Minimum Version Required: 24.01
Steps
How to set up Allocations
1. Using Universal Search, navigate to the Allocations table.
2. Click the Add Allocations button.
3. Enter values to all required and applicable optional fields displayed in the New Allocations form.
a. Enter filter criteria, as needed on "Customer Type", "On/Off Premise", "Salesman", "Chain", or "Customer" fields.
NOTE: If no filtering criteria is entered, the allocation will be for ALL customers.
b. Specify the Start Date (when the product's allocation process should begin).
c. Enter Units Allocated.
NOTE:Not Authorized will ignore the units Allocated.
4. Click the Add Record button when complete.
5. Sync Handheld devices to ensure new Allocations are accurately applied.
Fields And Definitions
* = required field
*Location - the location where the customers will be affected
*Product - the product that the allocation will be for
*Allocation Type - The rules that the allocation is following, will determine what the purpose of the allocation is
On Premise - an optional filter used to determine if the product is available to On or Of Premise accounts
Customer Type - an optional filter used to determine the type of customers that this product is available to under the Allocation
Salesman - an optional filter used to determine the Assigned Sales Rep available to sell the product. The Sales Rep must be assigned to the customer in order for the Allocated product to be invoiced
Chain - an optional filter used to determine the Chain that this product is available to under the Allocation
Customer - an optional filter used to determine the Customer that this product is available to under the Allocation
*Start Date - when the Allocation starts. This is the date that will determine eligibility for the Allocation and refers to the Time Entered for the Invoice, not the Invoice date. Salesmen/customers can NOT invoice the product until this date
End Date - The end date of the allocation. After this date, any units that are still allocated will be put back into available inventory
*Units Allocated - number of units in the allocation
Best Practices
A scheduled task runs overnight to update the Units Ordered, Units Sold, and Units remaining fields. We do not recommend manually executing the task mid-day as there are several recalculations performed that can impact site performance
If changes are needed to an Allocation that is already active and past the Start Date, End the Allocation and create a new one to make sure that Invoice Transactions are tagged correctly and Allocated Units deplete as expected.
The Allocations dashboard has more information on Allocation Types and Allocation Examples
There is no need to ‘layer’ optional filters or use them in combination. For example, there is no need to add a Chain when the Customer filter is set.
Allocations always work best in pairs or in multiples. If looking to make it so that only a small set of customers can buy a product there should be a “Not Authorized” Allocation for the Location blocking everyone from buying the product. Then, have specific “Unrestricted” Allocations for the specific customer to allow them to buy it.
if using an Allocation Type that has “Limit Purchase” or “Reserve Inventory” in the name and wanting to make a change to it, it is always better to end date the previous Allocation and set up a new one with the values looking for moving forward.
As a best practice, Allocations Start Date should be set to a future date.