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.

Prerequisites

Customers and items setup.

Sales order processing setup.

Overview

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.

1

Step 1

Populate the Item No field to create a new line record.

2

Step 2

Select Edit on the page ribbon to open Unpaid Reserve Information page.

3

Step 3

On this page select Actions, Reserve, this opens the Edit - Item Global Availability page.

4

Step 4

Populate Quantity to Reserve and amend Unit of Measure Code to Reserve if necessary.

5

Step 5

Click Close when ready, you will see the result as new lines on the Unpaid Reserve Information page.

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.

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.

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.

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.

1

Step 1

Search for or navigate to Sales Orders and create a sales order as normal.

2

Step 2

To add UPRs to the order, from the page ribbon select Prepare, Get Unpaid Reserves or click Ctrl + Shift + U.

3

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.

4

Step 4

Populate Selected Quantity and amend Select Unit of Measure Code field if necessary.

5

Step 5

Closing the Selection page copies the UP's to new sales lines.

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.

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.

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.

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.