with and without Classification, are included. If you enter a number of Classifications separated by commas, only those Items featuring all the Classifications listed will be shown. If you enter a number of Classifications separated by plus signs (+), all Items featuring at least one of the Classifications listed will be shown. If you enter a Classification preceded by an exclamation mark (!), all Items featuring any Classification except the one listed will be shown.

For example:
1,2
Lists Items with Classifications 1 and 2 (including Items with Classifications 1, 2 and 3).

1+2
Lists Items with Classifications 1 or 2.

!2
Lists all Items except those with Classification 2.

1,!2
Lists Items with Classification 1 but excludes those with Classification 2 (i.e. Items with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.

!1,!2
Lists all Items except those with Classification 1 or 2 or both. Again, note the comma.

!(1,2)
Lists all Items except those with Classifications 1 and 2 (Items with Classifications 1, 2 and 3 will not be listed).

!1+2
Lists Items without Classification 1 and those with Classification 2 (Items with Classifications 1 and 2 will be listed).

(1,2)+(3,4)
Lists Items with Classifications 1 and 2, and those with Classifications 3 and 4.

1*
Lists Items with Classifications beginning with 1 (e.g. 1, 10, 100).

1*,!1
Lists Items with Classifications beginning with 1 but not 1 itself.

*1
Lists Items with Classifications ending with 1 (e.g. 1, 01, 001).

1*,*1
Lists Items with Classifications beginning and ending with 1.
Classification Type
Paste Special    Classification Types setting, CRM module
Enter a Classification Type in this field if you want to list Items with a Classification belonging to that Type. If the field is empty, all Items, with and without Classification, are included. If you enter a number of Classification Types separated by commas, Items featuring a Classification belonging to any of those Types will be shown.

Location
Paste Special    Locations setting, Stock module
Use this field to restrict the report to Items, stock levels and Orders in a particular Stock Location.

You can specify the minimum quantities of each Item that can be held in stock in each Location using the Minimum Stock Levels setting in the Stock module. If you do not specify a Location for this report, the Minimum Stock Level shown for each Item will be the figure for all Locations from this setting. If you specify a Location, the Minimum Stock Level shown for each Item will be the figure for the Location in question. If there are no records in the Minimum Stock Levels setting for a particular Item, the Minimum Stock Level will be taken from the 'Stock' card of the Item record.

Department
Paste Special    Departments setting, Assets module/System module
If the report is to list Items belonging to a particular Department (specified on the 'Stock' card of the Item record), enter that Department here.

Salesman
Paste Special    Person register, System module
If you enter a Person's initials here, only those Items with Default Purchase Items belonging to that Person will be listed in the report.

Sales Group
Paste Special    Sales Groups setting, System module
If you enter a Sales Group here, only those Items with Default Purchase Items belonging to that Sales Group will be listed in the report.

Skip Items with zero balance in Stock
This option excludes from the report Items for which the stock balance after all Sales, Purchase and Production Orders have been fulfilled will be zero. If you use this option, any Item with a zero balance that has a Minimum Stock Level will not be listed in the report, even though this Item has a deficiency. Therefore, you should not use this option if you want to list every Item with a deficiency.

Skip Items without Deficiency
Select this option if you want the report only to list the Items that you need to purchase (i.e. the Items of which you have a deficiency). There is a deficiency if the stock balance after all Sales, Purchase and Production Orders have been fulfilled is less than the Minimum Stock Level.

Include OKed Purchase Orders only
If the stock level of an Item after all Sales, Purchase and Production Orders have been fulfilled is less than the Minimum Stock Level, that Item has a deficiency. By default, the unfulfilled Purchase Order quantity in this calculation will be calculated from all Purchase Orders. Select this option if you would like this quantity only to be calculated from Purchase Orders that have been marked as OK.

Show Varieties
If an Item is one that has Varieties, the report will usually display a deficiency figure for the Item as a whole. Select this option if you would like it to display deficiency figures for each Variety individually.

If you need to use this option, you should consider how to specify the Minimum Stock Levels for each Variety. If the Minimum Stock Level for each Variety is the same, you can enter it in the Item record, but if you need different Minimum Stock Levels for each Variety, enter separate records in the Minimum Stock Levels setting for each one (you can leave the Location field blank in these records if you don't use Locations). For example, if you need to keep five Black, White and Red in stock but six Green, enter "5" as the Minimum Stock Level in the Item record and create a record in the Minimum Stock Levels setting for Green.

This option will be ticked by default if you are using the Default to 'Show Varieties' in all Reports option in the Variety Settings setting in the Stock module.

Sorting
You can sort the report by Item Number, Item Group or Description.

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Reports in the Purchase Orders module: