> 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/unpaid_reserves.md). # Unpaid Reserves Manage Unpaid Reserves through sales processes, including allocation and fulfilment. Unpaid Reserve (UPR) features allow you to set aside specific stock for any customer or group of customers. The sales order process then determines what UPR stock each customer has access to. Managing UPRs is possible by assigning review dates and a person responsible for each quantity of stock set aside. {% hint style="warning" %} **Prerequisites** Customers and items setup. Sales order processing setup. {% endhint %} ### Overview {% embed url="" %} ### Setup **Bevica Setup** Navigate to Bevica Setup and the **Unpaid Reserves** fasttab. | Field | Note | | ---------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Unpaid Reserves Nos. | Create a new No. Series for Unpaid Reserve records. | | Default Unpaid Reserves Customer No. | Create a non-trading customer record and assign it here. In the background, all UPRs will be assigned against this customer. | | Default Review Date | Set a default date calculation field, i.e.3M. When a new UPR is created, the Review Date will be set to today's date plus this calculation. | | Create Unpaid Reserve Group per customer | Where you have a one-to-one relationship between your Customer & UPR Group, set this to Yes. On creation of every new customer, Bevica will automatically create a new Unpaid Reserve Group ready to have items assigned. | ### Creating UPRs UPRs are managed by creating Unpaid Reserve Groups created to reflect the customer groupings you want to assign unpaid reserves to, i.e. * Channel * Salesperson * Buying Groups * Customer A customer can be linked to one or more UPR Groups. Allocating customers to UPR Groups is independent of any attributes held against the Customer itself. For example, if you have UPR Groups that relate to salespeople, as well as adding that Salesperson Code to each Customer card, you will need to link that Customer to the appropriate UPR Group. ### Unpaid Reserve Groups Search for or navigate to **Unpaid Reserve Groups** in Bevica Setup, Related, Operations. From here, create the records you need, adding a description if necessary. ### Customers To add Customers to your UPR Groups, from the Unpaid Reserve Groups page action bar, select **Customers**. Add as many customers as necessary to in the **Unpaid Reserve Group Customers** list page. ### Items To add Items to your UPR Groups, from the Unpaid Reserve Groups page action bar, select **Item Unpaid Reserves**. {% stepper %} {% step %} ### Step 1 Populate the **Item No** field to create a new line record. {% endstep %} {% step %} ### Step 2 Select **Edit** on the page ribbon to open **Unpaid Reserve Information** page. {% endstep %} {% step %} ### Step 3 On this page select Actions, Reserve, this opens the **Edit - Item Global Availability** page. {% endstep %} {% step %} ### Step 4 Populate **Quantity to Reserve** and amend **Unit of Measure Code to Reserve** if necessary. {% endstep %} {% step %} ### Step 5 Click **Close** when ready, you will see the result as new lines on the Unpaid Reserve Information page. {% endstep %} {% endstepper %} {% hint style="info" %} The **Unpaid Reserve Groups** list page had two hidden fields that display the number of customers and the number of item lines linked to a group. {% endhint %} ### Managing Unpaid Reserves Existing UPR quantities can be amended from the Unpaid Reserve Card. Navigate to the Unpaid Reserve List and select **Card**. * The Quantity field can be reduced down to the quantity posted, **Posted Applied Quantity (UoM)** and on existing sales orders **Applied Quantity (UoM)**. * The Quantity field cannot be increased. In this scenario, a new Reserve line should be created. Unpaid Reserves can also be found/managed from the Item and Customer List and Card pages' ribbon; * **Customer pages:** Customer section, Unpaid Reserves. * **Item pages:** Item section, Unpaid Reserves. UPR records can be deleted, either from the Unpaid Reserves list page or the Unpaid Reserves Information card. If open sales orders exist with applied quantities from the UPR when the UPR is deleted, the reservation entries on the sales order will remain. {% hint style="info" %} The **Quantity, Quantity Remaining, Posted Applied Qty (UoM)** & **Applied Qty (UoM)** fields will display the value in the UoM the Unpaid Reserve has been created in. In the instance this has been created in Sales UoM but drawn down in Base UoM these fields will present as a decimal