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Scheduled Task: Update Inventories On Floor Inventory

Distributor guide to the background scheduled task that recalculates On Floor Inventory, PreSales and Pending Sales from bin inventories in Encompass, and why numbers may lag. Requires v26.07+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 26.07

Steps

What the Update_Inventories_OnFloorInventory Scheduled Task Does

  1. Checks whether the system is temporarily busy (an internal safeguard used during heavy load). If active, the task exits immediately and makes no changes.
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  2. Checks whether a full recalculation has already run in the last few minutes. If so, it exits right away since the numbers are already current.
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  3. If a recalculation is due, it totals up the Bin Inventories for every product at every location, counting only bin zones that are marked to be included in on-floor totals, to produce an updated On Floor Inventory figure.
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  4. It also recalculates PreSales (units already committed to open, not-yet-picked orders), Close Dated PreSales, Pending Sales (units on returned but not-yet-verified orders), and Close Dated Inventory for locations using multiple bin inventory.
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  5. It compares these newly calculated figures against what's currently stored, and updates only the product/location records that have actually changed.
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  6. Any leftover Pending Sales that no longer have a matching returned order are cleared back to zero.

Fields And Definitions

  • On Floor Inventory - The total physical quantity of a product sitting in bins at a location. This is the raw count before anything reserved for sale is subtracted.
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  • PreSales - Units already assigned to open orders that haven't finished picking yet. Used together with On Floor Inventory to determine what's truly still available to sell (Available = On Floor Inventory − PreSales).
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  • Close Dated PreSales - The portion of PreSales that is close-dated (nearing its sell-by date).
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  • Pending Sales - Units tied to orders that have been returned but not yet verified, held out of available inventory until the return is finalized.
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  • Close Dated Inventory - Quantity sitting in bin zones designated as Close Dated, tracked separately for locations that use Multiple Bin Inventory.

Best Practices

  • It's normal to see this task listed in the scheduler — it runs automatically in the background and doesn't need anyone to start or monitor it.
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  • The task limits itself to one full recalculation every few minutes, so seeing it fire frequently doesn't mean extra work is happening each time.
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  • If On Floor Inventory looks off right after a bin move or receipt, give it a few minutes before assuming something's wrong — most everyday changes are also caught by other real-time updates, and this task is the periodic safety net behind them.
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  • If numbers still look wrong after the next scheduled run, contact support rather than trying to force a manual correction. See Setting 289 if you want to check whether report/background processing is currently suspended system-wide.

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