Understanding Aptify Inventory Control Terminology

The Aptify Inventory Control system utilizes a number of terms and phrases that are unique to Aptify.

Units Ordered

Units Ordered is defined as the quantity for a particular order line in an Orders record.

Units Shipped

Units Shipped is the number of units that shipped for a particular order line in an Orders record. Units Shipped may vary from Units Ordered when products are partially shipped or back ordered.

Returned Units

Returned Units are only used on cancellation orders. Returned Units are units that are preceded by a negative sign, indicating that inventory is being returned to the organization rather than being shipped out of the organization as in the case of a regular order with Units Ordered/Units Shipped.

Not Returned to Stock

Damaged returned units are not returned to stock. To track damaged returned units, the Not Returned To Stock option on the Order Lines form must be selected when an order is cancelled. These returned products on this order are not added back to inventory when they are returned.

Exchange Units

Exchange Units are sometimes placed on a cancellation order. A cancellation order usually returns one or more products and may have an exchange for a different product(s) listed as well. Exchange Units are order lines on a cancellation order with a positive quantity.

Quantity on Hand

Quantity On Hand is the total number of units on hand in the inventory warehouses. Units are included in this figure whether or not they have been reserved for sale. Subtracting the Quantity Reserved from this number yields the Quantity Available.

Quantity Available

Quantity Available is the total number of units on hand minus the number of units ordered but not yet shipped. This is the number of units currently available for sale.

Quantity On Hand - Quantify Reserved = Quantity Available

Quantity Reserved

Quantity Reserved is the total number of units that have been sold but not shipped to a customer. These units are typically still physically in the organization's warehouse, but have already been sold to a customer through an order. Quantity Reserved is controlled by the Order Status field on the Order record, which indicates if an order has been Taken, Shipped, Cancelled, or Back Ordered. Quantities Reserved includes the quantities for Order records with an order status of Taken or Back Ordered.

Quantity Reserved is calculated as shown below:

Quantity Reserved = Units Ordered - Returned Units + Exchange Units

Units Ordered = number of units where order status is Taken or Back Ordered
Returned Units = number of negative quantity units in cancellation orders linked to orders that calculate Units Ordered
Exchange Units = number of positive quantity units in cancellation orders where order status is Taken or Back Order

Quantity Shipped

Quantity Shipped is the total number of units of a product that have been shipped to a customer, life-to-date. This is a statistic Aptify provides that is not common in most order entry/inventory control packages, but provides a very quick method of determining overall Product volume.

Quantity Shipped = Units Shipped - Returned Units + Exchange Units

Units Shipped = number of units where order status is Shipped
Returned Units = number of negative quantity units returned in cancellation orders linked to orders that calculate Units Shipped
Exchange Units = number of positive quantity units in cancellation orders where order -status is Shipped

Quantity On Order

Quantity On Order does not have any effect on actual Inventory levels. Quantity On Order tracks the number of units that have been purchased or are in manufacturing, and their expected arrival date(s) at the warehouse.

Quantity Balance

Quantity Balance displays the total quantity purchased, less any that have been shipped and batched or returned to a vendor. The value of this field in the Product Inventory Ledger record is the same as the value of the Quantity Balance field in the most recent Product Inventory Ledger Entries record. It is displayed on the Product Inventory Ledger form for convenience. This field in the Product Inventory Ledger Entries record is used in conjunction with cost data to maintain a log of historical average costs for the product.

Product Level Inventory

Product level inventory is automatically tracked by the system at all times. Product level inventory is the totals of Quantity On Hand, Quantity Reserved and Quantity Shipped for all of a product's Product Inventory Ledgers. This information is stored in the Products service in the Quantity On Hand, Quantity Reserved and Quantity Shipped fields, respectively. These fields are read-only in the Products service, because their values are automatically computed during the order entry process and the various inventory services. Product level inventory is useful for assessing overall product activity and determining re-order needs for an entire organization.

Warehouse Level Inventory

A product's inventory levels at the Product Inventory Ledger level is available from a Product's Inventory > Purchases/Adjustments tab. Alternatively, you can review the individual Product Inventory Ledger records.