If a company sells in a so-called negative stock scenario — meaning it issues invoices even when goods are not in stock, generating outbound delivery requests — it is necessary to run the Update Delivery Requests function (in the Tools menu) ideally with every goods receipt, in order to balance the stock status.
At the end of each year, it is essential to check the status of delivery requests — for example, in the Goods - Stock Cards menu. Run the Status as of Date function there: the Requests column shows how many outbound delivery requests have been generated, and the Stock Status in UoM with Requests column shows how many requests cannot be fulfilled based on the current stock level. Based on this, it is then necessary to create a goods receipt for at least the exact number of missing units, and subsequently run the Update Delivery Requests function to ensure the stock level is 0 or above as of December 31.
This step is essential because delivery requests from a given accounting period cannot be fulfilled in the following period. If a period-end closing were performed with unresolved delivery requests, the stock status would be incorrect, and the invoice that generated the delivery request would never be issued from the warehouse.
If delivery requests are not being fulfilled in the current period and you are certain that you have enough units in stock to balance them, this means you have unresolved requests from previous periods that need to be balanced in the period in which they originated:
Switch back one period and open the stock cards.
Add the Requests UoM column and sort by values from highest to lowest.
Go back through all periods in this way until the Requests UoM column shows zero for the required item — this period is the last one without a request. Starting from the following period, you need to gradually balance the requests using a goods receipt and the Update Delivery Requests function.
After that, an initialization (period-end closing) must be performed from that period into the next one (to carry the stock balancing information forward).
Repeat this process until all requests in all periods have been fulfilled.
WARNING! If you already have closed periods (completed closings), the procedure above may affect balances on certain accounts in your accounting records. Before performing these steps, consult your accountant or tax advisor.