This function enables you to assign stock to a specific Sales Order, thereby reserving the stock and making it unavailable for other orders. This feature is especially useful for industries that ship orders on short time scales against a limited stock holding.

The allocation process can take place from within Sales Order Processing at the time of entering the Sales Order or, after entering the Sales Order and before creating the Delivery Note, from the Stock Allocations window. You can also allocate Stock to existing batched Sales Orders at the point of receipt, from the Purchase Order Process Batch.

Within the Stock Allocations window you can sort your outstanding Sales Orders by importance based on Customer Priority, Required by Date or other attribute. In this way you are able to ensure that your Stock is allocated to the most important order lines first.

The function has an Auto Allocation feature, if selected this will apply your chosen allocation method and assign as much Stock as possible to the order given the highest priority and then to the Orders with lower priority until all Stock has been allocated or all Orders have been fully filled. Allocations set using this feature can be amended before saving.

Stock remains reserved and ready for delivery against the Order line to which it has been allocated. If required, the allocation may be reversed, freeing the Stock to be allocated to a different Sales Order.

Before you use this function you should ensure that the system is set up ready for your use.

Stock Allocations The Stock Allocations Selection window should be used to select the batched Sales Orders to which you want to allocate stock.

The amount of Stock Allocated to any Sales Order can be less than or equal to the quantity that is outstanding to deliver and less than or equal to the available stock.

There are five auto allocate methods.

The system will allocate as much stock as possible per stock item to the oldest order first until all stock has been allocated or all orders are fully filled.

The system will allocate as much stock as possible per stock item to the oldest required by date first until all stock has been allocated or all orders are fully filled.

The system will allocate as much stock as possible per stock item to the customer with the highest priority first until all stock has been allocated or all orders are fully filled.

The system will allocate as much stock as possible per stock item to the urgent orders by order date until all stock has been allocated or all orders are fully filled.

The system will allocate as much stock as possible per stock item to the back to back orders by order date until all stock has been allocated or all orders are fully filled.

All the allocations set using one of these methods can be amended before saving.

Or you can select None. In this case the allocation list loads all SOP detail lines that fit the search criteria but does not set any allocations.

The Stock Allocation window lists the detail lines of Sales Orders that meet your selection criteria and where delivery has not been completed. It will include lines which already have stock allocated. If nothing is entered in the Selection window, then all transactions will be displayed.

In this window you can select the Transactions that you wish to allocate and enter the quantities to be allocated. Missing information such as Sub Analysis and Serial Number can be entered from this window.

It is possible to enter negative quantities to reduce allocated quantity. It is not possible to enter a quantity such that the allocated quantity is less than the delivered quantity.

The Stock Allocations Selection window should be used to select the batched Sales Orders to which you want to allocate stock.

If you are using the Works Order Processing module, this window will have two tab cards and additional tick boxes (as indicated below). This is to enable you to allocate stock to your works orders.

You may select to include Sales Orders only, Works Orders only or both (tick both boxes).

Click to Clear button to reset the selection grid to the system default.

You can save the stock allocation selection criteria you have used by clicking the Save function on the toolbar.

The selection criteria is saved for you as a User and is displayed when you open the Stock Allocations Selection window from the Stock Control menu. All the search criteria and the auto allocation method and options is saved.

If the selection window is opened from Purchase Orders, Works Orders or Stock Movements:

To change the saved selection:

You can click the Display button to list all batched Sales Orders, or you can limit the orders by first entering search criteria into the search fields and then click Display to list batched Sales Orders that match your search criteria.

Use the selection window to help you to locate the orders that you wish to work on. When you have entered your selection criteria, click to list the batched Transactions that match your selection.

Defaults to All Orders, enables you to limit the Orders selected to those which are on Hold status, those awaiting Authorise Delivery, those awaiting Authorise Invoice, or those awaiting Full Process. See Sales Order Status menu.

Enter the selection criteria you wish to use:

Entry of a 'from' date will only include transactions from and including that date. Entry of a 'to' date will include transactions up to and including that date. You can leave both blank or just enter one of them.

For the Period criteria, you can further refine your search by using the All Years menu:

You can enter a single order number or a range of order numbers.

Transactions with a particular batch reference can be found if the exact reference is typed in. Leave blank to include all.