value. **Quantity Remaining (base), Posted Applied Qty (base)** & **Applied Qty (base)** can be added to the page if required. {% endhint %} ### Inventory Availability The **Item Availability** factbox, visible on the Item List and Card pages, displays an **Inventory (Unpaid Reserves)** field. The **Item List** displays **Qty. on Unpaid Reserve** as a column (may be hidden by default). ### Sales Orders UPRs are assigned for dispatch via sales orders. {% stepper %} {% step %} ### Step 1 Search for or navigate to **Sales Orders** and create a sales order as normal. {% endstep %} {% step %} ### Step 2 To add UPRs to the order, from the page ribbon select Prepare, **Get Unpaid Reserves** or click **Ctrl + Shift + U.** {% endstep %} {% step %} ### Step 3 This opens the **Unpaid Reserve Selection** page displaying the UPR lines available to the order's Sell-to Customer No. on this order. {% endstep %} {% step %} ### Step 4 Populate **Selected Quantity** and amend **Select Unit of Measure Code** field if necessary. {% endstep %} {% step %} ### Step 5 Closing the Selection page copies the UP's to new sales lines. {% endstep %} {% endstepper %} Once the sales line exists it possible to reduce the quantity, this will automatically be reflected against the unpaid reserve record. It is not possible though, to increase the quantity, in this scenario the line should be deleted and recreated or a new line added. The sales lines hold the **Unpaid Reserve No, Unpaid Reserve Group Code** and **Unpaid Reserve Entry No.** On posting these values are copied to posted Sales Shipment and Invoice lines. {% hint style="success" %} **Sales Order 'Has Unpaid Reserves'.** The sales order General tab has a tick box **Has Unpaid Reserves** that is set if the sales order has access to any unpaid reserve quantities. The tick takes into account the Location and Duty status of any available Unpaid Reserves. {% endhint %} ### Bulk upload of Unpaid Reserves To help upload UPR information there is an Unpaid Reserve Import page that can be used manually or via a Configuration Package to create unpaid reserves in bulk. Note that the UPR Group and UPR Group Links records need to be created before you can import unpaid reserve records. **Steps** * Either manually or via the Configuration Package (see details below), populate the **Unpaid Reserve Import** page. * Select **Create Unpaid Reserves** to create UPRs for these details. ### Unpaid Reserve Import The page is accessed via the **Unpaid Reserve List** page ribbon, Actions or **Bevica Setup** ribbon, Related, Operations, Unpaid Reserves. On this page you can create multiple lines populating the following information manually or use the configuration package detailed below to import data. | Field | Mandatory | Note | | ------------------------- | --------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Unpaid Reserve Group Code | Yes | Set the group code the reserve is for. This code must already exist. | | Item No. | Yes | Set the item the reserve is for. | | Location Code | Yes | Set the location where the stock is currently. | | Variant Code | | For Duty Controlled items: If populated with Duty Paid the reserves will be applied to either Duty Free or Duty Paid Item Ledger Entries (ILEs), if set to Duty Free the reserve will be applied only to Duty Free ILEs. For non Duty Controlled items: the Variant Code, if populated, will be applied to ILEs. | | Quantity | Yes | There must be sufficient stock of the item, in the correct Location and appropriate Variant to create the unpaid reserve records. | | Unit of Measure Code | Yes | Set the unit of measure you want the reservation to be set against. The import page defaults to the item's Base Unit of Measure. | | Created Date | | This can be set if the reserve was originally created at an alternative date. | | Review Date | | Set a date for the record to be reviewed. | | Note | | Free text for internal notes. | | Assigned User ID | | Set a user Id if necessary. All codes must pre-exist in User Setup. | | Status | | Initially set to To Be Processed, this will display Error if, after you try to create unpaid reserves, anything on the line is wrong. | | Error Message | | A note displaying what error stopped the line from processing. Correct the error, set the Status back to To Be Processed and try again. | When ready select the **Create** (F9) option on the page ribbon, this will create **UPR Information records**, copying Created Date, Review Date, Note and Assigned User ID to it and reserving the **Required Quantity** to one