Managing Reserved IQStore Items

Managing Reserved IQStore Items


Facts About Reserved IQStore Items

IQStore items are reserved when a Sales Order is created. After the IQStore has been reserved on an order, the next time a user creates a quote for that IQStore item, the user will see the number of items "in stock"
This number reflects the quantity on hand that has not been allocated to Sales Orders.

Reservations are allocated on a FIFO (First In, First Out) basis, meaning they are applied to Sales Orders in the order the orders were created. 


If a sales order is cancelled, any reserved sales items on that order will have the reservation removed, adding that reserved quantity back into the quantity on hand total. 



When the Reserved Stock setting is enabled, there is no other configuration required.
Info
Inventory Reservations can be enabled individually for Paper, Plates, Raw Materials, Inks, Manufactured Items and/or IQStore Items.
Please contact your printIQ Support Representative to arrange setting this up on your system.



How reserved works on an IQStore item

Below we will work through the ordering process of an IQStore item 
Starting with an opening balance of 20, we create 3 sales orders for 5, 12 and 7 items. 

Order 1

The first order created shows the full 20 in stock. The order is for 5 items:


After accepting the above order (but not yet picking it), the next time a user adds this item to a quote, they will see that there are '15 in stock'
The 5 items from the previous sales order have been removed from the available quantity in this view.
At this point the previous order for 5 has not been picked or packed.

Order 2

This user adds 12 to their quote. 



These Sales Orders have not been picked, packed or delivered. 

Order 3 - Allow Backorder Enabled

If the IQStore item has been set to "Allow Backorders" then the user will be able to order 7 items even if there are only 3 in stock. This means the IQStore item will go into negative ‘in stock’ quantities:


Order 3 - Allow Backorder Disabled

If "Allow Backorder" is disabled on the IQStore item, the user will not be able to order more than the in stock quantity shown and a pop up will appear as shown in the image. 




We now have three sales orders for this product, all at a status of ‘Confirmed’:





From both the Sales Items Admin and the Inventory Items Board, the quantity on hand is shown. 


Hover over the quantity and the system will alert that the item has reserved quantities, click to view.


Click on the quantity on hand number and a pop up listing all active Sales Orders and reserved Quantity are listed.
Click on the Order No to go into that Sales Order.




Clicking on the Order Number link above will open that order.





Order Screen Details


Opening the 3 orders created above, we can see that the ‘in stock’ quantity of the 3 orders reflects the ‘in stock’ quantity presented when the order was placed.


The first Sales Order AZJ001244-SI shows 20 IN STOCK for the item:




The second Sales Order AZJ001245-SI is showing 5 fewer 



The third Sales Order AZJ001245-SI is showing 12 fewer 




The orders can be picked and packed in any order, however order J03017-SI will only allow 3 to be picked, while the outstanding 4 would be placed on backorder.


So, how do you manage a situation where your customer calls and says that order J03017-SI must go out urgently, and order J03015-SI can be put partially on backorder instead?


To achieve this, you must first ‘Release’ some of the reservations for preceding orders.

Click the ‘View Outstanding Requests’ under the item to be picked:


This opens the items ‘Transaction’ screen, filtered to show current outstanding ‘Pick Requests’:


The Pick Requests can be ‘excluded’ by clicking the orange ‘Exclude’ button.


In order to be able to pick this order, I can exclude either order J03015-SI or J03016-SI.

Either of them will release enough stock to enable J03017-SI to be picked.

In this case I exclude order J03015-SI:







Back to the pick screen for J03017-SI, refresh to update the ‘in stock’ quantity.

The 5 released above are added to the 3 in stock, allowing the order to be picked in full: 




Reviewing what is happening here, we can now pick the last order in – J03017-SI.

We could always pick order J03016-SI, though it now shows 13 in stock (the other 7 being reserved for J03017-SI):





While the order we excluded from the pick requests is left with 1 available to pick:




Pick order J03017-SI for 12 and the order status changes to ‘Packed’…



This leaves ‘1’ un-reserved in stock.

In order to reserve that one against the order we ‘Excluded’ previously, we need to re-open the ‘Outstanding Transactions’ again (from ANY order with this product on it).

We see that the ‘Pick Request’ for order J03017-SI no longer appears as it has been fully picked.



Click the ‘Include’ button to change it to reserve any available stock against that order.


 


Because we have used stock that was reserved for J03015-SI to pick J03017-SI, there is insufficient quantity in stock to pick J03015-SI.

However, we can ‘exclude’ J03016-SI in order to release some stock to J03015-SI.








Order J03015-SI can now be picked:




Checking J03016-SI – we can pick 8 of the 12:



Change the order status to ‘Packed’ which will evoke the ‘Back Order’ process to place the outstanding quantity on backorder.



Warning
IMPORTANT: You must go back into the Outstanding Transactions of the item and ‘include’ any pick requests that you have excluded.



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