Claim material you still hold

Defective material may still be in your warehouse while the supplier decides what to do. You can claim it without taking it out of stock.

Choose where the goods are

When reporting a defect, answer Where are the goods now? There is no default because the two answers have different effects, and neither is a safe guess.

Choose Still in my warehouse to create a held claim. Nothing leaves stock, and the claim holds the units. The claim row shows In stock beside the status. Nothing is deducted from your inventory value, and the units stay on hand at full cost.

Choose Gone from my warehouse if the units have left. They leave stock immediately, and you choose whether they were returned to the supplier or scrapped.

If the supplier's replacement arrives while you still hold the original units, the replacement enters at no cost for the units you hold, so nothing is counted twice. The claim asks you to record what happened to the held units. See End a claim on held material.

How held units affect stock and planning

Held units do not count as stock for planning. The reorder suggestion, reorder and end of stock dates, low-stock alerts and the dashboard's Stock Forecast all use stock on hand less the units held.

A transfer is allowed. You can move defective material to a holding area, and the hold follows the stock to its new warehouse. If units go missing another way, say so on the claim. See End a claim on held material.

How much you can hold

Opening a claim checks both the stock on hand at the warehouse less anything another claim already holds, and the product's stock on hand less all claim holds and anything assigned to an open assembly.

Assigning a component to an assembly is checked against the same product-wide figure. Units held under a claim cannot be assigned, so a claim and an assembly can never count on the same units.

The figure beside the warehouse picker subtracts neither claim holds nor units assigned to an open assembly. A quantity the panel accepts can therefore still be refused when you save.

How holds affect costing

Held units are ring-fenced: your costing method will not consume them. A FIFO or LIFO stock-out of the same product skips the held batch and takes from good stock instead. That is the point of holding them: a lot declared defective must not be treated as material you used, and without the ring-fence the costing method would price your sales with it.

Under FIFO, the product's total value can still move even though no unit moved. FIFO works from the whole history to determine which units have left. Making the held layer ineligible pushes stock-outs already recorded onto other layers, which have their own costs.

Under LIFO, each stock-out was costed when it happened, so a hold changes only stock-outs recorded while it is in place. Organisations valued at Average are unaffected because holds are not considered there.

Check held units and claims

The claim's stock label shows how many units are still held. For example, after part of a batch has left, it may read 10 of 80 in stock. Hovering over the label says the same in words.

The product page also shows held units in its stock figures, for example 110 available · 10 held for supplier claims, counted across all warehouses.

The Supplier claims in progress box lists every claim on the product that is still open or still holding units. It shows the claim number, which opens the claim, the supplier, units held, units still outstanding, the same status and stock labels as the claims list, and the date opened. The box appears only when there is such a claim and you can view supplier claims; amounts appear only if you can see inventory values.

At the top of the Supplier Claims page, Held in your warehouse shows the value of everything held under claims and for how long. Choose Show to list each claim's held units, value and days held. A claim held for a long time is marked Been here a while, prompting you to decide whether the supplier will ever replace it.