> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/paid-reserves-and-fine-wine/paid-reserves-in-inventory-warehousing.md). # Paid Reserves in Inventory Warehousing Managing Paid Reserves within an Inventory Warehouse. ### **COMING SOON** {% hint style="info" %} Bevica Fine Wine is a separate extension. Please contact your system administrator or your TVision contact if you would like further information or would like to install Bevica Fine Wine. {% endhint %} {% hint style="warning" %} **Prerequisites** Paid reserve functionality has been set up. Use of Inventory Warehousing {% endhint %} Bevica allows for Paid Reserves to be managed within an Inventory Warehouse. This article covers the initial setup and management of Paid Reserves within Inventory Warehousing. ## Setup To begin using Paid Reserves in Inventory Warehousing, you must first set up Inbound and Outbound Paid Reserve bins within your Inventory Warehouse location. These are similar to Receipt and Shipment bins. To do this, navigate to your Inventory Warehouse location and under the Bins fasttab you will see the default Paid Reserve bin selection.

The inbound Paid Reserve bin will be the default bin for all Sales into Reserves, the outbound Paid Reserve bin will be the default bin for all Paid Reserve shipments. If these fields are not filled in you will not be able to process Sales into Reserves in Inventory Warehouse locations. Bevica also has a Paid Reserve Warehouse Handling setup with the following options: | Option | Outcome | Suggested Use | | ---------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Warehouse Pick | Posting a Sales into Reserves or Duty Transfer of Paid Reserves shipment will move the inventory into the Paid Reserve Inbound bin. From there a warehouse movement can be created to move the inventory back to a warehouse bin. | For when a physical movement of inventory is required in the warehouse. Ie, if your Paid Reserves are kept in a different warehouse zone or labelling is required. | | Automated Warehouse Handling | Posting a Sales into Reserves or Duty Transfer of Paid Reserves shipment will move the inventory back to its source bin. | For when a physical warehouse movement is not required and inventory will remain in the source bin. |

## Selling into Reserve Selling into reserve for an Inventory Warehouse follows the same initial steps as outlined into our [Selling into Paid Reserves](/documentation/guides/paid-reserves-and-fine-wine/selling_into_paid_reserve.md) document. Once the Sales Order is finalised, you can then create your Warehouse Shipment. The shipment Bin Code will show as your default outbound Paid Reserve bin from your location setup.

Once the stock has been picked, the shipment is ready to be posted. On posting the shipment, depending on the location's setup, the stock will either be moved into the default inbound Paid Reserve bin or back to the source bin. ## Item Tracking Using Paid Reserves in Inventory Warehousing offers differing levels of functionality dependant on if items are setup for Tracking, and if so what type of tracking is being used. The below explains the differences with using each type of tracking. ### No Item Tracking Enabled If Item Tracking is disabled, Paid Reserves in the warehouse will not be distinguishable from free stock. This means there will be no way within Bin Contents or Warehouse Movements to identify where that specific Paid Reserve sits within the warehouse. The Paid Reserve will still have a reservation against the ILE, but when withdrawing the reserve the pick will select stock on a FIFO basis. For customers less concerned about matching the physical inventory against the Paid Reserve, this method works well. ### LOT Tracking Enabled Where LOT tracking is enabled, Paid Reserves will be allocated against a specific LOT number. This allows additional controls to ensure a customers reserve is picked from a specific LOT. However, this does not offer specific warehouse tracking as there is not a 1-1 relationship between the LOT number and the Paid Reserve. When withdrawing the reserve, Bevica will select stock from the specific LOT no. This method is ideal for customers wanting to ensure a specific batch is used for Paid Reserves, but without the need for specific Paid Reserve tracking in the warehouse. ### Package Tracking Enabled By using Package Tracking Bevica can create a 1-1 relationship between the Package No and the Paid Reserve, allowing full tracking through the warehouse and ensuring a specific bottle or case is selected when creating the withdrawal pick. On posting of the Sales into Reserve Bevica will update the Package No to align with the Paid Reserve No, creating a new Package Tracking Info card specifically for that Paid Reserve. The Package Tracking Info card will carry the Paid Reserve Customer No and the Paid Reserve No and these fields flow through to the Warehouse Entries and Bin Contents, allowing you to filter and search for Paid Reserves within the warehouse. For the lifespan of the paid reserve, any movements or changes (such as a [Paid Reserve Split](/documentation/guides/paid-reserves-and-fine-wine/splitting_paid_reserves.md)) will be tracked not just on inventory but within the Warehouse Entries. #### Package No Information Card The Package No Info Card contains the Paid Reserve No and Paid Reserve Customer No fields, these will populate when the Package No is created for a Paid Reserve.

## Warehouse Tracking If Package Tracking is enabled this then allows for full tracking of Paid Reserves within the warehouse. Bevica has added additional functionality to allow for easy identification of Package Tracked Paid Reserves in the warehouse. ### Bevica Warehouse Entries In the Admin Centre on Bevica Setup there is a Bevica Warehouse Entries table. This table shows Warehouse Entries alongside Paid Reserve Customer No, Paid Reserve No and a flag to show if the line is Paid Reserve or not.

