Reservations

Introduction #

In order to secure or guarantee certain deliveries or the availability of items for a customer, it may be important to set aside items from stock. This procedure is called “reservation.”

We refer to it as static to distinguish it from dynamic reservation, which exists by default in the Silicon ioi ERP. We recommend reviewing topics related to the time vector and available stock calculation for more information.

Stock organization, implications of physical reservation #

Simply reserving administratively (with a document status) in the ERP is not sufficient and could be risky for your management. Reserved items should ideally be marked as reserved or set aside in your stock.

Why?

• Because during inventory, you should not count these items in the available stock quantity (that can be taken at any time) but in a reserved quantity.
• To avoid a warehouse operator making a mistake and taking these items anyway.

Authorization of reservation notes in sales journals #

By default, setting a prepared delivery note to reserved is not enabled.

To enable it:

• Go to the sales journals,
• Choose the journals where it is allowed,
• Enable the authorization with the following checkbox:

Otherwise, it will not be possible to set the delivery to Reserved (-1) from the delivery module:

ioi Sales Delivery module #

The reservation is made in the delivery module. A storekeeper has access to this module, allowing them to make stock movements for a customer. A reservation can be made with or without a linked order.

Example:

You have a customer who orders items from you and needs to be sure that the ordered items will be delivered. To avoid jeopardizing the delivery promise due to uncontrolled withdrawals of items that would compromise your delivery stock, you decide to make a reservation note for the most critical items at the start of the order.

Making a simple static reservation #

Example:

• Reservation of 4 pieces in a stock of 11:

• Note that the reserved quantities are at 0:

Switch to Reserved (-1) status #

• If there are enough items in stock, the document switches to Reserved (-1) status:

• Each line is set to Reserved. The quantity is moved from the Qty Delivered field to Qty Reserved:

• The total available stock has now gone from 11 to 7 pieces. Therefore, it is no longer possible to take these four pieces (administratively).

Stock situation #

From the ioi Item module:

By going to the item, you can see that the Reserved Qty column has been populated and that the available stock has been reduced.

In the time vector #

A specific line shows the reserved part in each warehouse:

Movements generated #

From the ioi Item Activity module, you can see the movements generated for the item in question:

• A movement of -4 for stock,
• A movement of +4 for reserved.

Cancel a static reservation #

• Position yourself on a reservation note,
• Check the quantity in the Reserved Qty column:

• Return to In Preparation (0) status

• The quantity has moved to the Qty Delivered column. The document is now In Preparation (0), meaning the delivery is still to be made, but everything is ready.

• Note that the stock has been replenished with the quantity that was reserved.

Reserving from an order #

To secure the delivery of a critical order by setting aside the ordered items (currently in stock) and thus removing them from available stock, proceed as follows:

Example: Create a delivery note from the order to be secured.

• Create a sales order with the following details:

• Deliver this order:

• Validate this delivery:

• Here is the delivery note, In Preparation:

Change status to Reserved:

Here is the delivery note in Reserved status:

Here is the sales order in SO Reserved status:

Note that the reserved quantity has been populated.

Example: Case of a partial reservation.

Here is the note with a reserved quantity lower than the ordered quantity:

Once switched to Reserved (-1), the note adjusts:

The order also adjusts:

The document flow shows the link between the order and the reservation:

Canceling the reservation with an order #

Follows the same procedure as canceling without an order.

What to do with a canceled reservation note #

It is possible to deliver the order with the note, but the reservation may be partial. You can then delete the document in question and create a new delivery from the order.