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Stock Shortages

Stock Shortages is your restocking worklist: products that have run down, seen against how many were actually sold, so you can raise a purchase or a transfer before a customer discovers the gap.

Menu path: Inventories > Stock Shortages

Screenshot from the live OSOSS Dashboard

What the list tells you

A shortage document is raised per branch and holds the products that need attention. Each line shows the product with its unit and quantity, and - crucially - the invoices sold quantity: how many units actually left through sales in the period. That pairing is what turns a list of low balances into a decision.

ReadingWhat it meansWhat to do
Low balance, high sold quantityA genuine fast mover you are about to lose sales onRestock now, and raise the reorder threshold
Low balance, low sold quantitySlow stock that happens to be nearly outOrder sparingly, or let it run out
Zero balance, steady salesYou are already losing sales silentlyUrgent - check Backorder Items too

Documents carry the usual controls: a generated number, a date, a From branch and To branch where the shortage is to be covered by a move, who requested it, who accepted it and when, and a draft state before it is acted on. The list can be filtered by branch, by date range and by a minimum quantity, which is how you cut a long list down to the lines that matter this morning.

Work a shortage

  1. Filter to one branch and set a quantity threshold so you see real gaps rather than every product one unit below par.
  2. Read the sold quantity beside each balance and decide: purchase, transfer, or leave.
  3. For a transfer, set the From branch with spare stock and the To branch that needs it, then hand it to Transfer Inventories.
  4. For a purchase, raise a purchase order with your supplier.
  5. Accept the document once it has been acted on, so the record shows who resolved it.
Tip: This page and Backorder Items answer two different questions. Shortages tell you what you are about to run out of; backorders tell you what you have already sold and owe. Read shortages to prevent, backorders to repair.
Note: A shortage list is only as good as your reorder thresholds. If the same products appear every week, the threshold is set below real weekly consumption - fix it once instead of reacting weekly.

Full reference

Every option and control on this page, at a glance.

Filters (6)

Sortable columns

Branch name

Standard list tools

Every list page in OSOSS shares these controls:

Related pages

What you can do on this page

Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.

Add a record

  1. Click Add above the table - some pages label it New or show a + icon.
  2. Complete the form. Required fields carry a red asterisk and the form will not submit until they are filled.
  3. Click Save. Validation runs on submit; any field that fails shows its message directly beneath itself, and the form scrolls to the first problem.
  4. You land back on the list with the new record in place.
Searchable dropdowns (customer, product, account, branch...) read live data - start typing to filter rather than scrolling. Most also let you create the missing record inline so you don't lose the form you are in.

Edit a record

  1. Open the row's actions menu at the end of the row and choose Edit, or open the record and use Edit there.
  2. The form loads with current values. Change only what you need.
  3. Click Save.
Documents that are already posted to accounting, paid, or fulfilled lock the fields that would change history. That is deliberate - issue a refund, a credit note, or an adjustment instead of rewriting the original.

Open and read a record

  1. Click the row, or choose View in the row's actions menu.
  2. The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
  3. Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.

Delete a record

  1. Open the row's actions menu and choose Delete.
  2. Confirm in the dialog. There is no undo from the interface.
  3. If the record is referenced elsewhere - used on a document, tied to a transaction - the delete is refused and the reason shown.
When a record is refused, or when it may come back into use later, deactivate it instead of deleting. It disappears from selection lists while every document that already used it keeps reading correctly.

Export the list

  1. Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
  2. Click Export All.
  3. The file downloads as a spreadsheet: one row per record, your visible columns in your order.