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Deficiency List per Location

An Item is said to be in deficiency if its stock level after all outstanding Sales, Purchase and Production Orders have been fulfilled is less than a specified stock level.

Standard ERP contains two reports that list Items in deficiency: the Deficiency List (in the Purchase Orders and Stock modules); and the Deficiency List per Location (in the Stock module). The differences between these reports are as follows:

  • The Deficiency List report lists overall deficiency figures for each Item. If you have more than one Location, these deficiency figures will be calculated by adding the deficiencies in each Location together.

  • The Deficiency List per Location report 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 about Deficiency Stock.
The deficiency of an Item will be calculated slightly differently in the two reports. In the Deficiency List, the deficiency will be calculated using the following formula:
Minimum Stock Level - stock balance + unfulfilled Sales Orders - unfulfilled Purchase Orders + unfulfilled Production Orders
When you first produce a Deficiency List per Location report, it will show the same deficiency figures as the Deficiency List, broken down by Location. As previously mentioned, you can add Items to the Deficiency Stock list from the Deficiency List per Location report. If you add an Item to the Deficiency Stock List with the full deficiency quantity, that Item will no longer be treated as having a deficiency by the Deficiency List per Location report. However the Deficiency List does not refer to the Deficiency Stock list, so the Item will still be treated as having a deficiency in that report.

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.

As their names suggest, the Deficiency List and Deficiency List per Location reports display deficiency figures for each Item. The Purchase Suggestion report in the Purchase Orders module shows purchasing suggestions, while the Reordering Requirements report also in the Purchase Orders module shows purchasing suggestions that take future sales predictions into account.

To make full use of the Deficiency Stock per Location report, set Minimum Stock Levels for each Item as follows:

  • If you are not using Locations, specify a Minimum Stock Level for each Item using the Minimum Level field in the Item record.

  • If you have a single Location (i.e. you have a single record in the Locations setting and you have specified a Main Location in the Stock Settings setting), specify a Minimum Stock Level for each Item by creating separate records in the Minimum Stock Levels setting in the Stock module for each Item. Specify the Location in these records.

  • If you have more than one Location, specify a Minimum Stock Level for each Item by creating separate records in the Minimum Stock Levels setting in the Stock module. You should enter separate Minimum Stock Level records for each Item for each Location.
In all cases, if you do not specify a Minimum Stock Level for a particular Item, its Minimum Stock Level will be deemed to be zero.

If you will use the Deficiency Stock per Location report to add Items to the Deficiency Stock list, prepare Purchase Items as follows:

  • If you are not using Locations or you have a single Location (i.e. you have a single record in the Locations setting and you have specified a Main Location in the Stock Settings setting), ensure each Item has a related Default Purchase Item.

  • If you have more than one Location, you can enter separate Default Purchase Items for each Location. If so, enter a Default Purchase Item with a blank Location as well, to be used if there is no Default Purchase Item for a particular Location.
In all cases, if you do not specify a Default Purchase Item for a particular Item, it will be added to the Deficiency Stock list with no Supplier. This will cause the 'Create Purchase Orders from Deficiency Stock' Maintenance function to create a Purchase Order with no Supplier.

When printed to screen, the Deficiency List per Location report 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, and on a figure in the "Defncy" column to add an Item to the Deficiency Stock list.

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, Sales Ledger
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.

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.

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

Skip Items without Balance
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.

If you deselect both the Skip Items without Balance and Skip Items without Deficiency options, the report will list every Item/Location combination individually.

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 you are not using Locations and if the Minimum Stock Level for each Variety is the same, you can enter it in the Item record (in the Minimum Level field on the 'Stock' card). If you need different Minimum Stock Levels for each Variety, enter separate records in the Minimum Stock Levels setting for each one. Otherwise (i.e. if you have one or more Locations), you should enter separate records in the Minimum Stock Levels setting for each Variety/Location combination.

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.

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Please follow the links below for details about each report: