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Overview

The Allocations Module is used to allocate quantity of a product to certain "Areas" or directly to the "Customers" (OE-Wholesale). You can set your allocations to a customer (OE-Wholesale) however the "Area" is required to be established first. The system will check allocations when entering orders. The Perpetual method allocates the total quantity of a certain product for the life of that product.

Allocation Inquiry (AL.INQ)

With this inquiry you can inquire on allocations by allocation code, customer or part number. You can also use the IRW select line as part of the inquiry. You can look for active parts only, all parts and by shipped, on order, available and reserved quantities.

Cust/Alc: Select A for Allocation and C for Customer and then enter the customer number or allocation code as applicable
Show Code (F2): The F2 button at the bottom of the screen will change the part description to part number (code). The screen would then look like the below screen shot.

Print Select (F3): You can also print a report of what your selection on the screen is by using the Print Select (F3) button.

Allocation Maintenance

This section will cover the reports and transaction entry menu options for regular allocation maintenance when using the allocation module.

Reset Allocation System for a Part Number (AL.RAS)

This will reset your allocations for the selected part number. If you would like to use this menu option please call the AMS Helpdesk prior to discuss what the best option is.

Build Allocations from Sales History (AL.BAS)

The system can build your allocation for a part based on the sales history of a label(s) or part(s). Example: using the previous vintage sales history to build the allocations for the new vintage.

Collect Sales for MMYY Range: The system will collect sales information bsed on your selection here to use when building the allocation for the selected part. Choose the Month/Year range that you would like to build from and enter it here. Example: 0610-0613. Hit enter to open the next set of fields.

Part to Build For: Fill in the part that you will be building the allocation for.
Allocate Quantitiy: This is the quantity that the system will take and spread across your different areas based on the sales history you tell it to look at.
Build From Parts or Labels: Select P to build from part or L to build from label. Beneath that tell the system what parts or labels up to three you would like it to look at and build from.
Based on your selections above the system will look at the sales history and what allocation areas those sales were in while building the allocation for the select part to build for.
Hit Enter to bring up the system generated allocations.

If you like the allocations as is you can hit enter and then Accept Changes(F1) to save the allocations. If you wish to change any of them, fill in the quantity you would like to allocate and the quantity you would like to reserve (for customer level allocaitons) and then hit enter to update and again to save.

Transfer Customer or Area Allocations (AL.TCA)

This is used to move allocations from one area to another or from one customer to another. You are also able to move allocations from one area to a customer. If you allocate everything you produce you should use this screen to move allocations. If you do not, your overall totals will not be what they should be.

Part Number: Fill in the part number that the transfer will be for
Quantity to Transfer: Fill in the quantity that you will be transfering, format is Cases/Bottles
From Customer or Area: Fill in the customer or allocation area that you will be pulling the allocation from.
To Allocation or Customer: Fill in the customer or allocation area that you will be tranferring the allocation to.
Hit enter to populate the screen with all of the detail seen above and then hit F1 to process the transfer.
Note: A transfer can also be done from within an Order Entry (OE) order as well, if your system has been configured to allow it. See document Allocations Overview and Setup for more information on how to set up the ability to do the transfer within an order.

Print Allocation Variance (AL.PAV)

This should be setup as a routine to do at the end of each month. An item will NOT show up on this report if the amount allocated matches the physical inventory. This is the only place that allocations are compared to physical inventory.

Ideally this report would be blank meaning all allocations are equal to the physical inventory. If the report is not blank, like the below report, you would need to use the Adjust Allocations screen (shown here |#_Transfer_Customer_or) to adjust allocations for breakage, etc.. to bring the variance back to zero.

Note: Since you can allocate an item before it has been bottled, an amount may show up on this report that is correct since it is not in the Physical Inventory (IN) system yet as it has not been bottled.

Print Wine Available for Location (AL.PWA)

This would need to be run each time the retail department wants more wine brought to the tasting room, PRIOR to giving them more wine. The allocations for the tasting room are not removed until the product is sold. If you look at the retail allocation they might have plenty available. However it is not showing you what they have in their current inventory that has not been removed from the allocation module. This report lets you see that information. It includes a line where the tasting room can enter their desired amount to be brought to the tasting room.

Print Wine Available- Version 2 (AL.PW2)

This is an alternate version of the wine available for location report. With this report you can specify what allocation codes or customer numbers to put in the first two columns and then what location codes to put in the next two columns. When selecting multiple codes per column the system will auto total the selections and create one total in the selected column.

Allocations to an Area

Enter Original Allotments (AL.EAA)

This is where you enter the actual allocations for an area. The system is always calculating for allocations even if you do not have the module turned on so that once you turn it on a lot of the guesswork of what the allocations you need is done for you.

Change, Review: Because the system is always calculating allocations there is no A for add here, only C for change and R for review. To change an allocation allotment select C for change. Hit enter to bringup the next fields.
Your allocation areas will show with their descriptions on the far left. Fill in each allocation allotment per area, cases/units (cases and bottles). You can also see what is already sold, on customer order or customer allocation reserve (if allocating to the customer level) and what remains available.

NOTE: When you are adding allocations AFTER a product has started shipping, you need to be sure to allocate enough to cover what has already been sold. The example above shows what a part would look like after it has already been allocated and sales are happening.

The above example shows a new product with allocation balances entered.

Adjust Allocations (AL.AAA)

This screen is used to adjust allocations for your allocation areas. You would use this screen to adjust the allocations based on breakage or another instance such as that. If the allocations are going from one area to another you would use the Transfer Allocation screen seen above.

Function: Change and Review are your options on this screen
Part Number: Fill in the part number you will be adjusting
Allocations: Fill in the allocation code/codes for the areas you would like to see/adjust
Hit enter to pull up the allocations for editing.

Fill in the adjusted amount (case/bottle format) and then tell the system whether it is an Addition or Subtraction from the allocation (A for add, S for subtract).
When the adjustments look how you would like, press F1 (Accept) to save the adjustments. You can also hit cancel (F7) to cancel the edits you were making. Repeat the steps for any other parts you are adjusting.

Print Transaction Log (AL.PAL)

With this screen you can see all the transactions for allocated products to a certain area. You will see the beginning allocation as well as any adjustment.

Transaction Date Range: Fill in the beginning date and the ending date for the transaction log report you would like to run
Additional Search Options: You can search for transactions for the log based on specific product type codes, part numbers, or allocation codes. This would exclude all other transactions that do not match your selection criteria. If you leave the selection boxes blank, you will get all.
An example of the resulting transaction log is below.

Print Allocations- Original (AL.PAA)

This is the original report created for the area allocations. A newer IRW style report is also available.

The questions at the bottom of the selection screen help determine what information is printed on the report. An example of the resulting report is below.

Print Allocations IRW (AL.PAI)

This is a newer version using the IRW reporting capabilities. See document IRW Integrated Report Writer for more detail on how to work with this style report.

Inquire Allocations (AL.IAA)

This screen is used to inquire on area allocations for a specific part. It is the old version of the inquiry. We now have the Allocation Inquiry screen that is shown here.

Fill in part number and hit enter.

This will you show the areas that have allocations for the part, what the current allocation is, what is sold, what is on order, what is reserved for a customer (customer allocation) and what is currently available.

Allocations to a Customer

With this section parts are allocated to a specific customer, rather than just to an area.

Enter Original Allotments (AL.ECA)

The setup of the ALC table will define how and when Customer Allocations are used. See the Allocations Overview and Setup Document.
When allocating to customers you have two choices.

L – Limit.
- With this choice you would HAVE to allocate to customers and they could only have the quantity you allocate to them.
- This is usually used if allocating to individual Distributors
R – Reserve
- Overall this holds a quantity for an area but it is not designated to an individual customer.
- This choice is usually for shipping to Wine Shops and Restaurants, etc.
- If a Restaurant wants you to hold 10 cases for them you can still allocate to the individual customer to "reserve" those 10 cases
- Those quantities are not available to anyone else
- Once the customer uses up their allocation, they are back "in the pool" with everyone else on whatever is left of that product in the area.

Part Numbers: Fill in the part numbers that you will be allocating to the selected customer. Hit Enter to bring up the customer field.
Customer: Fill in the customer field and hit enter to bring up the Cases field.

Cases: Fill in the cases and or bottles that will be allocated to this customer. Bottles are indicated when a B is entered with the number.
Note: When you pull up the customer and part again the system will show you the previous entry if you will be changing it.
Hit Enter to Save the Entry

Adjust Allocations (AL.ACA)

Using this screen you can adjust allocations to a specific customer. Ordinarily you would use the transfer allocations screen unless adjusting out a breakage or loss.

Function: Change or Review are the options on this screen
Customer Number: Fill in the customer number you will be making adjustments too
Part Number: Fill in the part number(s) you will be making adjustments for
Hit enter to pull up the part(s) and fill in the adjustments case/bottle totals for what the customer will now have in their allocation
Hit Accept (F1) to save the adjustments or Cancel(F7) to cancel.

Print Transaction Log (AL.PCL)

With this screen you can see all the transactions for allocated products to a certain customer. You will see the beginning allocation as well as any adjustment.

Transaction Date Range: Fill in the beginning date and the ending date for the transaction log report you would like to run
Additional Search Options: You can search for transactions for the log based on allocation code, customers and part numbers. This would exclude all other transactions that do not match your selection criteria.
An example of the resulting transaction log is below.

Print Allocation Original (AL.PCA)

This is the original report created for the customer allocations. A newer IRW style report is also available

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