Bevica Reservations
Reserve stock for customers using Bevica Reservations and manage allocations.
Bevica Reservations are used to hard allocate Sales Order Lines against specific Item Ledger Entries or Purchase Order Lines. This determines item availability / free stock.
Prerequisites
Set up sales, inventory and purchase processing.
Item availability
Quantities placed on sales order lines are not by themselves confirmed for that customer. It is possible to place quantities for more than there is currently in inventory. Over committing on inventory can be useful to record total demand for an item when you want to place sales orders in advance of their receipt, or you want to post a Prepayment Invoice for goods to be receipted then shipped at a later date.
To ensure sales line quantities are confirmed, and they impact quantities available for other customers, you must apply a Bevica Reservation. Sales line quantities can be reserved against Inventory (Item Ledger Entries) or expected receipts (Purchase Lines).
When adding a quantity to a sales order line, if there is insufficient stock, you will get this notification below. See also Item Availability Overview for more details.
Inventory Setup - Prevent Negative Inventory
Bevica's standard setup is to Prevent Negative Inventory (set in Inventory Setup). This means that when Posting sales orders, you cannot ship more inventory than you have available. This does not prevent you adding Sales Order quantities for more inventory than you have.
Reservation Setup
Options on the Customer and Item Cards can be set to help you control how reservations are managed on sales orders. Both cards have a Reserve field with the following options. They can be found on the Shipping fasttab of the Customer Card and Planning fasttab on the Item Card.
Always
Sales lines must be reserved prior to the order being Released
Optional
Sales lines are reserved manually or via Auto Reservation
Never
Sales line can never be reserved.
The most common option and the system default is Optional.
When a Sales Line has a Purchasing Code flagged as Special Order or Drop Shipment the Reserve field is set automatically to Never, you cannot therefore use Bevica Reservations. Special order and drop shipment functionality link sales orders to purchase orders automatically.
Bevica reservations - manual entry
To place a reservation against a quantity of stock requested by a customer, do the following:
Create a Sales Order against the customer, making sure Duty Status, Location Code and Shipment Date are populated.
Order status must be Open.
Once the sales line is populated with a quantity, click Show More to the right of the Type field (three vertical dots) and select Bevica Reservation. You can also access this option through the Line > Functions ribbon above the Sales Lines.
The dialogue box that appears, Bevica Reservation Selection, displays all the related records that the sales line can be reserved against, most typically Item Ledger Entries and Purchase lines.
The page contains a field (hidden by default) Item Ledger Entry Description. This displays the specific description held against each Item Ledger Entry line.
Select a line and click OK.
To confirm the Reservation has taken effect, click the Reserved Quantity field. The Bevica Reservation Selection page is also used to apply a Rotation number to the sales line.
For Purchase order lines to appear, the Expected Receipt Date on purchase order lines must be on or before the Shipment Date on the sales order. i.e. Bevica is expecting to have receipted the goods before you need to ship the sales line.
A sales line can only be reserved against one supply line. Where the quantity on the sales line exceeds the quantity on the selected supply line Bevica will create an additional sales line for the remaining quantity that can itself be reserved.
Where a sales line reservation is made against a purchase line, when that purchase line is receipted Bevica will automatically transfer the reservation to the newly created Item Ledger Entry.
Bevica reservations - automatic
Using the automatic reservation option on a Sales Order you can apply reservations to all lines in one go.
Create a Sales Order against the customer, making sure Duty Status, Location Code and Shipment Date are populated.
Order status must be Open.
Once the sales lines are populated with a quantity, on the order ribbon select Actions, Functions, Auto Bevica Reservations. This will apply Bevica Reservations to each Inventory Item line following the following criteria:
Only Inventory item lines are selected.
Special Order and Drop Shipment lines are excluded.
Lines where the Reserve option field is set to Never are excluded.
Reservations are only made against Item Ledger Entries.
Reservations are only made in the Unit of Measure of the Sales line. See 'Splitting Reservation Units Of Measure'.
Reservations on a Duty Paid sales order are applied to Duty Paid Item Ledger Entries first, before searching for available Duty Free quantities.
Duty Paid Item Ledger Entries are selected before Duty Free Item Ledger Entries.
A sales line can only be reserved against one supply line. Where the quantity on the sales line exceeds the quantity on the selected supply line Bevica will create an additional sales line for the remaining quantity where it will then attempt to apply a reservation against that line, and so on. The process will only ever reserve against the original line's unit of measure.
Example scenarios:
A sales line exists for 100 units where there is one open ILE's for 75 units. The original sales line will be split automatically into
Line 1; Quantity = 75, Reserved Qty. = 75
Line 2; Quantity = 25, Reserved Qty. = nil
A user would need to then manually apply the reservation on the second line (or any subsequent lines for that item).
Similarly, if there were two open ILE's for 75 units (ILE Entry No. 1) and 10 units (ILE Entry No. 2)
The first reservation will be against the 75 units to ensure FIFO stock rotation.
Bevica creates a second item line for the remaining balance which it tries to apply a reservation to. In this case, it reserves 10 units from ILE No. 2.
The balance of 15 units is added to a third line which remains unreserved.
By design, reservations will only happen against Item Ledger Entries and not Purchase Lines.
ILE's are always in Base units, so no preference is given to the Unit of Measure.
This feature is also available on Transfer Orders. When 'Auto Reservations' is used on Transfer Orders the line split will work differently from Sales Orders. On Sales Orders, the new lines are inserted whereas on Transfer Orders new lines are created. In circumstances where multiple items both drawing from multiple ILE's are present, this may cause lines to appear out of sequence. Once the Auto Reservation has happened, lines can be re-sorted by item number if required.
Automatic reservations exist at both sales/transfer order header and line level. Depending on where this is selected from it will behave differently.
Auto Bevica Reservations at the sales/transfer order header level is the functionality described above - Bevica will continue to create additional sales lines if there are multiple item ledger entries to reserve from.
Auto Bevica Reservation at the sales/transfer order line level will reserve the selected line only. An additional line will be created for the remaining unreserved stock but this will not be automatically reserved.
Bevica reservations - automatic on release
It is possible to get Bevica to apply reservations to all Sales Order lines and Transfer Order lines automatically (using the logic above) when the order is Released. To set this, navigate to Bevica Setup, Reservations fasttab and set the Sale Order Reservation Method and Transfer Order Reservation Method options to On Release.
Cancelling a Bevica reservation
To cancel an existing reserve, you can select the Bevica Cancel Reservation action from the Show More option on the line. The order's status must be Open to do this.
Viewing existing Bevica reservation entries
Reservation quantities can be seen from the following pages:
Open Sales Lines
Here you can see any sales lines reserved. Filter the list to Document Type 'Order' to see lines for a particular item or customer.
Open Purchase Lines
See where you have committed purchases quantities to. Filter the list to Document Type 'Order' to see lines for a particular item or vendor.
Item Ledger Entries
See where you have committed inventory quantities to. Add Reserved Quantity to the page and apply the filter Open 'Yes'.
Item Card
Open Reservation Entries from the page ribbon to see where the item quantities are allocated to.
Customer Card
Open Reservation Entries from the page ribbon to see quantities you've allocated against the Customer.
Vendor card
Open Reservation Entries from the page ribbon to see where incoming stock from this Vendor is allocated against.
Item Availability Factbox
You can also see reserved quantities as part of the Available Inventory figure. Refer to this article: Item Availability Overview.
Paid Reserves also use Reservation functionality, and these may be included in the Reservation Quantity on the Reservation Entries page. They can be differentiated by either the fact they have Reserve No. attached or are allocated against a Job.
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