This article will explain:

  • the Importance of managing your oversold stock
  • what is oversold stock
  • the User Permission that would allow the user to be able to oversell 
  • what can cause the need to be able to oversell
  • how to find your oversold stock
  • how to fix your oversold stock
  • if your Dealership has accounting integration, what overselling does to your accounting package



Importance of Managing your Oversold Stock


It is very important that the Dealership manage their oversold stock for a few reasons:

  • To keep your inventory levels correct
  • Not allow oversold stock to get out of hand
  • It is dealt within a reasonable time
  • If your dealership has integrated accounting package, the inventory values remain correct

What is Oversold Stock

  • The dealership sells a part on a Customer Order but Blackpurl indicates there is actually no stock on hand but the user wishes to push the sale through regardless
  • When overselling stock, the user would have indicated to Blackpurl that they were forcing an oversold situation when creating the Customer Order and adding that particular line item
 
User-added image


  • The status of the line item will now be oversold.
User-added image




User Permission


  • For a User to be able to oversell stock, they must have the User Permission of Oversell Inventory enabled



  • It maybe the case the you don't want your Dealership to do any oversells at all - if this is the case, just make sure this user permission is disabled for all users



What can cause the need for overselling

 
  • It may be caused when a Vendor Receiving hasn't been started and/or finalised
  • A user may have sold the wrong part (ie sold a large instead of a small etc) and not noticed or
  • Dealership may have just "found" a part and has sold it without writing it into stock first



How to find the Oversold Stock and then Fix 


It is also very important that all Oversold stock are investigated as to how it became to be oversold and are fixed accordingly

We would be recommending that you put a process in place on how your dealership deals with oversolds - for example: do they need to be signed off and managers advised etc


To find the Oversold Stock:


  • Run a Recent Parts Report 



 

  • then change the report to find oversold stock by click on User-added imageto change the following parameters:
    • Change Modified to Anytime - This will allow you to see all oversold parts 
  • Click on User-added image and choose Oversold Qty
Then in the Oversold Qty field change to Greater than 0
  • then click on User-added image to update the search results
User-added image

 

  • Click on User-added image and add the column Overstock Qty > then click on User-added image

 

User-added image

 

  • This search result will now only list the oversold parts 
User-added image



To fix the Oversold Stock:

  • Run the relevant report (see above) and investigate each oversold part as to why it is oversold
  • Once you have finished your investigation, you will need to fix each relevant oversell part by:

1. Navigate to the relevant Part record

2. Click or scroll to the D. Cost Tracking section

3. Review and Investigate where the item became oversold

4. Confirm the quantity that has been oversold

5. Click on User-added image
 


6.   From the Actions Menu > Resolve Oversold

 


7.   The Resolve Oversold Stock screen will populate for review

8.   Review the Oversold Details section

9.  Review the Resolved Details section - this is how Blackpurl will resolve the oversold

10. Click on User-added image to confirm that you want to resolve the oversold


Result:
11.  The oversold has been corrected on the Part record
 
User-added image
To review:


12.  To see any previous oversold transactions, on the relevant Part record  in the D. Cost Tracking section > click on User-added image > User-added image


13.  This will list any oversold transactions done in the past. To show the fix, on the relevant oversold line item - click on User-added image

14.  The fix line item will then appear for review
 
User-added image



Accounting Integration 


If your dealership has accounting integration, the Resolve Oversold action will create a transaction that integrated over to your accounting package to correct your inventory general ledger


Remember when you oversell, a transaction went over to your accounting package to reduce the amount of inventory that have not recorded in the Inventory General Ledger in the first place


By resolving your oversolds, you are correcting your inventory values.  For example we resolved an oversold and this is the relevant journal that will correct your Inventory General Ledger:


  • Debit  - Adjustment General Ledger
  • Credit - Inventory General Ledger 


What General Ledger accounts the Resolve Oversold action will use is based on the following:


  • Debit General Ledger 


It would what is setup under Accounting Integration > Control Accounts -  Inventory Adjustments 



  • Credit General Ledger - Inventory General Ledger 


It is based on the category indicated on the relevant Part record and then what Inventory General Ledger is attached to that category