Read time: ~7 minutes
Applies to: Admin Portal
What you’ll learn
Every column and toolbar option in the Item overview – the live list of what is in stock, what is picked, and what is on order for each item in a stock.
Item overview at a glance
Overviews provide the actual situation of items in stocks. Unlike data for reports, data in overviews is always loaded from actual data, so it shows the most recent information.
| What it shows | |
|---|---|
| Item overview | The current situation in a stock in regard of required quantities – physical quantities currently located in the stock, quantities picked from devices, purchase information, and ordered quantities with their expected delivery. |
| Serialized items | The state and location of all serialized items. See Understanding the serialized item overview. |
| Picked items locations | Where picked items currently are. |
Note: Based on the amount of data shown in this list, the initial load of the list and a refresh can take some time (up to seconds).
Open the item overview
- Select Item overview from the Overviews section of the main menu.
- Select a stock from the dropdown list of all stocks.
The list is generated right after the selection of the stock. It shows all items currently assigned to at least one device within the selected stock.
(1) Item overview under Overviews, (2) the stock picker, and (3) the toolbar. The outlined header row holds the columns described below.
Toolbar options
| Option | Function |
|---|---|
| Open item | Opens the detail of the selected item, allowing you to make changes directly from the overview list. Enabled only when an item is selected. |
| Mass edit | When more assignments are selected using multiselect, changes the settings of several assignments in one operation. Enabled only when device assignments are selected. |
| Collapse all | Collapses the list to item level. |
| Expand all | Expands the list to show all assignments to devices. |
| Export | Exports the list as shown. |
| Refresh | Reloads the list from actual data. |
Above the grid you can also switch Selection mode between single and multi-select, open the Advanced filter, choose which Columns to show, and work with Saved views.
Item level and device level
Quantities are aggregated from all devices where each item is assigned. To show quantities for each device separately, expand the item using the arrow at the start of its row, or use Expand all.
(1) Expand all, (2) the item-level row with quantities aggregated across devices, and (3) the device-level rows underneath. Here 30 pieces at item level are 20 on device TX750 plus 10 on Device1.
Quantity columns
These columns show what is physically in the stock right now.
| Column | What it shows | Shown for |
|---|---|---|
| New quantity | Quantity of the item currently in stock locations with location rule New. | All items |
| Used quantity | Quantity of the item currently in stock locations with location rule Used. | Durable items |
| Refurbished quantity | Quantity of the item currently in stock locations with location rule Refurbished. | Durable items |
| For service quantity | Quantity of the item currently in stock locations with location rule For service, and serialized items locked for service. | Durable items |
| Picked quantity | Quantity currently picked in production. | Durable items |
| Locations | Number of locations in which the item is assigned within a device. | All items |
Target and reorder columns
These columns come from the item’s assignment to a device, and say how much should be there.
| Column | What it shows | Editable |
|---|---|---|
| Max quantity | Maximum target quantity set for the item’s assignment to a device. | Yes – Mass edit |
| Order point | Order point quantity set for the item’s assignment to a device. | Yes – Mass edit |
| Min quantity | Minimum target quantity set for the item’s assignment to a device. Shown only for durable items. | Yes – Mass edit |
| Critical level | Critical level of an item, calculated from the item’s critical level (in percentage) and the item’s order point set for a device. | No – calculated |
| Missing to max | Quantity indicating how many pieces are missing to fill up to the maximum quantity. | No – calculated |
The two calculated columns use these formulas:
Critical level (pcs) for device = Order point for device * Critical level (%) of item Missing to max = Max quantity - (New + Used + Refurbished + For service + Picked)
State
The State column combines two things: a bar comparing the quantity in stock against the target, and an icon showing whether any action needs to be taken on the item.
The bar and the status icon, side by side. Every row here is OK.
The bar shows the stock and picked quantity of the item compared to Max quantity. The minimum is 0 and the maximum is the Max quantity set on the assignment. On item level, the visualization is shown as an aggregation of stock and picked quantity against the aggregation of maximum quantities from all assigned devices.
The icon shows the item stock state:
| State | When it is shown |
|---|---|
| OK | Item quantity in stock is higher than 120% of the threshold. |
| ALERT | Item quantity in stock is between 120% and 100% of the threshold. |
| CRITICAL | Item quantity in stock is lower than 100% of the threshold. |
The threshold is calculated using the order point and the critical quantity (if available). For durable items the system also considers the quantity in stock (excluding picked items), comparing it with the minimum quantity. On item level, the worst status from all of the item’s assignments to devices is shown.
Purchasing columns
These columns show what is on the way and under which supply arrangement.
| Column | What it shows |
|---|---|
| Consignment | Indicates if the item is assigned in the device as consignment. See Consignment management. |
| Active orders | Number of active purchase orders where the item is expected to be received – its purchased quantity is bigger than restocked quantity + cancelled quantity. Click the number to show those orders, with a further option to show their details. |
| Expected from orders | Quantity of the item expected to be received from active purchase orders. |
| Expected date | Expected delivery date of the item if it is on an active purchase order and the order carries an expected date. If there are more orders for the device, the first date when the item is expected is shown. A date equal to the current date is marked in orange; a date that has passed is marked in red. On item level, the first date when the item is expected is shown. |
Choose which columns to show
Click Columns above the grid to pick the columns and their order, then click Save. Two columns are available but cleared by default:
- Unit of measure – the unit the quantities are counted in.
- Track lot numbers – whether the item is tracked by lot number.
(1) the Columns button and (2) the two columns that are off until you switch them on. Item at the top of the list cannot be hidden.
Take action
Reading the overview tells you what to do next:
- Fix the targets – if Max quantity, Order point, or Min quantity are wrong for a device, correct them with Mass edit, or see How to optimize stock levels and order points.
- Chase what is missing – use Missing to max and Active orders together to see what is short and whether it is already ordered.
- Check the assignment – open the device to review where the item sits and how many locations it uses. See How to create and manage devices.
Related articles
- Understanding the serialized item overview – the sibling overview, for the state and location of serialized items.
- How to optimize stock levels and order points – where the targets behind these columns come from.
- How to create and manage devices – item assignments, and the max, min, and order point values per device.
- Consignment management: setup, ordering, and invoicing – what the Consignment column reflects.
- Reporting overview: charts, tables, dashboards, and BI – for historical analysis, rather than the live picture the overview gives.