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The automatic stock reservation is a feature useful in an organization's stock management, considering that it allows to assign the available stock to a customer order and reserve stock and quantities between orders, as well as set up documents to make automatic reservations.
Automatic stock reservations
The automatic stock reservation is a mechanism that allows to assign the available stock to a customer order. According to the operational rules, we can define if we wish to perform or not partial stock reservations.
The automatic partial stock reservations occur when there is no sufficient stock for the total order quantities. In this case, and if the document is configured to allow automatic and partial reservations, the system will withhold the maximum quantity of stock available for the order. If the document is not set up to allow automatic reservations and if the quantity ordered is higher than the available stock quantity, the system will not make the stock reservation.
In these cases, it is possible to access the stock reservation feature that will open the reservation window (Ctrl+M), if you have permissions. This way, you can force a partial reservation or perform an expected stock reservation, if there are open purchases orders to suppliers with connection to stocks. If you don't have access to the reservation feature, no stock reservation will be performed and you will not have access to the reservation control feature (Ctrl+M).
The definition of whether a document performs automatic reservations is made when setting up the document type.
Reserve quantities between orders
The Quantity Reservation editor allows to reserve stock to a specific sales order row, and it is available on the row context menu for Sales or Purchases order. The stock reservation can be performed on stock that is in a state of availability or that is expected (with origin in a Sales to Supplier).
When the editor is invoked from a sales order row, the reservations destined to that order are presented, as well as the available or expected quantities (by Purchases) and that are available for reservation.
If the editor is invoked from a purchase order row, allrow target orders and the remaining ones that still don't have a reservation performed. You can specify if you wish to view the purchase orders (expected stock) and the date interval you wish to view.
You must still define the states for which the stock must change when the reservation is performed, depending if the source is available or expected stock.
To reserve quantities between orders, follow these steps:
Reserve quantities in a sales order row
To reserve quantities in a sales order row, follow these steps:
- Access the sales editor in Marketing & Sales | Sales | Documents;
- Create a document of the type Order and add the desired item row;
- Access the option Associate quantity reservation using the row context menu or the shortcut CTRL + M;
- Select the desired stock using stocks or the expected stock in supplier orders;
- Click Confirm;
- Finally, click Save.
Reserve quantities in a supplier order row
To reserve quantities in a supplier order row, follow these steps:
- Access the purchase editor in Purchases | Purchases | Documents;
- Create a document of the type Order and add the desired item row;
- Access the option Associate quantity reservation using the row content menu or the shortcut CTRL + M;
- Select the customer orders to which you wish to assign the stock;
- Click Confirm;
- Finally, click Save.
After performing this operation, in the case of stocks, the stock will be moved from the state Available to the state Reserved.
In the case of an expected stock reservation, the stock will be moved from the state Expected to the state Expected/Reserved.
It is worth noting that, in the case of setup documents to perform reservations automatically, this automatic process is only applicable to new document rows and only when no other reservation type is defined for those rows.
Reserve stock in a customer order
The stock reservation allows to reserve stock available or expected to some supplier order.
To perform a stock reservation, follow these steps:
- Access Marketing & Sales | Sales | Documents;
- Select a document of the order type;
- Define the type of entity and the corresponding entity;
- Specify the items to order;
- Select the context operation Quantities reservation or click the keys Ctrl+M;
- Specify the stock source to reserve;
- Finally, click Confirm.
The reservation can be performed from sales in documents of the order type, or from purchases in documents of the order and stock/trans type.
Set up documents for automatic reservations
To set up a sales document of the order type to perform automatic reservations, follow these steps:
- Access Marketing & Sales | Tables | Sales Document;
- Create a new document of the type Order;
- Define a Reservation state;
- Activate the option Automatic reservation.