What you’ll learn
- Calculate available stock without double allocation.
- Handle partial picks and transfers.
- Approve count differences with source evidence.
Useful terms
- On-hand
- Stock recorded at a location under the inventory rules.
- Available
- Eligible stock after reservations, holds and other defined restrictions.
Step-by-step operating routine
Define inventory identity and ownership
Record SKU, owner, unit, location and relevant batch or expiry data. Keep customer custody freight separate unless the agreed service intentionally manages it as inventory under defined rules.
Record or confirm- SKU
- Owner
- Unit
- Location
- Batch / expiry
Reserve eligible available quantity
Check stock status and existing commitments. Reserve only what is available and retain the request reference. Concurrent requests must recheck availability rather than both accepting the same quantity.
Record or confirm- Requested
- On-hand
- Reserved
- Held
- Available
Pick actual quantity
Give staff a clear task and record what was physically picked. Preserve partial outcomes and substitutions only under authorised rules. A completed task must not imply the full requested quantity was obtained.
Record or confirm- Pick task
- Actual quantity
- Source location
- Exception
Dispatch and receive transfers separately
Record outgoing stock and destination receipt as distinct events. A transfer remains in transit until accepted; partial receipt leaves an accountable outstanding balance. Duplicate acknowledgements must not create more stock.
Record or confirm- Transfer
- Dispatched
- Received
- In-transit balance
Count and approve differences
Compare an observed count with recorded stock at a defined time. Investigate concurrent movements and unit errors. An authorised adjustment retains reason, approver and evidence; do not simply replace the balance.
Record or confirm- Count time
- Observed
- Recorded
- Difference
- Approval
Availability and partial transfer
A location has 100 units, 30 reserved and 10 held, so 60 are available under this policy. A transfer dispatches 20 and the destination receives 18. Two remain unresolved in transit. A later count adjustment requires investigation; it must not manufacture receipt of the missing two.
- 100 − 30 − 10 = 60 available.
- Keep partial transfer balance.
- Use approved adjustments with evidence.
Exceptions and mistakes to avoid
- Do not combine different units or owners into one balance.
- A cancelled reservation needs a controlled release, not a duplicate negative entry.
- Counts must consider movements around the count time.
Inventory reconciliation
Use one row per identity and location, then reconcile movements separately.
| SKU / owner | On-hand | Reserved / held | Available | Count or transfer issue |
|---|---|---|---|---|
| SKU A / Owner A | 100 units | 30 reserved / 10 held | 60 units | Transfer 20; receipt 18 |
Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.
Check your understanding
Try answering first, then open the explanation. Use the worksheet and source records to practise the task.
Can on-hand stock always be promised?
No. Existing reservations, holds and policy restrictions may reduce availability.
Should a count directly overwrite stock?
No. Investigate and use an authorised adjustment with traceable evidence.
Put it to work with HiVAM
Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.
Reservations, pick waves, transfers and counts
Review the published API for reservations, pick waves, partial transfers and approved counts.
Saved views, access scopes and audit evidence
Restrict stock adjustments and preserve their audit evidence.
Keep your learning moving.
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Try the workflow with your team.
Bring a representative job and an exception to a HiVAM demonstration. Review saved records, permissions and handoffs alongside the interface.