Manage printer supply stock

Physical stock refers to the supplies that are actually available at the customer’s location, in the warehouse, at a branch, or at another storage location.

It consists of items that can be physically located and counted, such as:

• New toner cartridges in stock;

• Partially used cartridges;

• Reserved supplies;

• Returned materials;

• Empty cartridges;

• Defective items;

• Materials in internal transit;

• Supplies set aside for delivery.

Physical stock represents the actual on-site operational reality.

Virtual stock corresponds to the quantities of supplies recorded on the NDD Orbix portal.

This balance is updated through transactions posted on the platform, such as:

• Incoming receipts;

• Outgoing consumption;

• Reservations;

• Transfers;

• Manual adjustments;

• Returns;

• Losses;

• Discardings.

The platform does not automatically identify what physically exists. The accuracy of virtual stock depends on the correct execution and recording of transactions.

The difference between the two concepts can be summarized as follows:

The ideal scenario is for both to show exactly the same quantity and condition of materials.

• Unconfirmed receipt: the material was physically delivered, but the receipt has not yet been recorded. The main consequences are:

  • The system continues to show low or zero stock;

  • A new shipment may be generated unnecessarily;

  • The material may be used before it exists virtually;

  • The consumption may have no origin.

• Unrecorded consumption: the supply was installed in a printer, but the write-off did not occur. The main consequences are:

  • Virtual inventory is higher than physical inventory;

  • The operation believes that material is available;

  • The customer may run out of replenishment supplies.

• Unrecorded transfer between locations: a supply was removed from one stock and used at another. The main consequences are:

  • The origin stock is overestimated;

  • The destination stock is underestimated;

  • A movement without a source may occur;

  • Traceability is lost.

• Incorrectly registered material: the supply physically exists, but the platform may not recognize that the physical material corresponds to the virtual item, as it was registered with:

  • A different part number;

  • Incorrect capacity;

  • Incorrect color;

  • Incompatible model;

  • Duplicate description.

• Stock associated with the wrong location: the material was recorded in the stock of another site, branch, or customer. This can happen when there are:

  • Inventories with similar names;

  • Old records that are still active;

  • Duplicate locations;

  • Incorrect selection at the time of entry.

• Mixing of new and empty materials: new supplies may be stored alongside empty, defective, or used materials. This can lead the customer to report a shortage of supplies, even though units are actually available.

• Loss, misplacement, or disposal without a record: the material no longer physically exists but remains available in the system. These cases require formal documentation and, depending on the situation, may involve sales or contract management.

• Delayed updates: transactions are recorded only days after they occur. Even when the record is made later, the lag can generate errors during that interval.

• Outdated equipment or locations: when a printer is moved to a new location but the record is not updated, the system may deduct the material from the wrong stock.

The discrepancy between physical and virtual inventory can generate:

• Duplicate shipments;

• Supply shortages;

• Excess stock;

• Unnecessary orders;

• Delayed replenishment;

• Planning failures;

• Incorrect alerts;

• Increased logistics costs;

• Re-checking work;

• Conflicts with customers;

• Loss of trust in the data;

• Audit difficulties.

When operations stop relying on virtual stock, they begin to depend on spreadsheets, emails, and manual confirmations, reducing process efficiency.

These are items generated to meet the needs of a specific printer.

Replenishment items may have their origin in:

• Requests generated by scheduled replenishment;

• Alerts indicating supplies are running low.

These items originate from replenishment requests, which can be generated by scheduled replenishment or alerts indicating supplies are running low.

These are items that are not reserved for any specific printer.

Safety stock items may have their origin in:

• Requests generated by scheduled replenishment, taking into account safety stock level rules and/or manually added items;

• Manual balance additions made directly at the delivery location.