This button will display a list of Stock Codes or you can enter a specific code to be retrieved.

Outstanding Sales Order Transactions that contain a particular Sub Analysis Code can be found if the exact Sub Analysis Code is typed in.

This button will display a list of the Customers from which you can make a selection. Entering one or more characters in the field and pressing tab will display a list of Customers that start with those characters.

To search for a range of Delivery Post codes commencing CO7 you should enter the range from CO7 to CO8.

If from CO7 to CO7 is used this is equivalent to being exactly equal to CO7 and, consequently, there will be nothing in the list.

Normal searches e.g. from CO7 4RF to NR4 6YH will display a list if Delivery addresses with post codes within this range.

You can search on a Customer Sort Key.

You can search for allocations created by a particular User

Lookup User Keys 1 - 3

Accounts on Stop - Searches the Invoice Account

Customers Over Credit Limit - Searches the Invoice Account

'On Hold' Status

Sub Analysis Left Empty/ Serial Number Left Empty - Complete the processing for these Order lines.

Serial Numbered Stock can be allocated at the time of processing even if the Serial Number has been left empty. To include these Orders, you should tick the Fully Allocated Lines option.

Incomplete Works Orders - This option will only be available if you are using Works Order processing. View Sales Order lines that are awaiting the completion of the works order to which they have been associated. If this is left unticked, only order lines that are not associated with an incomplete works order will be displayed.

'Do Not Part Deliver' Status Only

Back to Back Only - View only the Sales Order detail lines which are flagged as BTB.

'Urgent' Status Only

This tab only appears if you have a Works Order unlock.

Entry of a 'from' will only include transactions from and including that criteria. Entry of a 'to' will include transactions up to and including that criteria. You can leave both blank or just enter one of them.

The Works Order Number is automatically populated with the current WO Number if Allocations has been accessed from a component detail line in WO Control.

Enter or lookup an Assembly Stock Code

Enter or lookup a Component Stock Code. Automatically populated with the current Stock Code if Allocations has been accessed from a component detail line in WO Control.

Enter or lookup a Route Code

Enter a WO Sort Key

Entry of a 'from' will only include transactions from and including that criteria. Entry of a 'to' will include transactions up to and including that criteria. You can leave both blank or just enter one of them.

Entry of a 'from' will only include transactions from and including that criteria. Entry of a 'to' will include transactions up to and including that criteria. You can leave both blank or just enter one of them.

Enter or lookup a Customer Sort Key

Lookup User Keys 1 - 3

When the orders that match your search criteria are loaded into the list window, the system will allocate as much stock as possible, using the selected method, until all stock has been allocated or all orders are filled.

The Auto Allocate Method relates to both Sales Orders and Works Orders.

All the allocations made using one of these methods can be amended before saving.

None - All orders that match your search criteria are loaded into the list but no allocations will be made.

Order Date – Oldest First (default) - Stock will be allocated to the oldest Sales Order first.

Detail Required By Date - Stock will be allocated to the oldest required by date first as entered on the detail line of the Sales Order.

Customer Priority - Stock will be allocated to the Customer with the highest priority first.

Urgent Orders - Stock will be allocated to the urgent orders by order date as entered on the Sales Order header.

Fully Allocated Lines - This additional 'Include Orders with' option is appropriate to both Sales Orders and Works Orders. It has been placed at the foot of the window so that, along with the Auto Allocate method, it can be applied to either selection. You may wish to include Fully Allocated Lines to make corrections to allocations.

You can refine the chosen Auto Allocate Method by selecting further options.

The Auto Allocate Options relate to both Sales Orders and Works Orders.

Always Select Default Sub Analysis - For order lines where the Sub Analysis is blank, running an Auto Allocate Method will populate the Sub Analysis field with the Default Outbound Sub Analysis.

Always Select First Serial Numbers - For order lines where the Serial Number is blank, running an Auto Allocate Method will populate the Serial Number field with the first Serial Number. This will only be applied to Orders for which the Auto Allocate routine is allocating stock. It will not apply this option to fully allocated lines that still require Serial Numbers. The First Serial Number is defined by a Stock Option in System Control. The options are to select the first serial number by the earliest Date received or by the recorded Serial Number.

