MTS #10 – Pre-Book Allocations

SMARTSystem Management Training Series

Training Session #10 – SMARTSystem Pre-Book Allocations

Purpose: The purpose of Pre-book Allocations is to assign product to advanced orders.

Keywords: The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

Allocation – to set aside for a specific purpose; distribution according to plan.
Pre-Book Allocation – is the assigning of inventory received or incoming to pre-book sales orders. This action commits the product coming in to the specified sales order.
Available Inventory- On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.
Pre-book Orders – A Pre-book Sales Order represents product scheduled for future delivery to the customer. These products have not been removed from the On-Hand inventory in the computer.

Overview:

The Pre-Book Allocation program is designed to help you manage product allocations to advanced orders.

Select Pre-Book Allocations using the following Menus:

SHIPPING > VIEW PRE-BOOK ALLOCATIONS

Click on the View Pre-Book Allocations and the following screen is displayed:

The selection criterion at the top of this screen includes:

Order Delivery selection by
- Start Date
- End Date
Customer Name
Product Code / SKU
Description Search
Sales Person

There is a checkbox option on the upper right side of the screen to Show Unallocated Only products.

The information being displayed on this screen includes:

Order Delivery Date
PO Arrival Date
Days to Delv (Delivery) – showing RED when past due
Sales Order #
Sales Order SFX (zero is main order, greater than 1 is a backorder)
PO #
PO Sfx
Customer Name
Product Code
Product Description
Net Available (On-Hand less On-Hold)
Pre-Book Quantity Ordered
Pre-book Quantity Allocated

This screen uses colors to represent specific product conditions and the color legend as at the bottom left corner of the screen:

Operation Steps:

You can perform a number of functions by clicking on a specific line item and right click to display a menu, as illustrated below:

The drop down menu options include:

Open Sales Order
Open Purchase Order/Receiving Lot
Allocate Product
Substitute
Unallocate Product

Open Sales Order will display the Pre-Book Sales Order.

Open Purchase Order/Receiving Lot will display the PO, if one is assigned.

Allocate Product will display the screen below which is divided into two parts:

The top portion shows the Existing Purchase Order Details
The bottom portion shows the Pre-Book Sales Order Detail Lines not yet Allocated

To Allocate product to a line item of a Pre-Book Sales Order:

Select the line at the top of the screen showing existing purchase order details.This will highlight the line you want to commit.
At the bottom of the screen
1. Click the checkbox Add to PO on the line item to assign
2. Click the blue button: Associate Selected Order Items with the selected PO Detail Line

The result is a link established between the Purchase Order, either received or incoming, and the Pre-Book Sales Order. When the Pre-Book is converted to a Sales Order, the product allocated will reduce inventory on that lot.

The following message will display when the Allocation is successful.

Substitution will display like products, filtered by the same Category and Item, that can be substituted:

To Substitute, click the line item you want and then the Substitute for Selected Product button.

Unallocate Product will display the following screen confirming that the allocation has been removed:

Sales Warehouse Allocation Chart:

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it.

Login into SMARTSystem.
Go to the SHIPPING MENU and select View Pre-Book Allocations.
Walk through the Operational steps outline above.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.