Why is product availability in a warehouse different from lot-level availability?
Learn why a product’s warehouse-level availability may not match lot-level availability, especially when orders or transactions are entered before a lot number is chosen.
In Acctivate, the warehouse-level “Available” quantity represents the total inventory available across all lots in a warehouse, while lot-level availability represents what’s available for a specific lot.
A common reason these numbers differ—usually showing lower availability at the warehouse level—is that a product has been added to a sales order or other transaction, but a lot number has not yet been selected. Until a lot is assigned, Acctivate reserves that quantity at the warehouse level only, not against any specific lot.
Key Concepts & Definitions
| Term | What it Represents in Acctivate |
|---|---|
| Warehouse-level On Hand | Total physical quantity in that warehouse before reservations. |
| Warehouse-level Available | On Hand minus all reserved or committed quantities (sales orders, assemblies, transfers, etc.). |
| Lot/Serial-level On Hand | Quantity physically available in a specific lot or serial number. |
| Lot/Serial-level Available | Lot-level On Hand minus quantities specifically reserved or committed for that lot. |
Acctivate tracks both levels so users can see total availability at a warehouse while maintaining traceability at the lot or serial level.
Why Warehouse vs. Lot Availability May Differ
Below are the most common reasons you may see a difference between the warehouse “Available” quantity and the sum of all lot-level “Available” quantities.
1. Product is added to an order or transaction before a lot number is selected ✅ (Most Common)
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When a product is added to a Sales Order, Assembly, or Inventory Transfer, Acctivate reserves that quantity at the warehouse level immediately.
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If a lot number has not yet been selected, the system cannot allocate that reservation to a specific lot.
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As a result, the warehouse availability decreases (because some quantity is now reserved), but no change appears at the lot level.
This leads to a common situation where:
Warehouse Available < Sum of Lot Available
Once a specific lot number is selected for that transaction, the reservation will move from the warehouse level to the lot level, and the quantities will align again.
2. Unposted or In-Progress Transactions
Unposted transfers, assemblies, or picklists can temporarily reserve inventory at the warehouse level without affecting specific lots until the transaction is completed and lots are assigned.
3. Configuration Settings (PO Inclusion or Locations)
If the “Include quantities on Purchase Orders in Available” setting is enabled, warehouse availability may include incoming PO quantities, while lot availability does not.
Also, if warehouse locations or bins are enabled, those settings can further narrow what’s displayed as “available” for each lot.
How to Troubleshoot and Reconcile
If the warehouse “Available” quantity is less than the sum of lot-level availability:
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Open the Product List and check for open transactions
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Open the Product List window, and filter on your product.
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Select the Transactions tab.
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With the Open button, you can view all open transactions, including sales orders, assemblies, and other transactions.
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Open and review these transactions. Look for products that have been added but do not yet have a lot number selected.
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Assign lots to those lines, where applicable, then refresh the Product window. Or, for old transactions that will never be posted, consider cancelling old orders and/or deleting old transactions.
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Confirm configuration settings
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Check if “Include quantities on Purchase Orders in Available” is enabled under File → Configuration Management → Inventory Options.
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If so, PO quantities affect warehouse totals but not lot totals.
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Post and refresh
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After making changes or assigning lots, post all transactions and refresh the product record to recalculate availability.
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In Summary
Differences between warehouse and lot availability are expected when products are on orders or other transactions without assigned lot numbers.
This discrepancy is normal and temporary—once the lot selections are completed and transactions are posted, the warehouse and lot-level availability will align.