If the item requires a Sub Analysis code and a Serial Number and neither the Always Select Default Sub Analysis option nor the Select Oldest Sub Analysis first option have been selected, the Serial number will not be set.

Select Oldest Sub Analysis First - For order lines where the Sub Analysis is blank, running an Auto Allocate Method will populate the Sub Analysis field from the oldest Sub Analysis record first. If there is not enough Stock in the oldest Sub Analysis to fulfil the orders, the second oldest Sub Analysis will be used and so on until either the order lines are complete or there is no more Stock available. This cannot be used in combination with Always Select Default Sub Analysis. If used is in combination with Always select first Serial No. the Sub Analysis is selected first and then the Serial Numbers are selected from within the Sub Analysis. The definition of oldest Sub Analysis can be set in Stock Control Options - Sub Analysis tab card.

Do Not Allow Partial Allocations - This option applies to Auto Allocation and Manual Allocation. If selected, only fully allocated order lines will be processed from the Allocation list. If an Auto Allocate Method is used, Stock will be allocated using the selected method but only if there is enough stock to fill the order completely. If the order cannot be fully filled, no stock will be allocated to it, the stock will be available for allocation to another order that may have a lower priority. Any allocations made manually will have to fulfil this rule. You will not be able to change the posting status from No to Yes if there is not enough stock to fill the order.

This window is displayed when you have entered your selection criteria in the Stock Allocations - Selection window, and clicked OK.

It lists the detail lines of Sales Orders that match your selection criteria and where Stock Allocation has not been completed. It will include lines which already have some stock allocated.

If no selection criteria is entered in the Stock Allocations - Selection window, then all detail lines where the allocation of Stock has not been completed will be displayed. See the Detail Lines section below for an explanation of the colours and coding letters.

Within the Stock Allocations window you can sort your outstanding Sales Orders by importance. In this way you are able to ensure that your stock is allocated to the most important order lines first.

The List Order may have been defined by the Auto Allocate Method chosen:

The Default order for detail lines within the list is: Stock Code, Sub Analysis code, Customer Priority, Required by Date, Order number.

Moving lines The lines can be re-ordered by clicking on the column name or by dragging and dropping the lines. You can select multiple lines by pressing the Ctrl key or the Shift key while selecting lines.

If the list is long and you have selected some lines you wish to move to the end of the list, drag them to the lower scroll bar only. This will cause the records visible in the window to scroll up.

If you drag the selected lines below the lower scroll bar, the records will not scroll up.

The same process is required to move lines from the end of the list to the top. Drag the selected lines to the top sort button bar to start the scroll process.

Restore - Undo all changes made since last loading the list by reloading the entries.

Search - The Stock Allocations Selection window will be opened to enable you to redefine your selection criteria.

Clear - Selected Lines Clears allocations for the lines selected. You can select multiple lines by pressing the Ctrl key or the Shift key while selecting lines.

Restore Sort Order - The lines can be re-ordered by clicking on the column name or by dragging and dropping the lines. This option resets the lines to the sort order used when the list was first displayed.

Clear and Allocate in List Order - When you have placed the lines in the order you require, you can use this option to allocate the stock in line order, top line first.

Show Summary - Display the detail lines in summary. The details line can be summarised by Stock Code, Order Number or Customer Code. If you select a line in the summary you can load the associated detail lines into the main window. Changes made to the detail lines will be retained even if the detail lines for another summary are loaded. Changes will be lost if the Restore List option is selected and the list reloaded.

View Allocations - Display the allocation history for the selected line. Please note: the Print function on this window prints an allocation report for the order details shown in the View Allocations window.

Print - enables a Stock Allocation Report to be printed. This report will enable you to identify clearly the values or quantities of allocated Stock by Customer Code, Order Number or Stock Code. The report will be based on the data displayed in the Stock Allocation Window. This data has been limited by the search criteria entered on the Stock Allocations Selections window. The report should be printed in Landscape format, please check the page setup from the File menu.

The detail lines of all Sales Orders that match your search criteria and where Stock Allocation has not been completed will be loaded into the list window.

If an Auto Allocate Method was chosen, then as much Stock as possible will already be allocated to the Order detail lines and the lines will be set to YES.

