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Qty On Order is the quantity of a part that has been ordered on a purchase order
but not yet received. It appears as the On Order column on the Stock Management
list and in the read-only stock levels on the Stock Record screen. It is
computed on the server each time the screen loads — never typed in or stored on the part.
What counts toward On Order
A purchase-order line adds to On Order only when all of the following are true:
- the PO is Sent, and is not Completed and not deleted;
- the PO line is not Closed and not deleted;
- the line’s requisition is Confirmed and not deleted;
- there is still an outstanding quantity to receive (ordered minus received is greater than zero);
- the line is destined for a main stock warehouse.
The amount added is the line’s outstanding quantity (ordered less what has already been
received), summed across every qualifying line for that part and warehouse. As goods are
received the outstanding quantity falls, so On Order drops with it and reaches 0 once the line is
fully received or closed.
On Order is expected stock — ordered and in transit. It is separate from On Hand
(physically in the warehouse) and only becomes On Hand when the PO is received.
Why a part can show 0 despite an open PO
If a part has an open PO with quantity still outstanding but shows
On Order = 0, check these in order:
| Check | Why it matters |
|---|---|
| Is the PO marked Sent? | A drafted-but-not-sent PO does not count as on order. |
| Is the PO Completed, or the PO line Closed? | Completed / closed lines are excluded even if not fully received. |
| Has the line been fully received? | Outstanding qty is 0, so it correctly no longer shows as on order. |
| Is the requisition Confirmed, for a main stock warehouse? | Unconfirmed lines, or lines for a non-stock warehouse, are not counted. |
When a PO line is raised for a part that had no existing demand, the outstanding quantity
is tracked on the PO line itself. On Order reads that line quantity, so these parts show
the correct On Order like any other. Earlier builds instead read a separate requisition field
that stayed at 0 for such lines, which made these parts show On Order = 0 even
with a live PO — corrected in the current version. If a part still shows 0 after all the checks
above pass, confirm the server is running the current build.