Allocate Inventory to a Sales Order

Allocate Inventory to a Sales Order

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Sales Orders.
2. Select a list view (other than the Recently Viewed list view).
3. Select the Sales Order for allocating inventory.
4. Click Allocate. The Allocate Sales Order intermediate screen displays. 
   Note The intermediate screen provides details for each Sales Order Line (SOL), such as the Product Name, Product Code, Product Description, Quantity Ordered, Quantity Allocated, and Quantity Needed. If comments were included on the SOL, they will display in the Comments column. This screen also includes details about the Warehouse and Location, as well as Available and Committed quantities.
   
5. Click the Allocate Date field to adjust and date, if necessary.
   Note: With Weighted-Average Cost enabled, this sets the Allocate Date as the Movement Date on the Sales Order Inventory Movement record and the Date on the related product costing transactions.
   
   Note: Click here to view the above image in full screen. 
   
   The Allocation Sales Order lists for each Sales Order Line the Product ordered, the quantity ordered, the quantity currently allocated to the order and the quantity still needed. It then provides the current Inventory available and committed by Warehouse and location. Using the highlighted input field(s), the quantity from each Inventory line to be allocated can be input.
   
   
6. If you want the Allocate textbox to auto-populate with all available inventory quantities that can be allocated for each Sales Order Line - Warehouse, click the Allocate All checkbox to automatically populate the Quantity Needed in the Allocate textbox. If the product exists in multiple locations, the first location’s Allocate textbox is automatically populated. If the first location has insufficient inventory, the system attempts to allocate from the next available location. Once checked, a best practice is to carefully review each allocation to make any necessary updates before saving the changes..
   
   Note If you select this checkbox, the inventory quantities that display in the Allocate textbox can be adjusted, if necessary. Additionally, if you uncheck this checkbox, the message below will display.
   
   
   Note: Click here to view the above image in full screen. 
   
   
7. Click one of the Save buttons to save allocations.
   
   If the save is successful a notification banner will be displayed. The Quantity Allocated amount will also have been incremented by the submitted amount(s) and the Inventory Quantity Available for the allocations reduced.
   
   If the save was not successful, the error will be highlighted and an error message provided.
   
   
8. The Quantity allocated to the Sales Order can be verified reviewing the Sales Order Line(s) on the Sales Order. 
   
   
   
   Saving the Allocation generates the Sales Order Inventory Movement (“SIM”) which will reduce the Inventory Quantity Available for the allocated Products, as well as recording the GL transactions. To see the SIM, navigate to the Sales Order Line (“SOL”) and select the “Related” tab. (The SOL can be accessed by clicking the linked SOL in the Sales Order Line section shown above. The SIM can then be examined by clicking on the SIM number. 
   
   
   
   
9. The SIM record shows three (3) important items. 
   1. The Quantity moved out of Inventory and allocated to the Sales Order Line;
   2. The Inventory Quantity Available record that the Quantity was moved from; and 
   3. The weighted-average cost per unit used for the Cost of Goods Sold / Inventory GL Transactions. (The weighted-average cost is calculated when new units are purchased and added to the inventory. See Inventory Valuation - Weighted-Average Cost in the Knowledge Base for more details.)
      
      
      
      
10. To see the GL transactions recorded, click on the “Related” tab on the SIM Record. 
    
    
    
    
11. Clicking on the “View All” link in the Transactions section will provide a detailed view of the Transactions.