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Auto Reserve Utility

Overview​

The purpose of the Auto Reserve utility is to allocate serials on hand and reserve models to open purchase orders. Before running the OE-04 Written Models and SN-15 Ordering reports, it is important to first reserve what is currently in inventory and allocate models to on-order POs.

This guide is intended to help you understand how the utility selects serials to reserve based on selected options and parameters.

In this guide:​

  • Starting the Auto Reserve Utility
  • How Does the Utility Know Which Invoice Model to Select?
  • How Does the Utility Know Which Open Purchase Orders to Select and Which Serial Numbers to Reserve? (jump to section

Starting the Auto Reserve Utility​

  • Go to Invoicing > Utilities, and then click Auto Reserve Serial Numbers.

How does the utility know which invoice model to select?​

The utility selects models based on the selection in the Invoice Model Selection dropdown.

Invoice Model Selection

There are 3 options to choose from:

  • Only check models NOT linked to a PO
  • Only check models that ARE linked to a PO
  • Check all models (linked to a PO or not)

Selection Criteria​

The following criteria must be met in order for the invoices to be selected by the utility:

  • Invoice Status is Open or Committed.
  • Invoice is not an Estimate.
  • Models have not been reserved.
  • Models are not exclusive reserve.
  • The quantity on the models is greater than 0.
  • Models have not been fully shipped.
  • Invoice Type allows reserving.
  • The current date, less the Schedule or Pickup Date, meets the limit on reserving serials in advance for the Invoice Type.
    • For example, if the Schedule or Pickup Date = Mar 31/22 and the current date is Mar 18/22 then the difference is 13 days. The 13 days is compared to the max number of days to reserve on the Invoice Type.
  • If Payment Type is COD and the Invoice Type Settings 3 “Cannot Reserve COD Invoice with Balance” checkbox is selected, then check that the invoice does not have an outstanding balance.

CannotReserveCheckBox

  • If Payment Type is COD, check that Customer Credit Hold is not selected.

Customer Credit Hold

Parameters​

Parameters

How does the utility know which open purchase orders to select and which serial numbers to reserve?​

Process Inventory on Hand Dropdown

There are 3 options to choose from:

  • Only Process Inventory on Hand
  • Only Process Open Purchase Orders (jump to section)
  • Process both Inventory and Open Purchase Orders (jump to section)

Only Process Inventory on Hand​

When this option is selected, the following rules apply:

  • The serial is available
  • The serial is not linked to an invoice

Only Process Inventory on Hand Parameters

Only Process Open Purchase Orders​

When this option is selected, the following rules apply:

  • The PO is not linked to an invoice.
  • The PO is not an exclusive order.
  • The PO is released.
  • The PO allows back order invoices to be linked.
  • The ETA Date has to be less than Invoice Schedule / Pickup Date.

Only Process Open Purchase Orders Parameters

Process Both Inventory and Purchase Orders​

When this option is selected, the following rules apply:

  1. The utility will first check inventory on hand:
    • The serial is available.
    • The serial is not linked to an invoice.
  2. Then it will check the open purchase orders:
    • The PO is not linked to an invoice.
    • The PO is not an exclusive order.
    • The PO is released.
    • The PO allows back order invoices to be linked.
    • The ETA Date has to be less than Invoice Schedule/Pickup Date.

Process Both Inventory and Purchase Orders Dropdown

See Also​

Updated

September 28, 2022