DEAR allows the user to view the availability of their products, including what has been allocated to sales and work orders. 

In case the stock is currently on order, DEAR informs users of the expected delivery date of the ordered stock. Customers can then decide whether to back order (see Back Orders for more information) or opt for an alternative if the incoming stock is not expected to be available soon enough.

NOTE: Product Availability will only show SKUs which have had movements or transactions (authorised sale/purchase order, stock adjustment, etc.) or an initial stock quantity. Out of stock products with no movements will not appear, even if show only non-zero quantities is unticked. To see products which do not yet have any movements, try the Stock Level Report which will indicate All SKUs Listed.


Table of Contents

Product availability permissions

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DEAR offers fine-grained control over user permissions. Grant users full or read-only permission to the different features of the inventory module, and create roles with pre-defined permissions to assign to users. 

DEAR allows you to set the following permissions for the inventory module (Settings → Users and Roles): 

These permissions are available under Inventory.

  • Product Availability: View the product availability screen. 
  • Product Availability – Stock Value: Can add the Stock Value column to the product availability screen. 
    • NOTE: You will have to add this column through the table settings to make it visible. 

See Managing Users and Roles and User permissions explained.

View general product availability

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To view the Product Availability page, navigate to Inventory → Availability.

As with the Inventory → Products screen, you can filter the report, customise the columns, use the search option, print product labels and export the report.

NOTE: This information can also be accessed from the DEAR Reports module. For more information, see Product Availability Report.

If you sell products in multiple set quantities, (e.g. a single bottle of wine and a 6-pack), you can set up Additional Units of Measure to automatically handle conversions. When larger packs are purchased, they are automatically disassembled into the smallest or base unit. For 60 bottles, the product availability screen will show 60 singles on hand but 5 12-packs and 6 singles available for sale.

Only assembled finished goods will appear as On Hand, however Available quantity will reflect both assembled finished goods and finished goods which could be assembled from in stock components. 

NOTE: The finished good will not show as available, even with components in stock, if it does not have any movements or transactions associated with it. One example of this is a finished good which has never been assembled in DEAR.

Explanation of table headings

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The information on the Product Availability page is presented in the table below. See Calculation of Available, On Hand and Allocated Stock quantity for more detail about how these values are calculated. Default headings are marked with an *. See Adding and removing headings from table for how to add non-default headings. 

Category of the product
Name of the product
Location*Location(s) where the product is stocked
Bin*Bin(s) where the product is stocked
Batch/Serial #*Batch or serial number of the product. If this and the Expiry Date columns are hidden from the page, the Available column shows consolidated info for all locations.
Expiry Date*Expiry date of the product. If this and the Batch/Serial # columns are hidden from the page, the Available column shows consolidated info for all locations.
Additional Attribute 1-10Additional attribute set assigned to the product
Stock Value*Value of the product stock
On Hand*Quantity of items in stock
Available*Quantity of items available for allocation. Computed as the difference between items On Hand and Allocated.
On Order*Quantity of items with authorised purchase orders that have not yet been received
In Transit*Quantity of items in transit between organisation locations 
Allocated*Quantity of items allocated to the sales order (after the sales order is authorised and before the item is shipped)
Next Delivery*Expected delivery date of the ordered product, regardless of whether the product is in stock or not. The displayed date follows the selected Date Format option in General Settings.
BrandProduct Brand
FamilyProduct Family name 
UnitProduct unit of measure
Stock LocatorStock Locator for product
Price Tier 1Tier 1 Price
Price Tier 2Tier 2 Price
Price Tier 3Tier 3 Price
StatusProduct Status (ACTIVE or DEPRECATED)
On-Hand VolumeQuantity on Hand x H X L X W dimensions. If dimensions have not been entered for a product, this value will show as 0.
Unit CostUnit Cost of the product based on purchase price, COGS and any landed costs. 

NOTE: For stock that has been ordered but not yet received, the date displayed in the Next Delivery column is taken from the Required By date on the Purchase or Transfer Order. If the Required By date is blank, the delivery date remains blank. For stock that has not been ordered, N/A is displayed in the Next Delivery column.

Adding and removing headings from table

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Headings can be added to or removed from the Product Availability table to change the view by using the Settings icon in the corner of the page. You can also sort the table view by ascending or descending values of each heading by hovering over the heading name. Return layout to default by selecting Reset Layout.

NOTE: If the costing method is selected as Serial/Batch, the products will be shown the availability according to the unique Serial/Batch number. You can hide the Serial/Batch and Expiry Date columns to view total SKU availability. 

Check stock availability from product page

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You can view stock availability for a single product from that product's entry in your inventory (Inventory → Products → [selected product]). The Stock tab shows the availability of the product in your different locations. From here, you will know the number of stock you have On Hand and Available for order, and the number of stock currently On Order and Allocated. The next delivery date of the product in your locations are also displayed here.

Verify product availability during purchase order

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Available and On Hand quantities can be verified during purchases using the Verify Order function on the purchase order screen. This will compare PO quantities to your inventory stock. 

View product availability during sale order

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Available product quantity for sales can be set to All Locations or Selected location only through Settings → General Settings → Sale process customisation

When adding items to a sale quote or sale order, their availability will be shown in the form Available/On Hand. Location (if available quantity is limited to selected location only) is selected in the sale document header. 


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