or more ILEs. Successful lines are deleted leaving any Status = **Error** lines. ### Processing rules: * The requested quantity will be applied against relevant ILEs, oldest first. * Reservations will be set in the Unit of Measure on the import journal page and against any relevant ILE ignoring the ILE's Unit of Measure. * See note above explaining how the journal line's Variant Code is applied against ILE Variant code. ### Configuration Package To help upload UPR information there is a predefined Configuration Package, **B-UPR SETUP V2**, if it not already in your company it is available for download at the bottom of this article. It contains the following predefined templates: * 70783 TVT UPR Group * 70782 TVT UPR Group Links (provides the link between UPR Groups and Customers) * 70784 TVT UPR Information (links Items to UPR Groups) * 70571 TVT UPR Import Jnl. **TVT UPR Group** | Field ID | Field Name | Related Table / Name | Mandatory | FieldType | Note | | -------- | ---------- | -------------------- | --------- | --------- | ----------------------- | | 1 | Code | | Yes | Code 20 | Unique group reference. | | 2 | Name | | | Text 100 | | **TVT UPR Group Links** | Field ID | Field Name | Related Table / Name | Mandatory | FieldType | Note | | -------- | ---------------------- | --------------------- | --------- | --------- | ------------------------------------------------------------------------------- | | 1 | Parent Type | | Yes | Code 20 | Set to 'Customer' | | 2 | \[Parent] Customer No. | (18) Customer | Yes | Code 20 | Assign each Customer to a UPR Group Code. All codes must pre-exist in table 18. | | 3 | UPR Group Code | (70783) TVT UPR Group | Yes | Code 20 | Enter a UPR Group. All codes must pre-exist in table 70783. | **TVT UPR Information** You do not need to populate this data if you are creating Unpaid Reserves via the **Unpaid Reserve Jnl.** | Field ID | Field Name | Related Table / Name | Mandatory | FieldType | Note | | -------- | ---------------- | --------------------- | --------- | --------- | -------------------------------------------------------------------------------------------------------- | | 1 | No. | | Yes | Code 20 | Enter a unique reference for each row. i.e. UPR000001, UPR000002. Make sure not to overlap with new UPRs | | 2 | UPR Group Code | (70783) TVT UPR Group | Yes | Code 20 | Assign the UPR Group the item is to be linked to. All codes must pre-exist in table 70783. | | 3 | Item No. | (27) Item | Yes | Code 20 | Enter an item No. All codes must pre-exist in table 27. | | 201 | Review Date | | | Date | Set a date for the record to be reviewed. If left blank, it will default to the value in Bevica Setup. | | 202 | Assigned User ID | (91) User Setup | | Code 50 | Set a user Id if necessary. All codes must pre-exist in User Setup. | | 203 | Note | | | Text 100 | Free text for internal notes. | **TVT UPR Import Jnl.** | Field ID | Field Name | Related Table / Name | Mandatory | FieldType | Note (see also Notes in the Bulk Upload of Unpaid Reserves section above) | | -------- | -------------------- | --------------------------- | --------- | ---------- | ------------------------------------------------------------------------- | | 10 | Entry No. | | | Integer | Should be left blank | | 20 | UPR Group Code | (70783) TVT UPR Group | Yes | Code (20) | | | 30 | Item No. | (27) Item | Yes | Code (20) | | | 40 | Location Code | (14) Location | Yes | Code (20) | | | 50 | Variant Code | (5401) Item Variant | Yes | Code (20) | | | 60 | Unit of Measure Code | (5404) Item Unit of Measure | Yes | Code (20) | | | 70 | Quantity to Reserve | | Yes | Decimal | No decimal places. | | 1000 | Review Date | | | Date | | | 1001 | Assigned User ID | (91) User Setup | | Code | | | 1002 | Note | | | Text (100) | | | 1003 | Created Date | | | Date | | ### Permissions A number of UPR specific permission sets have been created, see [Bevica Permissions](/documentation/guides/permissions-and-security/bevica_permissions.md). ### Design constraints * UPRs can only be held against ILEs. i.e. not purchase lines. * UPRs can only be applied for delivery/sale against Sales Orders. * UPRs cannot be moved between locations, UPRs need to be deleted prior to adding stock to a Transfer Order. * Crediting stock that was originally sold from a UPR does not return it to that UPR, it goes back into free stock. * UPRs cannot be managed in a Directed Pick & Put Away Location. --- # Agent Instructions This documentation is published with GitBook. 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