Manage availability data /visma-net-erp/help/inventory/manage-availability-data section 2026-02-19T17:09:06+01:00 # Manage availability data Click the links below to learn more about a topic you are interested in. Use the breadcrumb links in the upper left corner to see your location, navigate backwards or go to the starting point. Manage availability data - overview /visma-net-erp/help/inventory/manage-availability-data/manage-availability-data-overview page Visma Net gives you real-time visibility into available inventory, which can help you improve customer service by being able to deliver promised items in the needed quantities. 2026-02-19T17:09:06+01:00 # Manage availability data - overview Visma Net gives you real-time visibility into available inventory, which can help you improve customer service by being able to deliver promised items in the needed quantities. You can configure the way availability data is calculated in accordance with your company's policies. Also, in Visma Net, you can track certain types of stock items as they are received, stored, manufactured, and shipped. Some products are tracked because they have expiration dates, while other products must be tracked individually from the manufacturer to the consumer because of safety and warranty issues. ## Topics + [About availability calculation](/visma-net-erp/help/inventory/manage-availability-data/about-availability-calculation/) + [About lot and serial numbers](/visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-numbers/) + [About lot and serial number tracking](/visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-number-tracking/) About availability calculation /visma-net-erp/help/inventory/manage-availability-data/about-availability-calculation page Quantities of items on hand at warehouses are automatically updated only after the documents that record inventory transactions are released or posted. 2026-02-19T17:09:06+01:00 # About availability calculation Quantities of items on hand at warehouses are automatically updated only after the documents that record inventory transactions are released or posted. ## On hand quantities vs. actual quantities On-hand quantities (also referred to as **book quantities** ) usually differ from actual quantities on hand because during document processing, certain quantities of items can be: + booked on sales orders, + picked for shipping, + returned from customers, + ordered from suppliers, + in transit between warehouses. Visma Net gives you real-time visibility into available inventory, thus improving customer service. ## Configuration of availability data Configure the way availability data is calculated in accordance with your company's policies. You specify calculation options for each item class in the [Item classes (IN201000)](/visma-net-erp/help/inventory/inventory-windows/item-classes-in201000/) window. ## Types of quantities calculated The available quantities of items are calculated at the location level. ### Damaged or returned items Some warehouse locations may hold some quantities of damaged or returned items, and those quantities generally cannot be used for sale and should not be included in the quantities available. > [!NOTE] > If the **Multiple warehouse locations** functionality is disabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, all the quantities available for a single default location of each warehouse are included in the availability data. For more information, see: [About warehouses and warehouse locations](/visma-net-erp/help/inventory/manage-warehouses/about-warehouses-and-warehouse-locations/). ### List of item quantities maintained in the system For each item, the quantities summarised below are maintained in the system and available for viewing on any window where you choose a stock item for adding to the document.
Option Description
Quantity on hand The on-hand quantity is the quantity of items (expressed in the base unit of measure) that are physically in stock and immediately available. The on-hand quantity of items is affected only by released documents.
Quantity not available

For each location in a warehouse, you can specify whether quantities at the location will be included in the quantity available.

For example: Items should not be included in quantities available for locations dedicated to items that are:

  • consigned
  • damaged
  • returned
  • in need of repair.
Total addition and total deduction

The Inventory allocation details (IN402000) inquiry window shows Total addition and Total deduction, which have values calculated based on unreleased documents with various statuses.

Total addition is the quantity of base units of the stock item on:

  • unreleased purchase orders,
  • receipts,
  • incoming transfers.

For each item class, you can specify which of the listed quantities should be included in this value for items of the class.

Total deduction is the quantity of base units of the stock item on:

  • unreleased sales orders,
  • inventory issues,
  • shipments,
  • transfers, and
  • kit assembly documents,
  • plus the non-available quantity.

For each item class, you can specify which of the listed quantities should be included in the total deduction quantity for items of the class in accordance with policies established in your organization.
Quantity available

For each item, the quantity available is calculated as Quantity on hand + Total addition - Total deduction.

This value is calculated in accordance with the options selected in the Item class window for the item class.
Quantity available for shipping

This quantity is calculated by the system as the on-hand quantity with quantities on issues and quantities shipped and on shipping deducted.

