Understanding The Warehouse Inventory Log

Document Version	v.3
Document Last Updated	10/30/2025
Software Version Documented	v10x

Overview

This article will go into detail on how to read and understand your Warehouse Inventory Log, as well as how your inventory moves through the system based on certain everyday processes.

## Viewing Warehouse Inventory Log

There are a couple of areas within Savance where you can view your warehouse inventory log for a specific product. This next section will show you those locations.

From Inventory Manager

From the top menu go to Inventory > Inventory Manager > Item Manager. After finding the material you wish to view. In the Item Manager screen select ‘View Logs’ and choose ‘Warehouse Inventory Log’

From Order Line

You may also view the Warehouse Inventory Log, from an item on a quote/order. After adding an item to an Quote/Order, RFQ/Purchase Order,RMA or RTV, right-click and select ‘Show Warehouse Inventory Log’

From Shipper or Receiver Line

Right Click on part number and ‘View Warehouse Log’

From Dashboard - Quick Item Lookup

Availability Section

Quantity is hyperlinked next to Warehouse Name to load the Warehouse Inventory Log

Inventory Values

In this next section, we will go over what each inventory value means:

Without Show Detailed Information

OnHand: Is the total value of an item regardless if it is reserved, allocated, etc.

Reserved: When you create an order, the items are reserved for that order, even if you do not have that quantity in your warehouse (unless it is a backorder, direct or on-hold for backorders when you receive the items, reserved will increase and BO will decrease.)

On Order: This is for receivers that are not received yet, so whenever you receive an item, on order will decrease, and when you convert a PO, on order will increase. it is basically that is the quantity you are waiting from the vendor but it did not come yet to you

Back Ordered: These are the quantities back-ordered (you check back-ordered checkbox manually on Order or at the Line Item Level)

Manual Back Ordered: This is a total of this item that is back-ordered but not linked to a PO.

**
Allocated:** It is the quantity allocated to match the shipper’s quantity. Allocated will increase whenever you have a shipper created or you are doing ship complete prior to kicking the shipper.

Location OnHand: Items are physically in your warehouse on a physical shelf.

Available: Is this formula for availability:

Available = LocationOnHand + TempOnHand + StagedOnHand + HoldingBinOnHand + MovingBinOnHand + HeldForBackOrders - Reserved - ReturnReserved

Replenishment Quantity: The suggested replenishment quantity to order for stock and backorders.

Fulfillment Quantity: The suggested fulfillment quantity for just backorders.

Line Item Hold: Stock will not be allocated nor appear in Critical Purchasing until the hold is released.

With Show Detailed Information

DirectOnOrder & Direct Reserved: These are used to track Directs. These don't affect our Available since the vendor is sending the items directly. The DirectReserved increases when we convert the direct order.

Suspect OnHand: Can be increased due to different factors including:

Picking less (there is an option that means we know we have the inventory but we don't know the location)
Receiving an item that is unknown in an RMA so we put it in the suspect OnHand bin, until we see if it is really broken or not.
Broken materials in receiving, so you receive inventory that you can put some of its items as broken and you can do something with these in the future (create RTV, write-off)

Holding Bin OnHand: A shelf or a location to store items on, the item can be in a single location and multi-location. On the other side, we do shipping/receiving in stages like picking, loading, staging, these stages need temporary locations to put the items in.

Temp OnHand: Material received but pending put away (only from the handheld until confirmed by counter count)

Staged OnHand: Items sitting on the Service Order waiting to get loaded or returned back to the warehouse

In Transit: A bin that increases when we post to Loaded (on your truck), and decreased when we post to delivered (to the customer) or when we post back

Return Allocated & Return Reserved: For RTV's, just like for orders, but we are sending vendors items instead. When we convert the RTV, we increase the ReturnReserved, and when we create a shipper, we increase the return allocated.

Moving Bin OnHand: This is used when you receive an RMA from a customer and you know it is good so you put it in a holding bin until you put it back on the shelf/location.

On Return: Same as OnOrder but for RMAs, this is when we are waiting for something to come to us from the customer returning something**.

Return to Vendor OnHand:** A shipping Bin for RTVs, used when we want to return something to the vendor

HeldForBack Orders: Instead of putting away items then going back to that location and picking again. Item comes from the vendor, received, SE finds any back orders that will be kicked off, and suggests it to the user, and puts this in the held for backorders. When picking, we pick it from held for backorders instead of the location.

Inventory Status

The Inventory Status button accesses where all of these quantities are on Orders, Shippers, and Purchase Orders, Receivers, RMAs and RTVs

For instance, expand the “+” plus to see the Purchase Order Receiver that has the Held for Backorders Quantity(s) received and the Order Shipper that requires the quantity.

Click on the hyperlinked order to open that Receiver.

Or click on the Order Number of quantities Reserved.

To open that Order, to show line item Reserved

Of which could be in allocated categories as well and status of the Shipper.

Current Location Values

In the current location value pane, will show you what warehouse bin type and location with ALL the quantities including the OnHand quantity. Click the Edit button and refer to Stock Adjustment - KB on how to use.

How to Use the Actions Log

Every time an item is a part of a transaction within Savance every action is logged within the Warehouse Inventory Log.

Click on the filter button top right corner to add additional filters. Upon Selecting a filter,

Please Press Refresh.

Date Range - Note: History will default to one month.

