Stock levels

Stock levels is one list of every product and component you hold. It shows how much is there, how much is reserved and how much is still available. From the same screen you open:

• the movement history of any item, with a PDF document for each product movement;
• the reservations;
• the items that need replenishing;
• the CSV export and import.

Where to find it: Warehouse → Stock → Stock levels

When you'll use it

• You need to know whether goods can be promised to a new order.
• A quantity looks wrong and you want to see what changed it.
• You need the document of a receipt, issue or transfer again.
• You want to see what is running low.
• You are entering opening stock, or correcting many quantities at once, from a spreadsheet.

Key concepts

• Three numbers.

  • Quantity is what is physically there (on hand).
  • Reservations is what is held for orders (reserved).
  • Available is the rest:

  Available = Quantity − Reservations (never below zero)

• One row per item. Each product and each component has one row with its totals. The Type column tells products and components apart. A product with variants has one row per variant, with the variant's attributes under its name. Stock is always kept on the variant, never on the product that groups them.

• Locations (advanced warehouse type only). If an item is kept in one place, the Location column names the warehouse and segment. If it is kept in several, the column shows a button such as 3 locations. Click it to see the quantity in each place.

• Names that Complaia creates. Some places are created by Complaia and are shown in your language: the main warehouse (Main warehouse), the default segment (Unassigned) and the buffer of a workstation (Workstation followed by its name). A workstation buffer holds material brought to a workstation and finished goods that have not been moved to a warehouse yet. See where finished goods land.

• Products that ship in several parcels are kept per warehouse, not per segment, because the parcels of one piece may lie in different segments. Their location shows the warehouse only.

• An item with nothing left disappears. When both the quantity and the reservations of an item reach zero, its row is removed. Receive the item again and the row comes back.

• Low-stock alert. If a product has a Low-stock alert set on its record, Complaia compares it with the available quantity in each warehouse.

• Quantities only. This screen shows no purchase price and no stock value.

The screen

📷 Screenshot to add: Stock levels with the four tiles, a product row showing the Below minimum warning triangle, and a row with the "3 locations" button expanded.

Four tiles sit above the list.

Tile	Shows	Click
Total stock	The sum of Quantity	—
Reserved	The sum of Reservations	View reservations opens the reservations on Stock reservation. Shown only if you may see reservations
Available	The sum available	—
To replenish	How many products are below their minimum	View alerts opens the list

The table

Column	What it shows
Type	Products or Components. Filter on it to see one kind
Item	Photo, name (a link to the product or component), code, the variant's attributes; for a component, its kind
Location	Advanced type only, see above
Quantity	On hand, with the unit
Reservations	Held for orders
Available	Green when something is available, red when nothing is. A warning triangle (Below minimum) appears when a product is below its minimum
Packages	For products: how many labelled parcels are on stock
Incomplete	For products that ship in several parcels: parcels that do not make up a whole piece, for example 1 / 3
Updated	When the item last changed

Header buttons

• Refresh.
• More — holds Export CSV, Import CSV and, with the advanced type, Warehouses.
• Receive goods — opens Goods receipt.

Click a row to open the item's Movement history.

Common tasks

Check whether you can promise stock

1. Open Warehouse → Stock → Stock levels.
2. Find the item. Use the search, or filter by Type.
3. Read Available, not Quantity.
4. If Available is much lower than Quantity, click View reservations on the Reserved tile to see what holds the goods.

Open an item's movement history

1. Click the item's row. The Movement history window opens. The top shows the item, its current quantity and, with the advanced type, its place.
2. Read the list. Each change shows its Type, Quantity (with + or −), Reference and Created. With the advanced type, a Location column shows where it happened. A transfer shows where the goods came from and where they went.
3. Click Open record to go to the product or component, or close the window.

Download the document of a movement

Every product movement has its own PDF document: a receipt, an issue, a transfer and so on.

1. Open the item's Movement history.
2. In the File column, click the download button on the row.

The file name starts with the document number, or with the reference you typed when you made the movement. Components have no movement documents.

See what is reserved

1. On the Reserved tile, click View reservations.
2. The Reservations view on Stock reservation opens. It shows what is reserved, for which order and where.

Reservations are released or cancelled there, not on this screen.

See what needs reordering

1. On the To replenish tile, click View alerts. The Warehouse alerts window opens.
2. Read each row: Product, Warehouse / segment, Available, Min. and Missing.

A product is listed when its available quantity in a warehouse is below its minimum. The warning triangle in the table follows the same rule. A product that is sold out is listed with 0 in each warehouse where it was kept. Variant templates, sets and inactive products are never listed.

See where an item is kept

This applies to the advanced warehouse type.

