> 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/sales/bevica_reservations.md). # 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. {% hint style="info" %} Bevica Reservations replace the standard **Business Central Reservations** so it can work with duty controlled items, among other changes. You should only use Bevica Reservations. {% endhint %} {% hint style="info" %} This article is not about **Paid Reserves,** refer to specific documentation on that feature here: [Private Reserves](/documentation/guides/paid-reserves-and-fine-wine.md) {% endhint %} {% hint style="warning" %} **Prerequisites** Set up sales, inventory and purchase processing. {% endhint %} ### 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**](/documentation/guides/finance-and-cash/prepayment_invoicing.md) 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](/documentation/guides/items-and-inventory/item_availability_overview.md) for more details. ![Business Central message about insufficient stock on a sales line](https://2932934759-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfUgpGDVvyqBWVvwVIy9a%2Fuploads%2Fgit-blob-ea09f92aa07de9d683f32d1936baa751b709b029%2F8Fn81bAJFQDpGLN-FN2GCPJUWc37_inI1A.png?alt=media) ### 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. | Option | Note | | -------- | -------------------------------------------------------------- | | 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**. {% hint style="warning" %} 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. {% endhint %} ### Bevica reservations - manual entry To place a reservation against a quantity of stock requested by a customer, do the following: 1. Create a Sales Order against the customer, making sure **Duty Status**, **Location Code** and **Shipment Date** are populated. 2. Order status must be **Open**. 3. 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. ![Sales line options menu showing Bevica Reservation](https://2932934759-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FfUgpGDVvyqBWVvwVIy9a%2Fuploads%2Fgit-blob-2dc7531613007ba88e0f6871ba69e7d13bfd8ddc%2FQsbMcZmhNlx6BHKiYzyWQWPrbW_-m0gq0g.png?alt=media) 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. {% hint style="warning" %} 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. {% endhint %} 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. {% hint style="success" %} 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. {% endhint %} ### Bevica reservations - automatic Using the automatic reservation option on a Sales Order you can apply reservations to all lines in one go. 1. Create a Sales Order against the customer, making sure **Duty Status**, **Location Code** and **Shipment Date** are populated. 2. Order status must be **Open**. 3. 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: 1. 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). 2. 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. {% hint style="success" %} 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. {% endhint %} ### 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**. {% hint style="info" %} To help manage and view the result of any reservations, the Sales Order card and list have two fields, both updated on Release/Reopen: * **Reservation Status**: shows when the entire order lines are reserved, this could be from Item Ledger Entries stock or purchase. i.e. can't be dispatched but all lines are allocated. * **Reserved From Stock:** shows when the entire order lines are reserved against **Item Ledger Entries**, i.e. can be dispatched. {% endhint %} ### 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: | Page | Note | | ------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------- | | 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.** {% hint style="info" %} If you are integrated with a third-party warehouse and are sending rotations, then auto reservations should be used with caution. {% 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/sales/bevica_reservations.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.