For SOP Order numbers, there is a drill down to view the order in summary.

Status The allocation status of the detail line. The lines are also colour coded for a visual reference.

The Sub Analysis code can be selected now from the Stock Allocations window, however, if the Sub Analysis code has already been selected for a Sales Order, it cannot be changed here.

When you have entered a Quantity to Allocate, click Sub Analysis.

The Sub Analysis Selection window will be displayed, listing codes for which Stock is available. Select a Sub Analysis and enter a quantity when the Quantity window is displayed.

It is possible to apply multiple Sub Analysis codes to a Sales Order detail line.

If the Serial Number field has been left empty, the serial number can be selected from the Stock Allocations window.

If the Stock item is both Sub Analysis and Serial tracked, the Serial Number(s) can only be added once the Sub Analysis has been chosen.

To enter Serial Number(s), select the detail line and switch it's flag to YES. This will activate the Serial Number option. Click this option to display the Serial Numbered Stock window. Select the Serial Numbers that you wish to use.

It is not necessary to add a Serial Number, allocations can still be saved, the Serial Numbers can be added later at the point of delivery.

The following quantities are shown for each Stock Code:

Available before Allocation - The quantity of Stock that is available for allocation. The drill button opens a drill down window displaying the quantity information held on the Stock record.

Allocate - The quantity required to complete the allocations for this Stock item, for the Order lines retrieved.

Available after Allocation - The quantity of the selected Stock item that will be available for allocation after the allocations selected in this batch have been made.

Select the Transactions that you wish to allocate by double clicking on them; this will change their flag from NO (the default) to YES. You can also use the switch buttons to toggle the posting flags for the whole list, or for selected lines.

For transaction lines that are set to YES you can enter a quantity in the Quantity to Allocate field at the bottom of the window.

It is possible to enter negative quantities to reduce allocated quantity. It is not possible to enter a quantity such that the allocated quantity is less than the delivered quantity.

If a line is switched to NO the allocated quantity is NOT reset to 0 but the detail line will not be updated.

When all the allocations have been made, click OK or press Enter to save the allocations. Only those lines flagged as YES will be updated.

If there is information missing, you will be returned to the Stock Allocations window to complete the information. Missing information might include Serial Number, Sub Analysis or Allocated Quantity.

For any Sales Order, if the delivery note has been printed but not updated, the stock record is marked as Deliveries to Update.

The Order line can be loaded into the Allocation list but cannot be amended or processed until the print status is cleared in the SOP batch.

Any line with deliveries to update is not included in the Allocation Enquiry window accessed from the stock and sub analysis records.

Update Allocations

Ensure this option is selected to update the allocation records. You may print a picking list without updating allocations but you will not be able to go to the SOP batch.

Following the update, the Stock Allocation window will be displayed, listing the detail lines that have not been updated.

The picking list report is based on allocated stock only; the allocated quantity is the quantity to pick.

The report shows the following information on two lines:

Order No., Customer Code, Order Date, Quantity Ordered, Quantity to Pick, Stock Code, Description.

Optional inclusions are:

Required by Date, Sub Analysis, Serial Number, Bin Number.

The report can be subtotalled by:

Stock Code, Sub Analysis, Order Number, Order Priority, Customer Code, Bin Number.

The report can be sorted by:

Order Number, Stock Code, Sub Analysis, Order Priority, Customer Code, Bin Number.

The defaults are: Subtotal by Stock Code, Sort by Order No.

When the Picking list has been printed and accepted, if Update Allocations was selected you will be returned to the updated Stock Allocation window. If Allocations are not updated you will be returned to the Process Options window to choose another option.

If selected, when the Picking list has been printed and accepted and the Allocations have been updated, you will be taken to the SOP delivery batch.

The batch option Only Display Orders with Allocated Stock is preset and only the Order numbers for the detail lines for which you have just allocated stock will be displayed.

This option will not be available if the System Option Combine Delivery and Invoice has been selected.

If selected, when allocations have been updated, you will be able to go to the main Sales Orders batch.

This option is only available if Go to SOP Orders Batch option in Stock Allocations is Enabled and also if Combined Delivery and Invoice option in System Options-Documents is selected.

If there are batched Sales Orders to be posted, then this option will not be available.