Understanding Availability
Peasy tracks more than just what's on the shelf. It also knows what's committed to orders, what's in transit, and what's being used in production. This helps you understand what's truly available.
The Key Numbers
When you look at an item, you might see a few different quantities:
| Number | What it means |
|---|---|
| On Hand | What's physically at a location right now |
| Pending | What's already committed — outbound sales orders, transfers, or items reserved for production |
| Available | On Hand minus Pending — what you can actually use or sell |
Example
You have 100 lbs of flour on hand. You have an open sales order for 20 lbs and a work order that needs 30 lbs.
- On Hand: 100 lbs
- Pending: 50 lbs (20 for the sale + 30 for production)
- Available: 50 lbs
Even though you have 100 lbs on the shelf, only 50 lbs are truly available for new orders.
What Counts as "Pending"
These are the things that reduce your available quantity:
- Sales orders — Items committed to customer orders that haven't been fulfilled yet
- Transfer orders — Items being moved to another location
- Work order inputs — Ingredients or materials allocated to production runs
Once these orders are completed (delivered, received, or produced), the pending quantities clear out and the on-hand numbers adjust accordingly.
How the Shared Pool Works
All variants of an item share one pool of inventory. If you buy coffee in 5-lb bags and sell it in 12-oz bags, both are drawing from the same pool of coffee.
Here's how Peasy shows the same pool in different units:
- Pool total: 100 lbs of coffee
- Viewed as buy units: 20 bags (at 5 lbs each)
- Viewed as sell units: ~133 bags (at 12 oz each)
No matter which unit you're looking at, the underlying quantity is the same. Peasy just does the conversion math for display.
Restock Points and Alerts
You can set a Restock Point for each item — the minimum quantity you want to keep on hand. When your on-hand quantity drops below this number, Peasy flags the item so you know it's time to reorder.
- Set Restock Points on the item detail page or in the items table
- Per-location Restock Points are supported — you can have different thresholds at each warehouse
- Alerts show up as a red badge on Buy > Items in the sidebar and in the Flags panel (the flag icon at the top of the sidebar)
See Restock Points for the full details on Low and Order views.
Good to Know
- Available quantity can go negative if you've committed more than you have on hand. This signals you need to restock.
- The red badge on Buy > Items in the sidebar counts items that have dropped below their Restock Point.
- Availability is calculated in real time — it updates as orders are created, received, or completed.
- If you don't set Restock Points, you can still watch your on-hand quantities manually.
Related
- Inventory Overview — How inventory tracking works
- Understanding Items and Units — How units and conversions work
- Restock Points — How replenishment alerts work