Using the bulk reservations feature
Introduction
There are plenty of reasons to want to reserve goods and set them aside for your clients. You have a limited amount of stock to sell and you want to make sure that your most loyal and biggest customers get first pick. This is where reservations come into play. These transactions can be used to hold any product for any customer you like. So you can create a sales order for a client and then create a reservation from that order to tell Paragon that the goods on order are being held for this one client and should not be sold to anyone else.
The bulk reservation feature allows you to review any open orders and decide what stock to allocate as reserved based on item and inventory location.
Please note that this feature is only available if Paragon has been configured to use pivots.
Navigate to the functions module
From the more button anywhere in Paragon, select the functions module.
From here you can select the bulk reservation feature to begin.
Bulk reservation screen
There are 3 main sections on this screen and each is labeled with a number to help guide you through the most efficient workflow for using this feature.
Section 1 - select a warehouse and an item (style/color)
Both warehouse and style/color are drop-down options. Click either one to see a list of possible options.
Style/Color - This will list all products by style and color.
Section 2 - Make manual adjustments to the RES columns
Once a warehouse and style/color have been selected in section 1, section 2 will list open sales orders in a grid format if:
- The order has lines for the selected style/color
and
- The order has a ship-from address matching the address of the selected warehouse
The small grid at the bottom of the screen shows the following information for the selected style/color (by size):
- available to sell units
- the number of units to be reserved (from the RES columns filled in the grid above)
- any units still remaining (not yet reserved)
Section 3 - Select an automatic reservation option
This last section allows you to fill the sales order grid automatically based on certain criteria rather than one column at a time. There are three options for this automation:
- Fully reserve - Selecting this will fill all RES columns with the full units available. Use this option when you want to reserve all units for all selected orders.
- Partially reserve by % - This option will allow you to enter a percentage to apply to all RES columns for selected orders. To enable this button, enter a percentage in the adjacent field (you can also decide to have the units round up or down if the percentage calculation does not come out to a whole number.
- Reserve by rule - This option will allow you to select any predetermined rules that you may have to calculate the number of units to be reserved for the selected orders. For more information about rules, please contact us at support@paragon-erp.com.
Filtering your orders
If needed, you can filter the orders in the list by any attribute that’s been configured on the order module list view. For example, this can be used to make allocations for your highest priority orders and most loyal customers first.
To use this feature, click the filter button at the top-right of the order grid. You will see a list of possible filtering attributes that you can use.
Creating reservations
Now that you have an understanding of each option within the bulk reservation feature, it's time to use it to create some reservations. Here's a step-by-step walkthrough of the process.
Select warehouse and style/color
Using section 1 of the screen, select a warehouse from the drop-down. Once that is selected, you can choose which style/color you wish to reserve for your sales orders.
As soon as both of those criteria have been chosen, the order grid will be filled with any order lines that match your selections (the items in the order lines must have stock in the selected warehouse to be listed).
Now that the grid has been filled with order lines, you can fill the required units by order and size by either manually editing the number of units in each RES column, or using section 3 of the screen to use automatic options.
Manual edits
First, be sure to select an order by checking the box to the left of the order.
To fill the RES columns manually, simply click into a size column and type the number of units you would like to reserve for that order. If the number of units you fill is more than what was ordered, the units will become red in color (as shown below).
If the number of units entered in the RES columns is equal to or less than the ordered quantity by size, the units will remain the same color as the rest of the line - shown below.
You will notice that if the order line has been reserved in full, the order number will turn green. If the order is only partially reserved, the order number will turn orange.
Furthermore, the mini-grid below at the bottom-left will reflect the number of units that have been reserved with respect to the number of units still available to sell.
Once you are satisfied with the reserved units by order/style/color/size, you can click the button called submit and review to select the transaction date to use for any reservations that will be created.
Click the accept button to create the reservations as outlined in the grid or click cancel to stop the process.
If you did not select any orders by using the checkboxes on the left, you will see a notification telling you that no reservations could be made.
If you accept and your reservation is created, you will be shown a notification with the reservation number.
What's next?
Now that you have created your bulk reservation, you can now either carry on making more reservations for different items or navigate to the reservation that was made.
As mentioned earlier, reservations are used to reserve stock for certain orders and special customers. Once you are ready to start the shipping process, you can create pick tickets directly from the reservations.
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