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Stock Management

MatStream's stock management layer tracks on-hand inventory quantities for items across locations. Stock data is linked to entity records, so inventory quantities live alongside the full part lifecycle, BOM, and document context.

Concepts

Items and locations

In MatStream, both inventory items (parts, materials, products) and locations (warehouses, shelves, bins) are regular entities in the workspace. Any entity in the correct category can be an item or a location. Your administrator defines which categories serve as item types and which serve as location types.

Stock position

A stock position is the current quantity of a specific item at a specific location. It tracks four quantities:

Quantity Description
On Hand Physical units currently in stock
Reserved Units committed to outbound orders (sales, manufacturing) but not yet shipped
On Order Units on open purchase or manufacturing orders, not yet received
Available On Hand minus Reserved — what is freely available to allocate

Stock ledger

Every change to a stock position is recorded as an immutable ledger entry. The ledger provides full traceability: who made the change, when, why (via a note), and what the delta was.

Viewing stock on an entity

Open any item entity and navigate to the Stock display tab (if configured for that category). The tab shows:

  • Current on-hand, reserved, on-order, and available quantities per location
  • A movement ledger showing all historical adjustments and transactions

Open a location entity and navigate to its Stock tab to see all items held at that location.

Adjusting stock manually

Manual adjustments are used for inventory counts, write-offs, receipts without a purchase order, and corrections.

  1. On the item entity's Stock tab, click Adjust Stock (or use the tray icon from the ribbon).
  2. Select the location.
  3. Enter the adjustment quantity — positive to add stock, negative to remove.
  4. Optionally enter a note explaining the reason.
  5. Click Apply.

The adjustment is recorded in the ledger immediately. The on-hand quantity updates.

Zero delta

The Apply button is disabled when the adjustment quantity is zero, preventing empty ledger entries.

Movement types

The ledger distinguishes the following movement types:

Movement type Trigger
Adjustment Manual adjustment via the Adjust Stock dialog
PO Receipt Purchase order goods receipt posted
SO Reservation Sales order line reserved stock
SO Release Sales order reservation released
SO Shipment Sales order shipped
On Order Added Purchase or manufacturing order line created
On Order Released Purchase or manufacturing order line cancelled or closed
MR Reservation Material requirement reservation
MR Release Material requirement reservation released

Demand and supply lines

Two different kinds of line feed the stock picture, and the distinction matters.

Material Requirement lines — demand

A Material Requirement records that something is needed: four of this part, by this date, for this project. Nothing has moved in stock, so no ledger entry is written when a requirement is raised.

A requirement carries:

Field Where it comes from
Required Qty The quantity needed — taken from the BOM line when raised automatically
Required By When it is needed
Reserved Qty How much has been reserved from existing stock (from the ledger)
Ordered Qty How much has been put on a purchase order
Open Qty Required − Reserved − Ordered — what still needs sourcing

Open Qty is the buyer's working number. A requirement is finished when it reaches zero, regardless of how it got there — partly from the shelf, partly bought.

Purchase and sales order lines — supply and commitment

These categories carry the Stock Line behaviour, meaning the line is a stock movement. Their quantities are computed live from the ledger:

  • A purchase-order line writes OnOrderAdd when it enters Ordered, and OnOrderRelease when it leaves.
  • A sales-order line reserves and then ships.

How a requirement gets satisfied

  1. An engineer moves a part in the Explorer to Ready for Procurement. If the Create Material Requirement automation is configured, a requirement line is raised automatically against the owning project.
  2. A buyer reviews open requirements and decides per line:
    • Reserve from stock — writes an MR Reservation movement, raising Reserved Qty.
    • Order it — creates a purchase-order line, which writes OnOrderAdd and raises Ordered Qty.
  3. Both routes can be used on the same requirement, so partial coverage works: 4 needed, 2 reserved, 2 ordered, 0 open.
  4. Receipt of the purchase order posts PO Receipt, moving the quantity from On Order to On Hand.

Do not create requirement or order lines by hand

Both category types are hidden from the New dialog for a reason. A line created by hand has no matching ledger entry, so its quantities read zero and stock figures are wrong. Always let the procurement process create them.

API reference

Method Endpoint Description
GET /api/wid/{slug}/stock/positions/by-item/{itemEntityId} Stock positions for an item across all locations
GET /api/wid/{slug}/stock/positions/by-location/{locationEntityId} All items at a location
GET /api/wid/{slug}/stock/ledger/by-item/{itemEntityId} Movement ledger for an item
GET /api/wid/{slug}/stock/ledger/by-location/{locationEntityId} Movement ledger for a location
POST /api/wid/{slug}/stock/adjustments Post a manual adjustment
POST /api/wid/{slug}/stock/lines Create a stock line

Setting up stock management

  1. Define categories for items and locations in Configuration → Categories.
  2. Add a Stock display tab to the item and location categories (Configuration → Categories → Display Tabs). Set the tab type to Stock / Ledger.
  3. Create location entities — create entities in a location category for each warehouse, shelf, or bin.
  4. Start adjusting — open an item entity and use the Stock tab to post initial on-hand quantities.