Modification Type - All of the actions performed.

Order# and or Release#

Warehouse Note - This will default to the Current Warehouse of User
Normal or Storage Orders - This will default to Normal Shippers

Altered by (User)
Serial# (Starts with/Contains)
Filter for Change to what Inventory Values or Show Running Total

Tips and Tricks in using Action Log with Filters

Confirm you have the entire date range of the history you are looking for. Remember it defaults to one month. So, if you want the entire year, you will have to adjust the date range.

Confirm you have the Warehouse filtered on you are looking for
Sort the Date Column in Descending Order by clicking the column header and assuring the carrot is in a downward direction.

Filter the columns further if necessary, but note that could filter out important information

When you select Running Total on all Inventory Values, all of those columns with their Running Totals will appear in the Grid.

However, you may only want to see a Running Total of one or more singular values like Shipper Allocated.

Right Click Column Chooser, and drag a column into place where you would like it.

Inventory Calculations

Hover over the following inventory value to see the calculation method. So in this example, On-Hand shows 469. With only 437 in an Inventory Location but adding HoldingBin(6), MovingBin(10), HeldforBackorders(10 and Staged (6)

with only 131 Available because OnHand of 469 minus Reserved of 338 minus Return Reserved(0)

OnHand

OnHand = LocationOnHand + HoldingBinOnHand + MovingBinOnHand + HeldForBackOrders + StagedOnHand

LocationOnHand

Sum of items in any location(s) (No Location Or User Specified Locations)

Available

Available = OnHand - Reserved - Return Reserved

ReplenishmentStockIncludingOrdersFullfillment

Current quantity Critical Purchasing will suggest to order for stock

OrderFullfillmentQty

Current quantity Critical Purchasing will suggest to order for back-orders

Below are common scenarios and how your Inventory moves through the different values for each action.

Back Order – Linked PO

Convert Quote to Order:

Back Ordered = 1 (+1)

Convert RFQ to PO:

Back Ordered = 1
On Order = 1 (+1)

Receive PO:

Available = 1 (+1)
OnHand = 1 (+1)
Holding Bin OnHand = 1 (+1)
Back Ordered = 1
On Order = 0 (-1)

Put Away PO:

Available = 0 (-1)
OnHand = 1
Location OnHand = 1 (+1)
Holding Bin OnHand = 0 (-1)
Reserved = 1 (+1)
Allocated = 1 (+1)
Back Ordered = 0 (-1)

Pick Order:

OnHand = 1
Location OnHand = 0 (-1)
Holding Bin OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Pack Order

OnHand = 1
Holding Bin OnHand = 1
Reserved = 1
Allocated = 1

Stage Order

OnHand = 1
Holding Bin OnHand = 0 (-1)
Staged OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Load Order

OnHand = 0 (-1)
Staged OnHand = 0 (-1)
Reserved = 0 (-1)
Allocated = 0 (-1)
In Transit = 1 (+1)

Deliver Order

In Transit = 0 (-1)

PO Now – Linked PO

Convert Quote to Order:

Back Ordered = 1 (+1)

Convert RFQ to PO

Back Ordered 1
On Order = 1 (+1)

Receive PO

Available = 1 (+1)
OnHand = 1 (+1)
Holding Bin OnHand = 1 (+1)
Back Ordered 1
On Order = 0 (-1)

Put Away PO

Available = 0 (-1)
OnHand = 1
Location OnHand = 1 (+1)
Holding Bin OnHand = 0 (-1)
Reserved = 1 (+1)
Allocated = 1 (+1)
Back Ordered = 0 (-1)

Pick Order

OnHand = 1
Location OnHand = 0 (-1)
Holding Bin OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Pack Order

OnHand = 1
Holding Bin OnHand = 1
Reserved = 1
Allocated = 1

Stage Order

OnHand = 1
Holding Bin OnHand = 0 (-1)
Staged OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Load Order

OnHand = 0 (-1)
Staged OnHand = 0 (-1)
Reserved = 0 (-1)
Allocated = 0 (-1)
In Transit = 1 (+1)

Deliver Order

In Transit = 0 (-1)

Back Order – Unlinked PO

Convert Quote to Order

Back Ordered = 1 (+1)

Convert RFQ to PO

Back Ordered = 1
On Order = 1 (+1)

Receive PO

OnHand = 1 (+1)
Holding Bin OnHand = 1 (+1)
Back Ordered = 1
On Order = 0 (-1)

Put Away PO

OnHand = 1
Location OnHand = 1 (+1)
Holding Bin OnHand = 0 (-1)
Reserved = 1 (+1)
Back Ordered = 0 (-1)

Process Back Order

OnHand = 1
Location OnHand = 1
Reserved = 1
Allocated = 1 (+1)

Pick Order

OnHand = 1
Location OnHand = 0 (-1)
Holding Bin OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Pack Order

OnHand = 1
Holding Bin OnHand = 1
Reserved = 1
Allocated = 1

Stage Order

OnHand = 1
Holding Bin OnHand = 0 (-1)
Staged OnHand = 1 (+1)
Reserved = 1
Allocated = 1

Load Order

OnHand = 0 (-1)
Staged OnHand = 0 (-1)
Reserved = 0 (-1)
Allocated = 0 (-1)
In Transit = 1 (+1)

Deliver Order

In Transit = 0 (-1)