Reservations and allocations

This article explains reservations and allocations in Acendy, including how they are created, managed, and used to ensure accurate stock levels and order fulfillment.

What are reservations?

When a product line on an order is linked to a procurement, it's called a reservation. Reservations are created upon overselling, but can also be created manually if needed.

Thanks to reservations, you always know how much of the ordered quantity is available for sale. In addition, reservations allow you to update associated orders when a receipt is made on a purchase order and the product arrives in stock.

Handling orders with reservations

If you try to process an order where one or more product lines have existing reservations, a window will open where you must decide whether to keep or release the reservations. If you choose to keep the reservations, the order status may change upon receipt of goods.

Reservations on product lines in procurement

Reservations on product lines mean that the product is oversold in an order and therefore belongs to that order, or that someone has manually chosen to reserve the product on the procurement.

Product lines with reservations are indicated with a green circle showing the number of reservations on the product line.

Clicking the icon will display a list of all orders that reserve the product and how many reservations belong to each order. Each order in the overview is a link so you can click directly into the relevant order.

To remove the reservation, click the cross in the overview. Removing the reservation means that the order is no longer linked to a procurement. The order will then not be updated upon receipt of goods.

Manual reservation / Allocation

If you want to link an order line without reservation to a procurement, or move the reservation between purchase orders, it is possible via the function for manual reservations.

To the left of an order line without reservations, you will find a button with an option "Reserve on procurement". With this you can choose to link the order line to an existing purchase order or create a brand new purchase order.

This is especially useful if you have older product lines that you want to link to procurement in the new module, or if you want to move the reservation to another purchase order.

Release reservation

If the order line is already reserved in a purchase order, you can easily release this reservation by pressing the cross to the right of the procurement name and then confirm the selection.

After the order line is released, it can be reserved manually if needed.

You can also release the reservation from the purchase order.

Move reservation

If you want to move the reservation to another purchase order, this can be done without having to release the reservation first. Click on the menu (three dots) and select move reservation. Then select from available purchases or create a new one.

Move all reservations

If you want to move all functions from one purchase order to another, it can be done via the purchase order.

Reserve in purchase order

For each manufacturer, you can choose whether overselling should automatically reserve in the purchase order. By default, this is set to Automatically.

This means that overselling of a product follows the flowchart above.

If this setting is changed to Manually, overselling will not be automatically reserved on the purchase order. You still have the option to manually reserve the product against purchase if desired.

Change setting per manufacturer

To change the setting for reservations on a manufacturer:

Open the desired manufacturer via Products > Manufacturers
Adjust the selection "Reserve in purchase order"

Automatically (On):
Overselling creates reservations against procurement.

Manually (Off):
Overselling does not create reservations against procurement.

Change for all manufacturers

If you want to turn off/on reservations for all manufacturers, this can be done from the procurement module.

Open the procurement module
Go to Settings > Modules

Turn all ON:
All manufacturers are set to "Automatically (ON)" and will create reservations.

Turn all OFF:
All manufacturers are set to "Manually (OFF)" and will not create reservations.

Tip! If you only want to create reservations on a few of your manufacturers, first turn off all and then activate only the few that will create reservations.

Reservations from point of sale

If your store uses Acendy Datakasse, overselling from there will also be added to procurement.

In other words; if you sell a product in POS (point of sale) that is not in stock, it will also be considered an overselling and it will be added to procurement.

This can be problematic for two reasons:

According to the law, you should not sell (take cash payment) before the product can be delivered/sent to the end customer
The reservations can cause the order status to be updated upon receipt. In the worst case, you risk processing a POS order twice.

How to handle it

Open the procurement module
Go to Settings > Global settings
Turn on "Exclude POS orders"

Reservations and allocations