Reservations and allocations

What are reservations?

If a line item on an order is linked to a purchase, we call it a reservation.
Reservations are created by overselling, but can also be manually created when needed. 

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

Processing orders with reservations

If you try to process an order where one or more line items 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, you risk that the order changes the order status upon receipt of goods. 

Reservations on line items in procurement

Reservations on product lines mean that the item is oversold in an order and thus belongs to that order, or that someone has manually chosen to reserve the item at the time of purchase.
Line items with reservations are indicated by a green circle that shows the number of reservations on the line item.

If you click on the icon, a list of all orders that reserve the item and how many reservations belong to each order will appear.
Each order in the overview is a link so that you can click directly into the relevant order.

To remove the reservation, you can click on the cross in the overview.
Removing the reservation means that the order is no longer associated with a purchase. The order will then not be updated upon receipt of goods. 

Manual Reservation / Allocation

If you want to associate an order line without reservation with a purchase, or move the reservation between purchase orders, this is possible through the manual reservations feature. 

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

This is especially useful if you have older line items that you want to associate with purchases in the new module, or you want to move the reservation to a different purchase order.

Release reservation

If the order line is already reserved in a purchase order, you can easily release this reservation by clicking on the cross to the right of the purchase name and then confirming 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. See point above.

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 choose from available purchases or create a new one.

Move all reservation

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

Reservations from data box

If your store uses Mystore Datakasse, overselling from there will also add up to purchases.
In other words; If you sell an item in POS (data box) that is not in stock, this will also be considered an oversale and it will add up to purchases.
This can be problematic for two reasons: 

1. If. The law must not be sold (take cash payment) until the goods can be delivered/sent to the end customer
2. The reservations can be made so that the order status is updated upon receipt. In the worst case, you risk processing a POS order twice.

How to deal with it
As of now, it's not possible to turn off overselling from POS. If you choose to oversell, it will be linked to purchasing.
It is best to turn on "Notification in case of overselling" in the Data Box app so that the seller is notified if you are about to sell an item that is not in stock. Then you have the opportunity to correct the stock before sale, possibly correct stock and reservation after sale. 

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