Allocation (reserving inventory on sales)

Inventory allocation involves reserving stock for the customer. Until inventory is allocated to a sales order it is still available to sell.

Allocation reduces on hand inventory without affecting what's physically in stock.

Allocated inventory = In stock inventory - On hand inventory

Learn more about inventory levels here.

When is inventory allocated?

Manually-created sales orders
Inventory is not automatically allocated. You'll need to do it order-by-order, by batch process, or by setting up an automation rule using the Automation app.

Orders imported from spreadsheets
The same rules as for manually-created orders.

Orders downloaded from sales channels
Inventory can be automatically allocated. See the documentation for that sales channel for more detail.

POS (Point Of Sale)
Completed POS orders are automatically shipped, so allocation is not relevant. Allocation is automatic for on-hold POS sales.

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 using the configurable columns functionality.

  1. Go to Sales > Recent Sales.
  2. Use the column headings to sort the orders in priority order, so that the order to be allocated first is at the top.
  3. Use the filters to search for the orders requiring allocation.
  4. Use the checkboxes on the left-hand side of the list to select the orders to be allocated.
  5. Click the Allocate button at the top of the list.
    mceclip0.png
  6. Select 'Allocate orders' in the pop-up window.
    mceclip1.png
  7. 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. The allocation status is available as a filter on the sales list, and you can also filter orders by multiple allocation statuses if you wish.

 No stock tracked items are on the sale.

mceclip2.png Stock tracked items are on the sale, but none are allocated.

mceclip3.png Stock tracked items are on the sale, and some are allocated.

mceclip4.png Stock tracked items are on the sale, and all are allocated.

Unallocating inventory

Allocated inventory cannot be sold to another customer as they are removed from on hand inventory. Items can be unallocated from sales orders to add them back into on hand inventory and make them 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 will be updated on 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 using the configurable columns functionality.

  1. Go to Sales > Recent Sales.
  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.
    mceclip5.png
  6. Select 'Un-allocate' in the pop-up window.
    mceclip6.png
  7. Click the 'Allocate selected orders' button. This will remove the allocations from the selected orders, releasing the inventory back into on hand inventory.

Video

Why and how to allocate inventory to sales orders, showing in stock vs on hand levels and how to see which orders or goods out notes inventory is allocated against.

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