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Difference between real stock and virtual stock

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  • Difference between real stock and virtual stock

This article will explain the difference between real stock and virtual stock, and will show an explanatory example so that the differences between the two can be clearly understood.

 

 

1. Actual stock

The “Real Stock” represents the stock, inventory or quantity of units that we have in our warehouse or warehouses at a given moment, for all the products in our catalogue for which stock management has been activated through Product file > Stock, and the “Control Stock” checkbox has been ticked.

The “Real Stock” units are modified with the delivery notes and invoices, both purchase and sales, increasing by as many units as are included in the delivery notes and purchase invoices, and decreasing by as many units as are included in the delivery notes and sales invoices.

In addition, when an invoice is generated from a delivery note, then the invoice does not take into account the warehouse movements, as STEL Order takes into account that it was created from a delivery note, and therefore the delivery note was already in charge of registering these movements.

Therefore, an invoice will register the warehouse movements when it is created from scratch, or when it is created from a quotation or an order.

 

2. Virtual stock

The “virtual stock” represents the stock, inventory or quantity of units that will be held in our warehouse in the near future, calculated on the basis of the “actual stock” at a given time, and the purchase orders to be received and the purchase orders to be shipped or delivered.

Since purchase orders do not certify the delivery or receipt of goods, but rather the request for material from a supplier, which has not yet been received, or the request for material from a customer, which has not yet been delivered, it is for this reason that they do not affect the “Actual Stock”, but do affect the “Virtual Stock”.

Therefore, purchase orders increase the “virtual stock”, while sales orders decrease it. It is reminded that all these stock modifications by orders pending delivery or receipt will only affect the “Virtual Stock”, and never the “Real Stock”.

Finally, it should be noted that if a pending order is finally marked as “Rejected”, then all the modifications to “Virtual Stock!” that it contemplated will be automatically reversed, and for the purposes of “Virtual Stock” it will be as if this order had never existed.

 

3. Explanatory example

If at any given time you have 20 units of a given product in stock, and you have no pending purchase or sales order, the stock of the product will be:

 
REAL STOCK VIRTUAL STOCK
20 20

If we place a purchase order with a supplier for 50 units, the stock will be as follows:

 
REAL STOCK VIRTUAL STOCK
20 70 ( = 20 + 50 )

If a customer then places a sales order for 5 units, the stock will be as follows:

 
REAL STOCK VIRTUAL STOCK
20 65 ( = 20 + 50 – 5 )

 

If we then issue a delivery note to a customer for 10 units, which proves that the goods have been delivered to the customer, the stock will be as follows:

 
REAL STOCK VIRTUAL STOCK
10 ( = 20 – 10) 55 ( = 10 + 50 – 5 )

If we then receive the outstanding order for 50 units from our supplier, which we prove by making a delivery note or a supplier invoice from this order, the stock will remain:

 
REAL STOCK VIRTUAL STOCK
60 ( = 50 + 10 ) 55 ( = 60 – 5 )

If we finally deliver the outstanding order of 5 units to our customer, which we prove by making a delivery note or sales invoice on the basis of this order, the stock will remain:

 
REAL STOCK VIRTUAL STOCK
55 ( = 60 – 5 ) 55