Rolls
Planned 8; accepted 6; none held. Reserve 4 north, 2 lane, 0 south.
- Ready
- 6 rolls
- Gap
- 2 rolls
Worked procurement case · 3 work sections · 5 item groups
Allocate the delivery. Keep the shortage visible.
A partial shipment can support a bounded work section without pretending the whole order is complete. This example separates accepted stock, held stock, section reservations and the remaining purchase gap.
Planning example—not receiving acceptance or construction release. Use the purchase order, approved inspection process, current drawings and authorized project decision. Do not allocate damaged, unidentified, held or unapproved substitute materials.
Five stock groups.
Three fence sections.
One visible gap.
Three fence sections.
One visible gap.
The example assumes the receiving record has already separated accepted items from discrepancies. It does not change any contract status. The purpose is narrower: reserve accepted quantities to a named section, prevent double-allocation and convert the unfilled quantity into a purchasing action.
Scenario: North boundary is the first priority, cattle lane is second, south subdivision is third. Quantities below are illustrative, not design recommendations. Replace them with the approved bill of materials and original units.
Read each item as its own stock position.
One material can be complete while another blocks the same work section. Preserve the item identity and unit; do not pool unlike posts, rolls, fasteners or hardware.
Steel posts
Planned 180; accepted 150; 10 held for identity review.
- Allocatable
- 140 pcs
- Gap
- 40 pcs
Wood posts
Planned 24; accepted 24; all available to the mapped terminal assemblies.
- Ready
- 24 pcs
- Gap
- 0 pcs
Gate assemblies
Planned 3; accepted 2. Keep opening, hinge and latch interfaces tied to gate ID.
- Ready
- 2 sets
- Gap
- 1 set
Brace / gate kits
Planned 7; accepted 7; 1 held because its package identity is incomplete.
- Allocatable
- 6 kits
- Gap
- 1 kit
What “ready” means here
Available for allocation review only. It does not prove conformity, site readiness or authorization to install.
- Substitutes
- Hold
- Unknown unit
- Hold
Replace the example quantities with your approved material plan.
Enter the required quantity, accepted ready quantity and any part of that accepted stock that is still held. The calculator shows the purchase gap only; it does not approve allocation or release work.
Item / original unitRequiredAcceptedHeldPurchase gap
Woven wirerolls
Line postspieces
Brace postspieces
Gate assembliessets
Total required*215
Total allocatable*182
Total gap*43
*Totals combine unlike units only as a row-count check; never use the combined number as a purchasing quantity. Buy and allocate each item in its own unit and product identity.
Move from receipt evidence to a controlled purchase action.
Use the current basis
Record PO and drawing revision, item code, unit and section requirement. If the basis differs, stop the calculation and reconcile the change.
Remove held stock
Segregate damaged, unidentified, disputed or substitute material. Do not count it as available while review is open.
Name the section
Assign accepted quantities to one section and date the reservation so the same stock cannot be promised twice.
Calculate item by item
Required minus allocatable equals the purchase gap, never less than zero. Keep each material in its original unit.
Open a purchase action
Name the buyer, supplier query, required date and affected section. Route alternates through substitution review.
Keep authority separate
Only the authorized project process decides technical acceptance, site readiness and construction release.
What a partial delivery does—and does not—allow.
Can one fence section start?
Possibly, but not because material simply arrived. Review the defined section against accepted quantities, current documents, site readiness, dependencies and authorized release.
What if the packing list and visible count differ?
Preserve both values in the receiving record. Allocate only the quantity accepted under the approved process, and route the discrepancy.
Can excess from one section fill another?
Only after confirming the same product identity, unit, revision, interfaces and authority. Record the transfer so reservations remain traceable.
Can an alternate product close the gap?
Not automatically. Keep it on hold and use the material substitution review before changing the allocated requirement.
Should every item have a buffer?
There is no universal percentage. Use the approved plan, packaging, expected waste basis, site risk, lead time and documented project decision.
How is the shortage closed?
Record the purchase or approved change reference, quantity, due point, receiving evidence and the person who clears the open allocation.
Evidence and limits
NRCS Fence Standard 382 supports a mapped fence layout, gate locations, material quantities and requirements, plus ongoing inspection. Penn State Extension describes selecting fence types around purpose, topography, access, gates and existing infrastructure. These sources support a controlled material plan; they do not approve this example's quantities or release a project.
USDA NRCS: Fence Practice Standard 382External government source · plans, specifications, material quantities and local technical-guide boundary.USDA NRCS: National Fence Standard PDFExternal government source · plan view, gates, material quantities and operation/maintenance requirements.Penn State Extension: FencingExternal university source · purpose, fence type, gates, lanes, topography and maintenance context.Cattle Fence Wire: Delivery receiving checklistInternal process boundary · preserve ordered, documented and visible counts before allocation.
Video decision: DO_NOT_ADD (4/12). A generic unloading or fence-building video cannot establish the accepted stock, order revision or release authority for a particular shipment.