Allocation (Reserving Stock)

Inventory Allocation

Inventory allocation involves reserveing stock for the customer. Until inventory is allocated to a sales order it is still available to sell and will be added to sales channels.

Allocation removes the items from on hand inventory, but leaves them in stock.

Allocated inventory + on hand = In stock

When does allocation happen?

Manually one-by-one Manually in batches Automatically Exceptions/comments
Manually entered orders Yes Yes No
Imported orders Yes Yes No
EPOS sales - - Yes Completed EPOS orders are auto-shipped so allocation is not relevant. Allocation is automatic for on-hold EPOS sales.
Downloaded orders Yes Yes Yes Bundles are not automatically allocated so must be done manually.

How to allocate inventory to a sales order

  1. Search for and open the sales order.
  2. To allocate all items use the Allocate all  link below the order rows.

  1. To allocate individual items or products enter the quantity directly on the order row.

  1. Save the order to complete the allocation. The inventory levels and the order allocation status are updated after saving. 

How to allocate inventory to a batch of sales orders

Note : Orders are always allocated in the order in which they are listed. Ensure you prioritize order allocation by sorting by the relevant column, e.g. created date. Add additional columns in My Preferences.

  1. Go to Sales > Recent Sales/Quotes .
  2. Use the column headings to sort the orders in priority order - so that the most important order is at the top.
  3. Use the filters to search for the orders requiring allocation.
  4. Use the checkboxes to select the orders to be allocated.
  5. Click the allocate button at the top of the list.

  1. Select Allocate in the pop-up window.
  2. Click the Allocate selected orders button. This will reserve all the inventory for the selected orders until there are no more on hand items available, prioritizing the first order listed.

Allocation status

The allocation status of a sales order indicates whether the stock has been reserved for the customer. Orders at each status can be listed using the filters; and you can also filter orders by multiple allocation statuses if you wish.

 No stock-tracked items are on the sale.

 Stock items are on the sale, none allocated.

 Stock items are on the sale, some allocated.

 Stock items are on the sale, all allocated.

Auto-allocation

Inventory is automatically allocated to downloaded sales orders.

Brightpearl does not currently have a setting to auto-allocate inventory to manually entered sales orders.

Unallocating

Allocated inventory cannot be sold to another customer. Items can be unallocated from sales orders to add them back into on hand inventory, this will make the items available across all sales channels.

How to unallocate an item

  1. Search for and open the sales order.
  2. To unallocate all items use the Unallocate all  link below the order rows.

  1. To unallocate individual items or products reduce the allocated quantity directly on the order row.

  1. Save the order to complete the unallocation. The inventory levels and the order allocation status are updated after saving. 

How to unallocate inventory in batches

Note : Orders are always unallocated in the order in which they are listed. Ensure you prioritize order unallocation by sorting by the relevant column, e.g. created date. Add additional columns in My Preferences.

  1. Go to Sales > Recent Sales/Quotes .
  2. Use the column headings to sort the orders in priority order - so that the most important order is at the top.
  3. Use the filters to search for the orders requiring unallocation.
  4. Use the checkboxes to select the orders to be unallocated.
  5. Click the Allocate button at the top of the list.

  1. Select Un-allocate in the pop-up window.
  2. Click the Allocate selected orders button. This will reserve all the inventory for the selected orders until there are no more on hand items available, prioritizing the first order listed.

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