Oversold List — How to Work It
The Oversold card on the To-Do tab is the reason code 1 section of TAMS's RPT013 Inventory Status report — every part your store has sold past zero. NAPA's store-operations SOP for RPT013 says the goal is inventory accuracy: address and correct every negative on-hand that is not attached to an open PO. This page is that SOP, narrowed to the oversolds and to the way the card presents them. Each line is a mistake somewhere — a receipt never posted, a pre-sold order billed before the freight came in, or a sale rung up under the wrong part number — and it stays on the list until someone fixes it.
THE SHORT VERSION
- Open To-Do → your store's “N SKUs oversold” card. Work the RED band first, then yellow, then green.
- For each line ask one question: is the part attached to an open PO? That is the List of POs column.
- Yes, there is a PO → pull the last-sale invoice and check it was billed right. Billed right? Post the part to the PO when it comes in (or now, if it is already here). Billed wrong? Refund / correct the customer's invoice.
- No PO (none) → check the last-sale invoice for a wrong part number, then count the shelf and adjust the on-hand in TAMS.
- Fixed it? Tick the box. If the fix took, the line is gone tomorrow. If it comes back, look again.
1. Where the list comes from
Every night after close, TAMS prints the RPT013 — Inventory Status report for your store (around 3:30 AM). The Command Center reads it and rebuilds your Oversold card from it, so by 5 AM the card shows last night's report. The header says which report it came from: RPT013 09/16, 3:30 AM.
NAPA's SOP has stores review RPT013 weekly; here it is worked every day from the card, so nothing sits. The card carries only the reason code 1 lines — the report's available quantity below zero. You cannot take a line off the list by ticking it; it leaves on its own when the next night's report no longer shows the part below zero. Fix it today, it is gone tomorrow morning. Still there tomorrow, the fix did not take.
Don't change the RPT013 schedule in Report Manager. It is set to print at End of Day, recurring, every night. The Command Center depends on that print.
2. The three bands — what to work first
Lines are grouped by how many days since the part was last sold. The older it is, the more likely the customer already has the part and the paperwork is just wrong — and the harder it gets to trace.
NEEDS TO BE CORRECTED NOW! · 7+ DAYSWork these first, today. A line with no sale date on record counts as the oldest there is and sits at the top of this band.
NEEDS REVIEW SOON · 4–6 DAYSWork these before they turn red.
FRESH · 1–3 DAYSUsually a receipt that has not been posted yet or an order still on the way. Check them, but they are not the emergency.
Each band header shows how many SKUs are in it and their Ext Cost. The line under the card title — “30 SKUs — 2 to correct now” — tells you at a glance how many are red.
3. Reading a line
| Column | What it means |
|---|
| Line · Part # | The product line and part number. Hover the part number for its description. |
| QOH | How far below zero TAMS has it (the report's Avail). -3 means three more were sold than TAMS had. |
| Cost · Ext Cost | Your store's unit cost from MultiStore, and QOH × Cost — what the mistake is worth. A dash means MultiStore has no cost for that part. |
| List of POs that it is in | The purchase order(s) TAMS has open for this part, from the same report. This is the column that answers the SOP's first question — is the part attached to an open PO? |
| Last Sale Date | The last time your store sold the part. Hover it for the invoice number. no sale date in red means no sale on record at all. |
| Last Receipt Date | The last time your store received the part. never means it has never been received here. |
What the PO column can say
| You see | It means |
|---|
| N-84021N | A NAPA stock order — the part is on a stock order to the DC. |
| F-PO-NXP-… | A factory order (NXP / direct from the manufacturer). |
| S-83917-801B | A stock order from another store (here: 801's order, crossdocked to you). |
| I-… / J-… | A DC order on file. I rides with a real on-order quantity; J usually means the order is on file but TAMS shows nothing on the way. |
| none | TAMS has the part oversold with no PO on file at all. This is the "negative on-hand not attached to an open PO" the SOP is about. |
| R6 | A reason-code flag TAMS printed next to the line. It does not change what you do — work the line by its PO column like any other. |
| — | The part was not on last night's report — it went negative today. Check it again tomorrow. |
4. The resolution process
This is NAPA's "Researching Negative On-Hands" flow, as it applies to each line on the card:
Negative on-hand identified (a line on the card)
↓
Is the part attached to an open PO? (the List of POs column)
↓
YES — a PO is listed
Pull the invoice(s) from the Last Sale Date
↓
Billed correctly?
↓
YES
Post the part to the PO when it is received
NO
Refund / correct the customer (if possible)
NO — it says none
Check the last-sale invoice for a wrong part number
↓
Research the shelf count and adjust the inventory in TAMS
5. Step by step — one line at a time
1
Start in the red band.
Pick the top line. The oldest problems come first inside every band.
2
Is the part attached to an open PO?
Look at List of POs that it is in. A PO reference means yes. none means no.
3a
YES, there is a PO → the part was ordered. Check the billing, then the receipt.
- Hover the Last Sale Date for the invoice number and pull that invoice. Was the customer billed the right part and quantity? A pre-sold or JOEI order billed before the freight was posted is the usual story here — that is fine, as long as the billing is right.
- Billed correctly: the negative clears when the receipt posts. If the part has already arrived, receive the PO in TAMS now (post it on the SCR053). If it is still on the way, nothing to fix yet — leave it. If the PO has been open 7 days or more (red band), research the open PO and contact the DC / NXP; make sure the order still exists and re-order if it was lost.
- Billed wrong: correct the sale — credit the wrong line and rebill under the correct part, or refund the customer if that is what it takes. The wrong part's on-hand goes back to zero and the line is gone tomorrow.
- If the PO was already posted and this part is still short, the part may have been received under a different number or shorted on the truck. Check the SCR053 for that PO, count the bin, and correct the on-hand or file the shortage.
Do: receive the PO against the part number that actually arrived. That is what clears the line.
3b
NO PO (none) → this is the one the SOP is about. Research it and correct the on-hand.
- First, check the last-sale invoice (hover the Last Sale Date). If the sale was rung up under the wrong part number, fix the invoice — credit and rebill under the correct part. That corrects two parts' on-hands at once and the line is gone tomorrow.
- If the billing is right and nobody ordered the part, TAMS's count was wrong before the sale. Count the shelf, then adjust the on-hand in TAMS so it matches what is actually there.
- If it truly was pre-sold and an order should exist but doesn't, place the order — the line then moves to the "has a PO" side and clears when the receipt posts.
Don't: adjust the on-hand to zero just to make the line go away. If the customer was billed for the wrong part, the invoice is wrong and inventory on two parts is wrong. Fix the invoice first.
3c
It shows — → not on last night's report.
The part went negative today, or the report has not been pulled yet. Nothing to do until tomorrow's report confirms it.
4
Tick the box when you have handled it.
The line hides for the rest of today. If your fix took, tomorrow's report will not list the part and the line is gone for good. If it comes back tomorrow, the fix did not take — look at it again.
5
The big box on the card header sleeps the whole card for today.
Use it only when you have looked at every line and can't do more today. The card comes back tomorrow with whatever is still open.
6. Quick decision table
| PO column says | Most likely cause | What you do |
|---|
| A PO, part has arrived | Receipt never posted | Receive the PO in TAMS (post it on the SCR053). |
| A PO, still on the way | Pre-sold / special order in flight | Confirm the billing is right; nothing else yet. Chase the order if it hits 7 days. |
| A PO, billed wrong | Wrong part or quantity on the sale | Credit and rebill under the right part; refund if needed. |
| A PO that was posted, still short | Received under another number, or shorted | Check the SCR053 for that PO, count the bin, correct it or file the shortage. |
| none | Wrong part number on the sale, or the count was off | Check the last-sale invoice; fix it if the number is wrong. Otherwise count the shelf and adjust the on-hand in TAMS. |
| — | Went negative today | Wait for tomorrow's report. |
7. What good looks like
- Nothing in the red band at the end of the day.
- Every line in yellow has been looked at and either fixed or has a PO on the way.
- Lines you fixed yesterday are gone this morning. A line that keeps coming back is the one to escalate.
- When the card reads “all handled today ✓” or disappears altogether, you are caught up.
Questions about a line you can't place — a PO you don't recognize, an invoice that looks right but the part is still short — send the part number and invoice number to the office.