How Stock Allocation Works on Sales Orders in Unleashed

Before you start

• Allocated stock isn't the same as stock you physically have. Allocation changes the available quantity; stock on hand (SOH) only falls when a shipment is dispatched.
• Assemblies and warehouse transfers allocate their products by default. You can't deallocate them the way you can a sales order.
• To allocate every new sales order automatically, turn on Auto-Allocation in Settings > Company, on the Settings tab.

Step 1: Allocate or deallocate a sales order

1. 1Open the sales order.
2. 2In the top right corner, click Allocate or Deallocate. The button shows Deallocate when stock is allocated, and Allocate when it isn't.

• When you allocate, any product set to auto-assemble gets a Parked assembly, and the product's availability in the order's warehouse goes down.
• When you deallocate, availability goes back up, batch and serial assignments are removed, and Parked assemblies created from the order are deleted.
• Deallocating doesn't change any purchase order linked to the sales order. Receipting it still adds stock, which you can then reallocate.

Step 2: Find which orders hold a product's stock

1. 1Open the product record and click Allocated Qty in the Details tab.
2. 2The Product Allocations report opens, filtered for that product, listing each open sales order, assembly or warehouse transfer and its allocated quantity.
3. 3To see every product, go to Reports > Inventory > Product Allocations. Use the Allocated To filter to show only sales orders, and click Run.
4. 4Add the Customer Name and Required Date columns from Show Toolbar > Hidden Columns to see who is waiting and by when.

Step 3: Reserve stock for specific shipments (optional)

1. 1Go to Settings > Company and, on the Configuration tab, confirm Order Management is turned on.
2. 2On the Settings tab, turn on Limit Ship Quantity to Stock not on open Shipments, and click Save.
3. 3New shipments now fill their Ship quantity only from stock that isn't already on another open shipment in the same warehouse.
4. 4With this on, you can assign batch or serial numbers to a shipment before dispatch. That also allocates them to the sales order.

The setting only affects shipments created after you change it. It doesn't recalculate existing shipments.

If something doesn't look right

• A sales order is missing from a product's Product Allocations: it was probably deallocated. Open it and click Allocate.
• Newly assembled stock went to an older order: Unleashed gives older reservations priority. Complete the assembly when you're ready to ship, or create the shipment straight after.
• The On Ship value shows in red: with Limit Ship Quantity turned off, stock is over-committed across open shipments.
• You see "Cannot update shipment quantity to be higher than the on hand quantity not already on open shipments": reduce the Ship quantity, or receive, transfer or assemble more stock, or reduce or delete other open shipments.
• You can complete an invoice even when stock is over-allocated. Stock only has to be there when you dispatch the shipment.

Where Unleashed leaves the work to you

• Deciding which customer gets scarce stock when several orders want it.
• Spotting over-allocation before it holds up a shipment.
• Telling customers what can ship now and what can't.

How Logistify helps

Logistify's Sales Order Service enters customer orders into Unleashed as sales orders and replies to the buyer with the quantity available per line and a date for any shortfall. It doesn't change your allocation settings, pick a warehouse or assign batch or serial numbers. Whether a new order allocates stock depends on your Auto-Allocation setting in Unleashed. For what to do when an order can't ship in full, see How to manage backorders.