1. In the Location column, click the button such as 3 locations. One row per place appears under the item, with its own quantity, reservations and availability.
2. Click the button again to hide the rows.

Export and import stock

Export and import cover products. Components are not included.

Export

1. Click More → Export CSV. A CSV file downloads. It opens in a spreadsheet program.

The column headers of the file are in Polish:

Header	Meaning
SKU	stock keeping unit
EAN	European Article Number
Nazwa	name
Jednostka	unit
Magazyn	warehouse
MagazynId	warehouse ID
Segment	segment
Ilosc	quantity
Rezerwacja	reserved
Dostepne	available
StanMin	minimum
DoUzupelnienia	to replenish (TAK means yes)

Import

1. Click More → Import CSV. The window Import stock from CSV opens.
2. Step 1: choose or drop a CSV file. Its first row must contain column headers.
3. Step 2: under Match columns, tell Complaia which column of your file is which:
   • Quantity is required;
   • SKU (stock keeping unit) or EAN (European Article Number) is required, at least one of them;
   • with the advanced type, a warehouse for each row (Warehouse (ID) or Warehouse (name)) and, where possible, a Segment.
4. Choose the Import mode: Set stock (the value in the file becomes the new quantity) or Add / subtract (the value is added to the current quantity).
5. Click Next. Step 3 shows what will happen: To save, Skipped, Errors, and the first 20 planned changes with the quantity before and after. Nothing has been saved yet.
6. Click Import (N). Each change is recorded as an Adjustment in the item's movement history, with the reference Import CSV.

Read step 3 before you import

Set stock overwrites the quantity of every row it matches. A wrong column in step 2 changes every quantity in the file. The preview is the only moment to catch it.

Movements

Every change to stock is recorded. These are the types you see in the Movement history:

Type	Written by	Quantity
Receipt	Goods receipt, and receiving against an external receipt	+
Release	Goods issue	−
Issued from box	Handing a packed box over on Shipment handover or Loading	−
Return	Taking a box back on Route returns, and confirming a check there	+
Transfer	Moving stock to another warehouse, see Stock transfer	no change in total
Relocation	Moving stock to another segment of the same warehouse	no change in total
Adjustment	Posting a stocktaking session, CSV import, and withdrawing a product's stock for inspection	+ or −

Reserving and packing write nothing here, because they do not change the quantity.

Reservations

A reservation holds stock for one order. Reserved goods still count in Quantity, but not in Available, so they cannot be issued, moved or reserved again.

• Stock for sales orders is reserved on Stock reservation.
• Production orders reserve the components they need.
• When a reserved item is packed and handed over, its reserved quantity goes down together with its quantity on hand.
• When a reservation is released, the goods become available again. Stock does not change.

When it doesn't work

What you see	Why	What to do
Plenty in Quantity, but the goods cannot be issued or reserved	They are reserved.	Click View reservations and release reservations that are no longer needed on Stock reservation.
View reservations is missing on the Reserved tile	You may not see reservations.	Ask for Stock reservation or Warehouse: Reservations.
A product you stock is not on the list	Its quantity and reservations are both zero.	Receive it. The row returns.
The Movement history of a product does not load	Product movements need their own permission.	Ask for Warehouse: Stock movements.
No File column in the movement history	The item is a component, or you do not have Warehouse: Stock movements.	Components have no documents. For products, ask for the permission.
No Location column	It is shown only with the advanced warehouse type.	See Warehouse type.
Import CSV is not in the More menu	Importing needs Warehouse: Stock movements.	Ask an administrator.
There is no product with the code … in step 3	The SKU or EAN in that row does not match a product.	Correct the row and start again. Rows without errors can be imported as they are.
The quantity … is lower than the goods in closed boxes …	Part of the stock is packed in boxes, and the new quantity would be lower.	Unpack the boxes, or enter at least the packed quantity.
The stock after the import would be negative.	Add / subtract would take the quantity below zero.	Correct the row.
A stocktake is in progress, so the warehouse is frozen. on import	A stocktaking session is open.	Wait until it is posted or cancelled. Export still works.

Permissions

To do this	You need
See Stock levels, the tiles, Warehouse alerts, Export CSV, and the movement history of components	Warehouse: View
Open the movement history of products and download movement documents; Import CSV; Receive goods	Warehouse: Stock movements
Open the reservations from the Reserved tile	Stock reservation or Warehouse: Reservations

Related

• Warehouse overview — how the warehouse screens fit together
• Stock reservation — where reservations are made and released
• Goods receipt · Goods issue · Stock transfer — the everyday ways to change these numbers
• Stocktaking — correct the numbers by counting
• Warehouses — the places stock is kept in
• The product record — where the Low-stock alert is set
• Components — the other half of this list