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The item availability check enables you to assess the following:

  • If a specific item is available

  • If a specific item is in a particular warehouse

  • If a specific item quantity is available

  • If a specific item is available for delivery on the required date

In addition, you can check:

  • The item quantity available on the requested delivery date

  • The earliest delivery date for the full quantity required in the sales order

  • A basic Available-to-Promise (ATP) report that provides additional information about item availability, such as the uncommitted stock and receipts available to satisfy potential customer orders. See Inventory Status Window.

The Item Availability Check window only appears when the quantity of an item required in a sales order is larger than the available quantity on the delivery date, minus the minimum level. The minimum level is defined on the item level or at the warehouse level (as defined in the Item Master Data window).

The quantity is calculated as follows:

Available = In Stock + OrderedCommitted from the current date to the requested delivery date.

If you update an existing sales order (instead of creating a new one), SAP Business One does not take into account the existing sales order values when calculating available quantity, as it does when you create a new sales order.

Example Example

  • A purchase order was created with a quantity of 10 items.

  • Sales order 1 was created with a quantity of 6 items.

  • Sales order 2 was created (this is a new sales order) with a quantity of 5 items, and the available quantity is calculated as 4 items.

  • If the quantity in sales order 1 is updated from 6 to 8 items the available quantity is calculated as 10 items.

End of the example.

Note Note

This window appears only if the Activate Automatic Availability Check checkbox is selected (see   Administration   System Initialization   Document Settings   Per Document   for the document type Sales Order).

End of the note.

To access the window, from the menu bar choose   Goto   Item Availability Check  .

Item Availability Check Window Fields

Note Note

This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.

End of the note.

Warehouse from which the item is ordered.

Quantity Ordered

The quantity that has been ordered by customers (sales orders), based on the following calculation:

Quantity (as defined in the sales order) × Sales UoM (as defined in   Inventory   Item Master Data   Sales Data   tab = IUoM.

If units of measure are not defined for the item, this calculation is not displayed, and only the SUoM or IUoM appears.

Requested Due Date

The delivery date (for the row) when the customer requires the ordered items.

Available Quantity

The quantity of an item that will be available for delivery on the Requested Due Date for the selected warehouse. If the Requested Due Date is beyond the item's lead time, then the Available Quantity is the requested quantity.

SAP Business One determines the available quantity by checking that the amount in the Available Quantity field is greater than the following:

  • The minimum level defined on the warehouse level, if the item is managed by warehouse.

  • The minimum level defined in the Item Master Data window, if the item is not managed by warehouse.

Note Note

If a Delivery Date is not entered in the sales order the current system date is used.

End of the note.
Earliest Availability

The earliest date on which the requested stock will be available according to ATP logic (see Inventory Status Window (Normal and ATP Layout)).

If the Earliest Availability date is beyond the lead time, a message appears.

Lead time (LT) is the planned time interval between the shipping of a delivery in the ship-from location and the expected time of arrival at the location receiving the delivery (customer or ship-to location).

The calculation of lead time is done as follows:

Current date + lead time (as defined in   Inventory   Item Master Data   Planning Data   tab) + holidays (as defined in   Administration   System Initialization   Company Details   Accounting Data   tab).

Example Example

The example below describes how to calculate the earliest available date for an item.

Lead Time − When calculating the Earliest Availability date for an item:

The current date is Thursday May 22, 2008.

The lead time defined in the Item Master Data window is 3 days.

The weekend is defined as Saturday and Sunday in the Company Details window. In addition, May 27, 2008 is defined as a holiday.

The earliest available date is calculated as Wednesday May 28, 2008.








May 22, 2008

May 23, 2008 (1st day LT)



May 26, 2008 (2nd day LT)


May 28, 2008 (3rd day LT)

End of the example.
Select Action

Select one of the following options:

  • Continue – ignores the warning and creates the order as planned regardless, of the insufficient quantity available.

  • Change to Available Quantity – changes the quantity that appears in the order to the available quantity of the item displayed in this window. If the available quantity is equal to or less than zero, this option is disabled.

  • Change to Earliest Availability − copies the Earliest Availability date to the row's Del. Date. When the earliest availability date cannot be calculated, this option is deselected.

  • Display Available to Promise Report − opens the ATP report, which displays the available quantity that is required to be delivered, on the requested due date, for the currently selected item and warehouse at the row level.

  • Display Quantities in Other Warehouses – opens a window that displays the quantities of the item in other warehouses. You can choose a different warehouse if required.

  • Display Alternative Items – opens the Alternative Items – Selection Criteria window, from which you can choose a different item for the order.

  • Delete Row – deletes the item row from the sales order.