Understand how inventory records work in Sanka, including items, locations, available/committed/unavailable stock, transactions, allocation, CSV, and AI checkpoints.
Last updated: May 29, 2026
The Inventory object stores the current stock position for an item at a location. Use inventory records to understand how many units are available to sell, committed to orders, unavailable for sale, or waiting for a stock movement to be recorded.This reference explains what an inventory record should contain, how it connects to items, locations, orders, purchase receiving, and inventory transactions, and what to check before creating, updating, allocating, importing, or troubleshooting stock with AI, actions, workflows, CSV, integrations, or manual entry.
Claude/Codex
Review this inventory issue before changing stock. Show item, location, available quantity, committed quantity, unavailable quantity, recent inventory transactions, related orders or purchase orders, duplicate inventory records, and any missing evidence. Do not update stock yet.
Reviewing inventory evidenceI reviewed the inventory record. Please confirm item, location, stock buckets, recent transactions, related orders, purchase receiving, and duplicate risk before changing stock.
Ask for another inventory check...
What an inventory record represents
An inventory record represents stock for a specific item at a specific location. It is the stock balance your team uses for sales, fulfillment, purchasing, warehouse work, and reporting.Common fields include:
Inventory ID or record ID
Item or item variant
Location or warehouse
Available quantity
Committed quantity
Unavailable quantity
Total inventory quantity
Unit price, inventory value, currency, and date
Record owner and source
Related inventory transactions, orders, purchase orders, receiving records, slips, or reports
Inventory is usually the current balance. Inventory transactions are the movement history that explains why the balance changed.
Stock buckets
Inventory quantities are commonly separated into buckets:
Available: stock that can be sold or allocated
Committed: stock reserved or committed to an order, fulfillment plan, or other demand
Unavailable: stock that exists but should not be sold, such as damaged, held, or blocked inventory
If a record shows stock but the item cannot be sold, check which bucket the stock is in before treating it as a bug.
How inventory connects to other records
Inventory connects item master data to operational movement.
Items: the product or variant being stocked
Locations: the warehouse, store, factory, or virtual location where stock is held
Inventory transactions: in, out, and adjustment records that change or explain stock
Orders: demand that may commit or consume inventory
Purchase orders and receiving: supplier replenishment that may increase inventory
Slips and documents: delivery, shipping, or warehouse handoff evidence
Reports and dashboards: stock levels, runout risk, valuation, and movement history
Inventory should be reviewed together with transactions and source records. Editing a balance directly without understanding the movement history can make later reconciliation harder.
Review stock before changing it
Ask AI to review the evidence before changing quantities, rerunning imports, or creating corrective transactions.
Sample prompt
/sanka Check this Sanka inventory discrepancy before changing anything. Compare item, location, available quantity, committed quantity, unavailable quantity, recent inbound/outbound/adjustment transactions, related orders, purchase orders, slips, CSV imports, integration syncs, and duplicate inventory records. Ask for missing evidence before suggesting a correction.
For CSV or integration updates, ask for a mapping and duplicate review first.
Sample prompt
/sanka Review this inventory CSV before import. Map item, SKU, location, available quantity, committed quantity, unavailable quantity, unit price, date, and duplicate key. List rows that need manual review. Do not run the import yet.
Expected behavior
When an inventory record is created or updated successfully:
It appears in the Inventory object list unless it is archived or filtered out by the current view
Item, location, available, committed, unavailable, total quantity, unit price, value, owner, and source are saved
Related inventory transactions can explain increases, decreases, and adjustments
Orders, purchase orders, receiving, and slips can be associated when your workflow supports them
Reports and dashboards can use inventory quantities and movement history
CSV imports, integrations, actions, workflows, and AI-assisted changes still follow required fields, permissions, matching rules, and validation
Creating an order, purchase order, slip, or estimate does not always update inventory immediately. Stock changes depend on the configured workflow, receiving step, allocation step, inventory transaction, integration sync, or manual confirmation.
Troubleshooting
Inventory is missing from the list
Check the current view, archive state, item, location, permissions, module availability, and whether the inventory exists in another workspace or location.
Available stock is lower than expected
Check committed and unavailable quantities, recent outbound transactions, order allocation, shipment activity, damaged or blocked stock, and integration updates.
Stock is available but cannot be used for an order
Check item status, location, committed quantity, unavailable quantity, order allocation rules, fulfillment location, and whether the order expects a different item variant.
Quantity changed unexpectedly
Review recent inventory transactions, CSV imports, connected store syncs, purchase receiving, order fulfillment, manual edits, and audit history before changing the balance again.
Duplicate inventory records exist
Check item, variant, location, import matching key, integration mapping, and whether the same SKU was created in more than one location. Confirm which record has the correct transaction history before archiving duplicates.
AI cannot decide whether this is a bug
Ask AI to compare the inventory balance, stock buckets, item, location, transactions, related orders, purchase receiving, imports, integrations, permissions, and audit trail. Treat it as a possible bug only after confirming the setup and movement history are correct.
Checkpoints
Before changing stock, importing inventory, allocating orders, correcting duplicates, or replying to an inventory support case, check item, location, stock buckets, total quantity, recent transactions, source records, matching keys, integrations, permissions, and audit trail.
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Review inventory balance
Logs
Search logsAll actionsAll dates
ID / ActionDateTarget / ItemChangeActor
3Inventory discrepancy reviewed2026/05/20 10:00SKU-B / Tokyo warehouseChecked available, committed, unavailable, and recent transactionsClaude / Codex
2Receiving transaction posted2026/05/20 10:30Purchase order 2041Added received quantity to warehouse stockWarehouse user
1Order allocation checked2026/05/20 11:00Order 1042Confirmed committed quantity was reserved for fulfillmentOperations user
Inventory review should separate the current stock balance from the transaction history that caused it.
