How to View Item/Product Availability (Stock Levels)

This guide provides a comprehensive step-by-step process for checking item and product availability in Kaplan's warehouse. It highlights key features such as tracking incoming inventory, understanding due dates, and navigating kit availability. By following this guide, you can make informed decisions about stock management and communicate accurate shipping timelines to customers.

Jennifer Cummings
45 steps
2 minutes

Click "Main Menu"

Click "Order Management"

Click "Quotes and Orders"

Click "Review Product Information"

Click "Item/Product Availability"

Click "Search"

Enter item number in field.

Select Option or tab.

Click "OK"

View Quantity on hand in warehouse

Note: List Price shows in panel

Click "Search" to enter new sku/item number.

Enter item number in field, select new or tab. Click OK

Notice zero "Starting Qty Available"

You may note that the positive quantity indicates 1/24/2026. This typically indicates when we should have available inventory for a new order.

Click "Details" to view *possible* incoming stock supply or to view customers waiting for item.

Click "view all"

Scroll/page as needed to find the "next" supply quantity line. This is the replenishment purchase order coming to Kaplan.

Click "Cnf" box next to the supply quantity/purchase order.

View "due date" This represents the date KAPLAN expects to receive. Add/Allow for 3-5+ days processing from receipt to shippable status when sharing estimated ship dates with customers or sales reps. Never promise this date is "100%". Note: comments-these are added by Kaplan's purchasing team as information is provided to them on the status of when to expect. Often, this is tracking if shipped, an ESD (estimated ship date), or other relevant details. Also review the date/time the comments were last updated. Note CONFIRM: is the check box selected? This selection indicates that the buyer has received some type of confirmation from the vendor. Note "Okay to use this date to compute available date": is the check box selected? This selection indicates that you can use/share the Due Date information supplied.

Tip! Note that the Due Date in the pop up panel matches the positive quantity date in the first panel (before clicking on detail).

Click "OK" to return to prior screen.

Click "Return" to search new item information

Alert! Transition to "kit availability" = product sets where components exist

Click "Review Product Information"

Click "Kit Availability"

Ensure Setid = KAPCO

Click "Search"

Enter product set number in field.

Select option or tab

Click "Look Up"

Note kit quantity available. This number reflects the least common denominator and indicates how many total kits could be shipped.

Review individual available quantity per component line. (click view all if needed). If zero or less than needed, review component available status in item/product availability screen.

Click "Product ID" and enter new sku for review.

Click "Look Up"

Note Kit Quantity Available is 0.000 and review component list for out of stock components.

Tip! Snip screen or make note of the component numbers.

Navigate to item/product availability: Click "Review Product Information"

Click "Item/Product Availability"

Click "Search"

Enter component number

Note first positive stock date as 2/26/2026. Click Details to view insights as needed.

Click "View all" when not all details are showing.

Click "CNF" box for incoming PO supply.

Review information: Confirm checkbox - vendor has confirmed receipt of purchase order. Comments: only references "est ship date 12/30"...not shipping details. Date/Time: months old Okay to use checkbox: not checked If the "est ship date" has passed, reach out to buyer for update, especially if the last update is weeks/months old! The "due date" for this item is not reliable. Only provide rough guidance - "late Feb/early Mar". Preferable to wait to give date until after purchasing/buyer has provided an update. \*\*use the web link or form to inquire with purchasing

Alert! RHLD Qty = reflects a quantity of product that is in receiving and being processed. It is unknown as to how many days it has been in RHLD, but anticipate that the item should be "shippable" within the week/5 days.

View RHLD on this page

Alert! Item/product availability and kit availability will red-line you if the incorrect "type" (item or kit) or an invalid reference number (bad item#) is entered in the product id field. See following examples.

Red-line indicates the value isn't recognized in the page/field.

How to View Item/Product Availability (Stock Levels)

Jennifer Cummings
45 steps
2 minutes

Click "Main Menu"

Click "Order Management"

Click "Quotes and Orders"

Click "Review Product Information"

Click "Item/Product Availability"

Click "Search"

Enter item number in field.

Select Option or tab.

Click "OK"

View Quantity on hand in warehouse

Note: List Price shows in panel

Click "Search" to enter new sku/item number.

Enter item number in field, select new or tab. Click OK

Notice zero "Starting Qty Available"

You may note that the positive quantity indicates 1/24/2026. This typically indicates when we should have available inventory for a new order.

Click "Details" to view *possible* incoming stock supply or to view customers waiting for item.

Click "view all"

Scroll/page as needed to find the "next" supply quantity line. This is the replenishment purchase order coming to Kaplan.

Click "Cnf" box next to the supply quantity/purchase order.

Tip! Note that the Due Date in the pop up panel matches the positive quantity date in the first panel (before clicking on detail).

Click "OK" to return to prior screen.

Click "Return" to search new item information

Alert! Transition to "kit availability" = product sets where components exist

Click "Review Product Information"

Click "Kit Availability"

Ensure Setid = KAPCO

Click "Search"

Enter product set number in field.

Select option or tab

Click "Look Up"

Note kit quantity available. This number reflects the least common denominator and indicates how many total kits could be shipped.

Review individual available quantity per component line. (click view all if needed). If zero or less than needed, review component available status in item/product availability screen.

Click "Product ID" and enter new sku for review.

Click "Look Up"

Note Kit Quantity Available is 0.000 and review component list for out of stock components.

Tip! Snip screen or make note of the component numbers.

Navigate to item/product availability: Click "Review Product Information"

Click "Item/Product Availability"

Click "Search"

Enter component number

Note first positive stock date as 2/26/2026. Click Details to view insights as needed.

Click "View all" when not all details are showing.

Click "CNF" box for incoming PO supply.

View RHLD on this page

Red-line indicates the value isn't recognized in the page/field.