Handling component shortages

Symptom

You have created a build, but when you try to Issue Materials, the system displays an error or warning saying you do not have enough of one or more raw materials in your warehouse.

Likely causes (ordered by probability)

1. Insufficient stock: The warehouse inventory for one or more components is below what the BOM requires.
2. Stock allocated elsewhere: The materials are in inventory but are reserved or allocated to other builds or sales orders.
3. Wrong warehouse selected: If you have multiple warehouses, the build is pulling from one that is out of stock, while supplies are in another warehouse.
4. BOM revision mismatch: The BOM you chose calls for a different component or quantity than expected, and you don't have the correct item.

Fixes

Check actual inventory

1. Go to Inventory and search for each component listed in the build's material requirements. Open in Usystems

2. Verify the Available quantity for each item. (Available = On-Hand minus reserved/allocated.)

3. If the available quantity is lower than the build needs, you have a genuine shortage.

If inventory is available but reserved

1. Go to Manufacturing → Builds and open the affected build. Open in Usystems

2. Check if the materials are already issued to another active build. You may need to complete or cancel the other build first to free up the materials.

3. Alternatively, purchase more stock of the required components and receive them into inventory before issuing this build.

Reduce the build quantity

If you do not have enough materials, you can lower the quantity you are building:

1. Open the build and click Edit (if the build has not yet been issued).

2. Lower the Quantity to a number your inventory can support.

3. Click Save.

4. Issue materials again with the reduced quantity.

Purchase or receive missing materials

1. Create a Purchase Order for the missing components and receive them as soon as possible. Open in Usystems

2. Alternatively, use Inventory Receive to manually add materials if you have physical stock that has not yet been recorded. Open in Usystems

3. Once the materials are in the system, return to the build and Issue Materials.

Check for expired or unusable stock

1. Go to Inventory and review the lot/batch details for each component.

2. If materials have expired or are marked unusable, they cannot be issued. You must remove them or acquire fresh stock.

Partial build (accept a shortfall)

If you must proceed with incomplete materials:

1. Some systems allow you to issue partial materials and accept that the build will be incomplete. Check with your system administrator to see if this is permitted.

2. Alternatively, issue only the materials you have, then manually track the shortfall as a scrap event or shortage memo for your production team.

3. Complete whatever you can produce with the available materials, then update the finished goods receipt to reflect the actual output.

When to contact support

• You believe your inventory count is incorrect.
• Materials show as "available" but the system will not issue them (possible system error).
• You need to merge or consolidate stock across multiple warehouses.
• You want to set up automatic reorder points so materials are never short during a build.