ExactOnline - Stock
This article explains how the ExactOnlineV2 connector handles stock. It describes which stock values are read from Exact Online and where those values are used in App4Sales.
App4Sales reads stock from Exact Online per item and per warehouse. The connector then combines those values into the stock fields that App4Sales uses in the app, the CMS, and the synchronization.
The most important idea is this:
Current stock in Exact Online becomes the base for the stock shown in App4Sales.
Planned outgoing stock is used as stock that still needs to be delivered.
Planned incoming stock is used as stock that is still expected to arrive.
Available stock is then calculated in App4Sales using the stock formula.
Where the stock comes from
The connector reads stock from the Exact Online stock synchronization data. This contains stock information per item and warehouse.
If a warehouse is configured in the connector settings, App4Sales only uses stock from that warehouse or those warehouses. If no warehouse is configured, the stock can be combined across all available warehouses.
How the values are used in App4Sales
Exact Online field | Meaning | App4Sales field | How it is used |
| The current stock in Exact Online. |
| Used as the current physical stock value in App4Sales. |
| Stock that is planned to go out. |
| Used as stock that is still expected to leave. |
| Stock that is planned to come in. |
| Used as stock that is still expected to arrive. |
Calculated in App4Sales | The result of the stock formula. |
| This is the stock value normally used as the available stock in App4Sales. |
What the user sees
These values are used in different places in the App4Sales platform:
Item stock in the app: When a user opens an item, App4Sales can show the current stock values for that item.
Synced item stock: During synchronization, the calculated stock is stored on the item in App4Sales.
Stock indicator: App4Sales can use the stock result to determine the stock indicator shown to the user.
Warehouse filtering: If warehouse filtering is enabled, only the configured warehouse stock is used.
Available stock calculation
By default, App4Sales calculates available stock using the stock formula that is configured in the platform.
In many environments this means:
Available stock = shelf stock - to be delivered + to be received
This can be changed with the stock formula settings in App4Sales.
There is also a connector setting called Use current quantity as last available stock. If this is enabled, App4Sales uses the current stock directly and ignores the normal available stock calculation for the final stock value shown on the item.
Next delivery date
The stock positions themselves do not contain a next delivery date field for the App4Sales item card.
If next delivery information is needed, the connector also looks at open purchase order lines from Exact Online. These are used to determine future incoming stock and the next expected delivery date for an item.
Warehouse behavior
The ExactOnlineV2 connector supports warehouse-based stock handling.
If
Warehouse used for stockis filled in, only that warehouse (or those warehouses) is used for stock.If
Warehouse per salesrepis enabled, the warehouse can depend on the sales representative.If
Create item filter based on warehouseis enabled, App4Sales creates warehouse item classes so items can be filtered by warehouse.
Technical mapping table
Exact Online source | Field | Lands in App4Sales as | Notes |
Inventory / StockPositions |
|
| Base stock quantity. |
Inventory / StockPositions |
|
| Outgoing planned stock. |
Inventory / StockPositions |
|
| Incoming planned stock. |
Calculated in App4Sales | Stock formula result |
| Usually used for final available stock. |
Calculated in App4Sales | Final stock value |
| Stored on the item after sync. |
Calculated in App4Sales | Stock status result |
| Used for stock indication in the app. |
Purchase order lines |
|
| Used for expected future delivery information. |
Inventory / StockPositions |
| Warehouse filter / item class information | Used when warehouse-based filtering is enabled. |
Settings that influence stock
Warehouse used for stockWarehouse per salesrepCreate item filter based on warehouseUse current quantity as last available stockSynchronize next delivery dateCheck stock (shelf - to be delivered) and set orderline deliverydate
Important note
Some technical fields from Exact Online, such as FreeStock, ProjectedStock, ReservedStock, and ReorderPoint, are retrieved in the background but are not directly shown as separate standard stock fields in App4Sales. The main stock values used by App4Sales are ShelfStock, ToBeDelivered, ToBeReceived, and AvailableStock.