This table is mostly a reference table, however it can be used for searching and filtering as required. ### Warehouse Entries Additional filtering fields are available on Warehouse Entries, Paid Reserve No and Paid Reserve Customer No to quickly see movements by Paid Reserve, it is recommended this page is used for tracking the movements of Paid Reserves through the warehouse. ### Bin Contents Bin Contents contains **Limit Totals** filters specifically for Paid Reserves, you are able to filter totals by Paid Reserve No or Paid Reserve Customer No. The Bin Contents page also contains a field called **PRes Qty (Base)**. This field can be used to see the Paid Reserve quantity within a bin. It is important to note that unless a Paid Reserve No or Paid Reserve Customer No limit totals filter is applied, this field will show total bin quantity. The other quantity fields on the page will always show total bin quantity and will not update when Paid Reserve filters are applied. ## Warehouse Movements Both the Movement Worksheet and Internal Movements have additional functionality for managing Paid Reserves within the warehouse. ### Get Bin Contents The Get Bin Contents routine can be found on both the Movement Worksheet and Internal Movement pages. The routine contains a Split by Paid Reserve flag as shown below

This flag will be off by default, but when turned on the routine will return the bin contents with one line per Paid Reserve entry. The routine also contains additional Limit Totals filtering to allow for filtering on a specific customer or Paid Reserve number when requesting the bin contents.

If the Split by Paid Reserve toggle is off, the routine will run as standard, grouping lines by Variant, Item No and Bin code. ## Movement Lines On both the Movement Worksheet and Internal Movements there are Paid Reserve fields, Paid Reserve No and Paid Reserve Customer No. When the bin contents have been requested with the Split by Paid Reserve toggle on, and where relevant, these fields will populate. This enables extra visibility when Paid Reserves are being moved, either from the Paid Reserve Inbound bin back to a pick bin, or just general movement around the warehouse. Where these fields are populated, the Show Customer Bin Content function can be used. This function will open a pre-filtered view of warehouse entries, filtering on the Paid Reserve Customer No. from the line and where the Paid Reserve Quantity is greater than 0, allowing you to view where the customers other Paid Reserves are within the warehouse.

## Transferring Paid Reserves When transferring a Paid Reserve into an inventory warehouse location, the Warehouse Put-away contains Paid Reserve No and Paid Reserve Customer no fields. You are also able to navigate to the Paid Reserve Customers bin contents using the Show Customer Bin Content function on the line. This allows better visibility on inbound Paid Reserves. ## Physical Inventory Journals The Physical Inventory Journal can be used to count Inventory in the warehouse. On the Physical Inventory Journal there is a function called 'Calculate Inventory Bevica'. This function has options to include or exclude Paid Reserves. It is important to note when using this function, Bevica will identify a Paid Reserve in the warehouse by using Item Tracking, therefore if a Paid Reserve is not tracked, it will be treated as normal inventory in this calculation.

## Paid Reserve Journals Paid Reserve Journals have a Bin Code field on the journal line. When using the journal, if this field is left blank Bevica will automatically apply the inventory into the Paid Reserve Inbound bin. This applies to the following Entry Types: * Stock into Paid Reserve * Split Reserve * Transfer Ownership If there is a specific warehouse bin required, this must be populated on the journal line.

When using the journal to cancel Paid Reserves, a bin code will be populated on the line by default, this corresponds with the warehouse bin the Paid Reserve is currently in. When posting the journal, Bevica will adjust the quantity out of the warehouse bin. {% hint style="warning" %} If the bin code has been changed on the line, on posting you will see the following error message: *"Quantity (Base) must not be negative in Bin Content Location"* {% endhint %} {% hint style="info" %} Paid Reserve Journals do not automatically create warehouse activity documents. If a corresponding warehouse activity is required this must be created seperatley. {% endhint %} ## Withdrawing a Paid Reserve When a Paid Reserve is withdrawn, the Warehouse Shipment and Warehouse Pick should be handled as usual. When using item tracking, the specific LOT and Package No will be selected for pick from the warehouse. If not using item tracking, a FIFO selection will be made on the Warehouse Pick. {% hint style="info" %} If the Warehouse Shipment is deleted for a Paid Reserve Withdrawal, after the pick has been registered, this will follow standard logic and be transferred onto the default Warehouse Shipment Reclass Journal batch defined in Bevica Setup. It is important to note that due to Paid Reserve reservations, this function cannot be used when the shipment was relating to a Paid Reserve Withdrawal. Instead, the line should be removed from the journal and a Warehouse Movement created from the Shipment bin back into the Pick bin. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://kb.bevica.com/documentation/guides/paid-reserves-and-fine-wine/paid-reserves-in-inventory-warehousing.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.