Some time ago we identified an issue with Purchase Orders and the quantity that Oasis was reporting as the “On Order” amount for items. There were problems when a PO was created, and left in the Purchase Request status. When the “Remove” link was used the system would subtract the quantity on that order from the total On Order number for that item. The problem with this is that the quantity doesn’t get added to the On Order number for an item until the PO is put into a Submitted status. So, what was happening is a user would create a PO and add several line items to the order and leave it as a Purchase Request. Then another user would review the order and determine that a particular item was not needed so they would remove it. The behind the scenes work that was going on was as follows: the items were added and the On Order numbers would not increase (let’s say there zero on order), then when the user removed them the system would reduce the On Order quantity by the amount on the order (let’s say we had 10 items on the order). So, in the end the system would indicate that we had -10 On Order.
That problem has been corrected, however there is no real way to know what you’re On Order numbers should really be at this point. Depending on the quantities that you order you could be showing that you have 1000 items On Order; but because of this issue you might actually have 1500. At some point though you had removed 500 from an order and that made your number 1000. To correct this issue we have created a Crystal Report (but you could use the reporting tool in Oasis) showing all the items we have on order, groups them by warehouse, and provides totals for each warehouse and item. Once we have that information we can then go into Oasis, open the item in Edit mode and update the On Order quantities in the Stock tab.
This is a problem that could go unnoticed for quite some time, especially if the numbers don’t go into the negative. There are some companies that rely more on the On Order numbers than others but no matter what we always want to ensure that the data is as accurate as possible. So, if you think you might have run into this problem and would like assistance in cleaning it up please contact us today.
Tags: How To, Oasis CRM, On Order, Problems, purchase order, Purchase Request, tips