This calculation is not affected by any options selected by users.
## Allowing negative item quantity If the **Allow negative quantity** check box is selected in the [Item classes (IN201000)](/visma-net-erp/help/inventory/inventory-windows/item-classes-in201000/) window, Visma Net allows a negative on-hand quantity for items of the class. Warnings are issued on transactions that will result in negative inventory quantities. Location-level negative quantity can occur due to: + errors on inventory documents + incorrect quantities specified or wrong locations + delayed release of receipt or transfer documents confirming the actual arrival of goods. Stocktaking count can be undertaken for items with negative on-hand quantities. ## Option to include quantity as available at location If the **Include in qty. available** option is selected for the location in the [Warehouses (IN204000)](/visma-net-erp/help/inventory/inventory-windows/warehouses-in204000/) window, the quantities available at the location will be added to the quantity available. If the option is not selected, those quantities will be added to the quantity not available. As a result, for each warehouse, the total quantities available and unavailable are calculated as the sum of respective quantities for all warehouse locations. ## Viewing availability information Visma Net availability data allows you to get complete inventory visibility in all distribution-oriented workspaces, so you can provide better customer service and reduce inventory carrying costs: + For each item, you can view summary information about various quantities of this stock item at various warehouses and locations using the [Inventory summary (IN401000)](/visma-net-erp/help/inventory/inventory-windows/inventory-summary-in401000/) window. + For each stock component of a kit, using the [Kit assembly (IN307000)](/visma-net-erp/help/inventory/inventory-windows/kit-assembly-in307000/) window, you can view the availability data at the bottom of the screen. + For each item, you can view complete information about how its quantities are allocated (in accordance with unreleased documents) at a particular warehouse using the [Inventory allocation details (IN402000)](/visma-net-erp/help/inventory/inventory-windows/inventory-allocation-details-in402000/) window. + In the Sales workspace, item availability data is displayed when a user adds a stock item to a sales order in the sales order window: For the selected warehouse, you can view the quantity on hand and quantity available. + In the Purchases workspace, item availability data is displayed when a user adds a stock item to a purchase order in the purchase order window: For the selected warehouse, you can view the quantity on hand, quantity available, and quantities on purchase order receipts and orders.

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Windows

 About lot and serial numbers /visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-numbers page Lot numbers and serial numbers are used to track certain types of stock items as they are received, stored, manufactured, and shipped. 2026-02-19T17:09:06+01:00 # About lot and serial numbers Lot numbers and serial numbers are used to track certain types of stock items as they are received, stored, manufactured, and shipped. ## Enabling tracking of stock items If the **Lot and serial tracking** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can set up tracking of stock items by lot or serial number, as well as by expiration date. [About lot and serial number tracking](/visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-number-tracking/) gives additional information about this tracking. ## Number schemes for lot and serial numbers Visma Net provides flexible numbering schemes for lot and serial numbers and gives you the option to track different products differently. It also provides different valuation methods to account for the cost of inventory per lot or serial number. Kits may have their own serial numbers while also containing components that have lot and serial numbers. ## Serial numbers A serial number is a unique number that identifies a single item of stock, such as a camera, DVD player, or bicycle. Serial numbers can be generated by the system, or you can assign them manually on a per-item basis so the system reflects the numbers provided by the manufacturer. ## Lot numbers A lot number is a unique identification code assigned to a specific quantity or **lot** of a product. A lot number includes the information about the stock item model and may include an expiration date. The same lot number is assigned to every item of the lot. The lot size is generally specified on the purchase order or on the **Supplier details** tab of the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window. ## Lot and serial classes Lot and serial numbers are defined at the item class level using the [Lot/serial classes (IN207000)](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window. Lot or serial classes are divided into three groups by their tracking method: + Classes of items that are not tracked by either number; you should define at least one lot/serial class for such items. + Classes whose items are tracked by lot numbers. + Classes whose items are tracked by serial numbers. ## Guidelines to consider Consider these guidelines when you are deciding which lot/serial classes to create: + Define a class intended for items that will not be tracked. This class can be used as the default lot/serial class if most stock items will not be tracked by any property. + Create separate groups of classes for items with serial numbers and items with lot numbers. Within each group, create separate classes for items with expiration dates and without them, if both types of products are involved in your business. + Use separate classes to group items to which serial numbers are assigned on receipt and on usage. Items purchased for further sale generally are assigned numbers on their receipt, while items produced (and kits assembled) are assigned numbers on their sale or usage. + Consider using additional classes for items with different issue methods: FIFO, sequential, date, and custom. Visma Net provides flexible tools to allow you to configure different templates for generating such numbers, or you can manually enter them. ## Other relevant settings Other settings of the lot/serial classes define: + how and when the numbers will be generated, + whether expiration dates are assigned and tracked, and + what order is used for issuing the items from warehouses. ## Lot/serial class settings When creating a class whose items will be tracked by lot or serial numbers, you specify the following information in the [Lot/serial classes (IN207000)](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window: + Which tracking method is used for the class. + Whether to track expiration dates or not. + The maximum number of lot or serial numbers that can be assigned at once, controlled by the **Auto-generate number batch size** option. + How the numbers are assigned. + What the issue method is for items of the class. ## Exceeded number of lot or serial numbers If, on a document, a larger quantity of the item is specified, only the maximum number of lot/serial numbers will be generated with the excess quantity remaining with unassigned numbers. You can initiate assignment of lot/serial numbers for an unassigned quantity of the item manually. ## Assignment of lot/serial numbers The following table lists the assignment methods available.
When received When used
  • Items get a lot/serial number when they are received.
  • Items are handled as lot- or serial-numbered throughout their “life” in stock until they’re issued from a warehouse.
  • The lot/serial number is not assigned to items until they are issued them from stock or used in assembly.
  • Before lot/serial numbers are issued, items are handled as stock that is not lot- or serial-numbered.
## Issue method for items in a lot/serial class The following table lists the issue methods for items in a lot/serial class:
FIFO Lot/serial numbers are picked for issue by receipt date (oldest first).
LIFO Lot/serial numbers are picked for issue by receipt date (newest first).
Sequential Lot/serial numbers are picked in alphabetical order.
Expiration Lot/serial numbers are picked by expiration date (faster-expiring first). We recommend that you select Expiration as the issue method for items with a rather short shelf life.
Custom (User-enterable) This method is not implemented in the current version.
## Segmented structure of lot and serial numbers Lot and serial numbers are segmented, and you can decide how many and what kind of segments there should be. Visma Net supports the following types of segments:
Constant A segment of this type is a predefined alphanumerical string to be used in all lot or serial numbers generated for items of the class.
Date A segment of this type will be generated based on the relevant date (of receipt or of usage), which may include day, month number, month name, and two- or four-digit year value.
Auto-incremental value A segment of this type is automatically computed by the system when a new lot/serial number is generated, as it’s actually a numbering sequence assigned.
## Shared or separate sequential numbers for item classes You can use the **Share auto-incremental value between all class items** check box in the [Lot/serial classes (IN207000)](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window to choose if the same numbering sequence should be used for all items of the same class, or if there should be separate incremental values for different items. |IF THE CHECK BOX|THEN| |---|---| |Is selected|The same numbering sequence should be used for all items of the same class.| |Is NOT selected|you can specify a separate auto-incremental value for each stock item of the class, that is, an individual initial string of digits to be auto-incremented. In this case the items will all have the same segment auto-numbered.| ## Avoiding non-intersecting number ranges To prevent generation of similar serial numbers for different items of the same class, consider using different initial strings (auto-incremented values) for items of the class so that numbers for different items will be generated in non-intersecting ranges. **For example:** Imagine that there are 10 items in a lot/serial class. During a year, no more than 1000 units of any item pass through warehouses. The auto-incremental values for items can be selected in the following way: 000000, 100000, 200000,..., 900000. If additional items (beyond 10) will be added to the class, new auto-incremental values can be used for them. ## Assignment to stock items Each stock item is assigned to a lot/serial class that defines whether the items will be tracked by lot or serial numbers. The following table describes typical procedures for a stock item:
WHEN THEN
stock items are assigned to lot/serial classes using the General settings tab of the Stock items (IN202500) window.

lot and serial numbers, if any should be assigned, are generated automatically by the system.

Depending on the assignment method of the lot/serial class, this is done when the stock items are:

  • received

  • issued, or

  • assembled.
such items are moved (transferred between warehouses or sold) the user can invoke the Allocations dialog box, to view or specify particular lot or serial numbers to be transferred or picked for a specific sales order, depending on the issue method selected for the class.

