Allocating a Sales Order Line Item

Allocation is the action of reserving available quantities of inventory items for a particular sales order line item, ensuring that the stock is held.

There are two ways you can allocate a sales order line item:

  1. From the sales order line item's detail page:
    1. Click Allocate. The Allocate Sales Order Line Item window opens.
    2. Select an inventory position and enter a quantity to allocate.
    3. Click Allocate.
  2. From the Sales Order Line Items grid on the sales order's record page:
    1. Select the line you want to allocate.
    2. Click Allocate Line. The Allocate Sales Order Line Item window opens.
    3. Select an inventory position and enter a quantity to allocate.
    4. Click Allocate.

The sales order line item status changes to "Allocated" when the total pending quantity is allocated. If the pending quantity isn't fully allocated, the sales order line item status changes to "Partially Allocated".

Notes:
  • You can only allocate sales order line items when the following criteria are met:
    • The sales order line item has a status of "New", "Partially Allocated", "Partially Shipped", "Pending Allocate", or "Revised".
    • The sales order line item record type isn't drop ship.
    • The sales order status is not "Cancelled".
    • The item isn't intangible.
  • The Allocate Line button on the Sales Order Line Items grid is only visible when the sales order has at least one line that can be allocated.
  • You can select only one line at a time when you allocate from the grid.

Summary Cards

When the Allocate Sales Order Line Item window opens, a section with six summary cards is displayed at the top of the page. They contain the following information related to the line item:

Reference Information for Summary Cards in the Allocate Sales Order Line Item window
Summary Card What It Shows Source Behavior
Sales Order Line The identifier of the line being allocated Item Number ID field on the line Static
Item The name of item on the line Item Master field on the line
Stocking Unit of Measure The stocking unit of measure for the item Unit of Measure field on the line
Quantity The total quantity ordered on the line Quantity field on the line
Quantity Already Allocated How much of the line's quantity has already been allocated by prior actions Quantity Allocated field on the line Updates when the window opens.
Remaining Quantity to Allocate How much of the line's quantity still needs to be allocated, updated live in the grid Quantity - Quantity Allocated fields on the line Live
Example:

Let's imagine that you want to allocate a sales order line item, and when you click Allocate, the Allocate Sales Order Line Item window opens with the following cards:

Table with Example Summary Cards
Value 0000012345 Widget-A Each 50 10 40
Summary Card Name Sales Order Line Item Stocking Unit of Measure Quantity Quantity Already Allocated Remaining Quantity to Allocate
Note:

"Each" refers to items counted as individual units.

Let's imagine that the following inventory positions are available in the grid. The following table only contains key details relevant to the summary cards calculation:

Table with Example Inventory Positions
Inventory Position Quantity to Allocate Warehouse Inventory Location Quantity Stored Quantity Allocated
1 0 Finished Goods W 1 B Western FG 25 0
2 0 Finished Goods W 1 B Western FG 60 0

After looking at this information, you take the following action:

  1. You select row 1. It has only 25 items available — less than the 40 still needed — so the system auto-fills 25 (the inventory position's full availability). The Remaining Quantity to Allocate summary card displays a value of 15.
  2. You select row 2. It has 60 items available — more than the 15 still needed — so the system auto-fills 15 (the remaining quantity to allocate, not the inventory position's full availability). The Remaining Quantity to Allocate summary card displays a value of 0.
  3. You click Allocate. The line is fully allocated. The first inventory position is fully consumed, so the quantity stored is 0. The second inventory position's quantity stored drops to 45. Finally, the Quantity Allocated field on the line updates to 50.

Filters

When the Allocate Sales Order Line Item window opens, you can use the Filter panel to narrow down the inventory positions displayed in the grid. To open the panel, click Filter next to the search bar.

The following table contains reference information about each filter.

Reference Information for Filter Fields
Filter Field What it Filters Default or Inherited Value Editable?
ICP Inventory positions belonging to the selected ICP (inventory control points) If the sales order has a warehouse defined, this field is populated with the warehouse's ICP. Not editable if the value is inherited.
Warehouse Inventory positions belonging to the selected warehouses If the sales order has a warehouse defined, this field is populated with that warehouse.
Inventory Location Inventory positions stored in the selected locations None. The available locations depend on the selected warehouses. If no warehouse is selected, all locations are available. Yes
Availability Code Inventory positions with the selected availability status In Stock
Condition Inventory positions with the selected item condition If the sales order line item has a condition defined, this field is populated with that condition. Not editable if the value is inherited.
Ownership Code Inventory positions with the selected ownership If the sales order has an ownership defined, this field is populated with that ownership.

You can use the following buttons within the Filter panel:

  • Apply to refresh the grid with your selections.
  • Clear to remove user-entered values.
  • Reset to restore the inherited default values.
Notes:
  • Some filter fields are automatically populated based on the details from the sales order and the sales order line item. These pre-populated fields are read-only because they reflect constraints already set on the order.
  • Within a single filter field, the system matches any of the selected values. Across different filter fields, all conditions must be met, so the grid only displays the inventory positions that match all the active filters when you click Apply.
  • Read-only filter fields keep their inherited values when you click Clear. Only editable filter fields are reset.