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Setting Stock Aside for an Order

Purpose

It ties a specific quantity and weight of a specific lot to an outbound order, so the stock cannot be used twice.

Who does this

Inventory and allocation staff who decide which stock lot an order draws from.

Before you start

  • You have the right account (see Permissions and Access).
  • The record and date you are working on are correct.
  • Words you do not know are in the Glossary.

Access

Allocation Workbench

Choosing the lot

Before you apply anything, check all of these on the order:

  • the order number
  • the container and size
  • whether the order is already closed
  • how far the weighing and delivery have got
  • what is actually needed

Then check the lot:

  • its status and that it has been received
  • the owner, the commodity and the unit
  • both balances — the quantity left and the weight left

If the order number, the container, or the lot does not match what you expected, stop. Do not allocate against a lot you are not sure about.

Applying

  1. Refresh immediately before you apply. Everything you checked may have changed while you were looking at it.
  2. Check the weight you have entered against both the amount the order still needs and the amount the lot has left.
  3. Apply, once.

Nothing is saved until you apply. Closing the screen or going back discards what you staged. That is safe — it just means doing it again.

Being able to select something is not proof it is allowed. Some things that look available are not valid. That is why the checking afterwards is not optional.

Checking it worked

Apply always succeeds quietly. There is nothing to look at afterwards except the records themselves:

  1. Reopen the order and check the allocation.
  2. Check the lot and confirm the balance went down by what you allocated.
  3. Check that the amount still needed on the order has gone down by the same amount.
  4. Check nothing else on the order moved.

If the amount still needed on the order has not gone down, but the lot balance has, something is wrong. Stop and report it with what you see. That combination means the stock is committed to the wrong place.

Getting it wrong

There is no way to undo an allocation from this screen.

If the wrong lot or the wrong quantity has been applied:

  • Stop. Do not allocate again to "fix" it — that adds a second allocation rather than replacing the first.
  • Write down the order, the lot, the quantity and the weight you applied.
  • Report it so it can be reversed by someone with the authority to do so.

Cancelling a brokerage job is not a way to undo an allocation. Do not use it for this.

When the numbers disagree

Situation What you do
It refuses the row The selection is not valid. Reload, re-check the lot and the order, and correct it.
It accepted but the lot balance did not change It may still have committed something else. Reread the allocations and the lot before doing anything.
The result is unclear Reread the order, the allocations and the lot. Do not apply again.
The order still needs stock after matching the weight Report it. Applying again adds a second line rather than filling the existing need.
A balance has gone negative or wrong Stop allocating. Write down what you see and report it.
I allocated from the wrong lot Stop. Do not re-apply. Record the details and report it — there is no undo here.

Who owns the next step

Allocation staff own which lot is drawn from. The order belongs to outbound, and the lot's physical location to the warehouse — see Creating a Sales Order and Reading the Warehouse Map.

The full step-by-step

This page is the short version. The screen-by-screen procedure with every field and recovery step is here: