Balances, lots, and counts as warehouse records.
On-hand, reserved, and available stock across warehouses and bins — with an append-only movements ledger, lot tracking, low-stock and expiry signals, and physical count sessions.
On hand
1,536
Reserved
286
Available
1,250
MTR-Culvert bolt M16
YARD-AOn hand 1,240 · Res 260 · Avail 980
CNV-Sealant 5L
YARD-AOn hand 86 · Res 14 · Avail 72
SPA-Filter pack A
PLANT-2On hand 210 · Res 12 · Avail 198
Warehouse truth should not be a sidecar file.
Procurement is only as honest as the stock behind it. Balances, movements, and counts belong on the same record as the buy chain.
The mystery balance
On-hand lives in a sheet next to Materials. AP asks why the bill doesn’t match the shelf — nobody can show the movement that got there.
Overwrite, don’t ledger
Someone types a new quantity. Reserved vs available disappears. Transfers between yards leave no trail.
Counts that invent a second system
Physical verification happens in a clipboard file. Outcomes never feed the next PO or valuation decision.
On hand, reserved, available.
Three numbers — not one editable cell. Availability is what the buy chain should read before opening a large RFQ against a wrong shelf.
On hand
Quantity physically recorded at the warehouse / bin / lot grain.
Reserved
Held for open demand — not free for the next requisition to assume.
Available
What buyers and stores can both trust before they order or issue.
Location is part of the balance.
Warehouses and bins give stock a place — transfers move between them on the ledger, not by rewriting a row in a sheet.
Warehouses
- YARD-A
Coastal yard A
24 bins · 862 SKUs
- PLANT-2
Plant stores 2
18 bins · 410 SKUs
- QUAR-1
Quarantine
6 bins · 22 SKUs
Append-only — void and reverse.
Every receive, issue, transfer, reserve, and adjustment posts as a movement. Mistakes void and reverse — they do not silently overwrite the balance.
Recent movements
- +400 EA
RECEIPT
MTR-Culvert bolt M16
YARD-A · vs PO-1182
- 12 CAN
TRANSFER
CNV-Sealant 5L
YARD-A → PLANT-2
- −8 SET
ISSUE
SPA-Filter pack A
PLANT-2 · project issue
- −2 CAN
ADJUSTMENT OUT
CNV-Sealant 5L
Count variance · posted
See risk before the shelf goes quiet.
Lot identity carries expiry. Low-stock and expiring-lot views surface exceptions before buyers open the next RFQ against a wrong on-hand number.
Low stock
CNV-Sealant 5L
72 CAN · Below min 100
SPA-Gasket kit B
4 SET · Below min 20
Expiring lots
- 14 days
LOT-24-0881
CNV-Sealant 5L
- 28 days
LOT-24-0712
CHEM-Epoxy A
Count sessions that reconcile.
Inventory counts are first-class records — draft → counting → review → posted (or cancelled). Variances post as adjustments on the ledger, not a quiet overwrite.
Count sessions
- POSTED
YARD-A monthly · Mar
128 lines · Variances → adjustments
- REVIEW
PLANT-2 cycle count
42 lines · 3 lines pending sign-off
- COUNTING
Quarantine spot check
18 lines · In progress on floor
Keep warehouse truth on the record
Balances, movements, lots, and count sessions — so buyers, stores, and AP share one number before the next order.