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Windows

 About lot and serial number tracking /visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-number-tracking page To be able to track stock items by either lot or serial numbers as well as by expiration dates, you need to enable the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window. 2026-02-19T17:09:06+01:00 # About lot and serial number tracking To be able to track stock items by either lot or serial numbers as well as by expiration dates, you need to enable the Lot and serial tracking functionality in the Enable/disable functionalities (CS100000) window. For more information: [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/). ## Reasons for tracking items Some products, such as food products and chemical compounds, are tracked because they have expiration dates, while other products, such as medications, are tracked because laws require manufacturers to keep accurate records about their distribution. Still other products, such as electronics, appliances, and cars, must be tracked individually from the manufacturer to the consumer because of safety and warranty issues. Items to be tracked should be assigned to specific lot/serial classes you have created in the [Lot/serial classes (IN207000)](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window. For more details on configuring lot and serial numbers, see: [About lot and serial numbers](/visma-net-erp/help/inventory/manage-availability-data/about-lot-and-serial-numbers/). ## Lot number tracking Lot numbers can be tracked only for base units. If component parts as well as assembled kits have lot or serial numbers, your company will know precisely which assembled kits contain any component, if this information is requested by the component manufacturer. ## Assigning lot numbers on receipts When you enter a purchase receipt for lot-numbered items: + You can specify the quantities of items in units of measure other than base units. If so, the system converts the quantity on receipt to base units and calculates how many lots are received. + The system then generates lot numbers according to the lot number templates specified by the lot/serial classes the items are assigned to. + The same lot number is assigned to all base units in the lot. ### Print lables For the receipt, you can run the [Stock item labels (IN619200)](/visma-net-erp/help/inventory/inventory-reports/stock-item-labels-in619200/) report to print labels for products. This can be useful for stocktaking counts and for picking items for sales orders. ### Example of unit conversion (lot numbers) Consider this example of unit conversion: Suppose that you create a purchase receipt for two crates of lot-numbered goods for which the following information applies: + The base unit is **PIECE**. + A crate contains 12 pieces. + The lot size is a crate. For this transaction, the system will generate two lot numbers and create two receipt transactions. ## Tracking lot numbers on sales orders If your company produces items, you can assign lot numbers to items on their sale. When you enter a lot-numbered stock item on a sales order: + the system generates the list of particular lot numbers (in the base unit) for items to be picked. + Items are picked in accordance with the issue method assigned to the item's lot/serial class or + Items are selected with assigned lot numbers based on the issue method (FIFO, LIFO, Expiration, Sequential or Custom). ### Fractional quantities If the sales unit is smaller than the base unit for an item tracked by lot number (that is, the base unit consists of several sales units), the item may be sold in fractional quantities with the specified lot number. ## Serial number tracking With serialised inventory (stock items with serial numbers), you maintain the history of any serial number and track its costs and to find the customer in case of recall. For serialised inventory, the base unit should be the smallest unit of measure used for the item. In most cases, the same unit is used as the purchase unit, sales unit, and the base unit. ## Assigning serial numbers on receipts When you enter a purchase receipt that includes a serial-numbered item and the quantity was specified in purchase units that differ from the base units: + the system will perform quantity conversion to the base units and + generate a serial number for each base unit of the product. To view the generated serial numbers, you can invoke the **Allocations** dialog box on the **Document details** tab of the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. ### Example of unit conversion (serial numbers) As an example of unit conversion, imagine that you enter a purchase receipt for a case of serialised items for which: + the base unit is **PIECE**, + the purchase unit is **BOX**, which includes 10 **PIECES**. For the item, on receipt, the system will generate 10 serial numbers. > [!NOTE] > To enable tracking from supplier to customer, you can use the manufacturer's serial number in one of the segments of serial numbers. ## Tracking serial numbers on sales orders If serial numbers should be assigned on item sale, the numbers are assigned in accordance with the valuation method specified for the item lot/serial class. When you enter a sales order for a serialised stock item in the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window: + The particular items will be selected in accordance with the issue method selected for the lot/serial class of the stock item. + You can open the **Allocations** dialog box (on the **Document details** tab of this window), if the sales unit is different from the base unit, to view particular serial numbers. > [!NOTE] > When you enter a supplier return, the unit of measure that appears by default is the purchase unit as defined on the item record. Specify particular serial numbers of each returned base unit of the item. ## Tracking expiration dates Visma Net provides an option to track the expiration date for each lot and serial number. The expiration date: + is specified on receipt of the items, and the same date is assigned to all items of a lot. + can be assigned to each item with a serial number individually. Issuing items by expiration date For a lot/serial class whose items are tracked by expiration dates, you can select the **Expiration** issue method to automatically issue items with the earliest expiration dates, which lets you minimize losses. Automatic deduction of expired items For the stock items with tracked expiration dates, the quantity of expired items is calculated automatically and can be deducted from the available quantity. The quantities of expired inventory can be monitored with the help of reports and inquiries, so you can promptly discard the expired items. ## Inquiries and reports for tracking inventory The inquiry windows and reports in the Inventory workspace, listed below, provide various information about the lot/serial numbers so that you can view how the item is allocated, and you can easily locate any item by its lot/serial number: + [Inventory lot/serial history (IN407000)](/visma-net-erp/help/inventory/inventory-windows/inventory-lot-serial-history-in407000/): Use this window to find the required item's location by lot or serial number assigned. + [Inventory allocation details (IN402000)](/visma-net-erp/help/inventory/inventory-windows/inventory-allocation-details-in402000/): Use this window to view how the item is allocated: the quantities at specific locations, on sales orders and purchase orders, and in transit between warehouses. + [Lot/serial numbers (IN613000)](/visma-net-erp/help/inventory/inventory-reports/lot-serial-numbers-in613000/): Use this report to view the list of items (with their specific lot or serial numbers) located at the selected warehouse or particular location.

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Windows