Selecting lots on sales orders
Selecting lots in Sales Orders, Order Control, Shipping, and Update Pick List
If you have selected an item that is lotted or individually lot-costed:
A window will display with the following location and lot information:
- On-Hand – The total quantity available for all lots that are in a saleable location based on the selling pack unit for the sales order line .
- Available – The total quantity available for all lots that are in a saleable location based on the selling pack unit for the sales order line.
- Open – The total quantity on open and priced sales orders that have not been assigned to a specific lot. Sales Orders, Order Control, Shipping, and Update Pick List are based on the selling pack unit.
- Location and Lot Number – The location ID and lot number for all lots in the location selected, sorted by the open or received date, then the lot number. Individually lot-costed items will not have a location.
- Slot – If the location is a slotted location, the slot ID for the lots
- Available – The available quantity after commitments for the lot based on the selling pack unit for the sales order line. The Available column indicates the total quantity in the lot that may be assigned to the sales order line. The quantity that is not available for sales includes any weight that has been committed on a work order, planned transfer, or other sales order. Select F9 to view commitments on the lot. See the F9 Committed Window to view what displays in the F9 Committed window.
- LB, EA – This column is used to enter the quantity for the lot to assign to the sales order based on the selling pack unit for the sales order line. The quantity assigned to lots, open purchase orders, unspecified, or left open in Order Control must equal the total quantity ordered or shipped unspecified. The quantity cannot be greater or less than the quantity ordered or shipped unspecified. The total quantity shipped unspecified must be assigned to lots on invoiced sales orders. Lot numbers and quantity shipped cannot be changed in Order Control on shipped and ready orders.
- F9 – An asterisk (“*”) will appear in the F9 column if the lot has a commitment. Press the F9 key to get a detailed display of the amounts committed. See F9 Lot Commitments for more information.
- S – The lot status – Hold = hold
- Vendor – The vendor ID the lot was purchased from, if applicable
- Received – The date the lot was opened or received
- Item info lot attributes and attribute sort order based on the item info type assigned to the item including the COOL identity for the item and lot selected if the item is loose or strict COOL controlled.
To select a lot to assign to the transaction, scroll to the lot number and press Enter on the lot you want to select.
- Enter the quantity to assign to the lot and press F10 or select one of the following "F function keys to quickly assign the lot balances to the sales order.
- Press F3 – Open Loc to assign the quantity ordered to a location that has been defined as ship unspecified yes. This option is not available in Update Pick List.
- Press F4 – Full Lot to select the total available quantity in a lot.
- Press F5 – Qty Open to select the total open quantity for the lot selected.
- Press F8 to leave a previously selected lot as "unshipped"; the order status line will change to "Ship Later". This option is only available from Shipping.
- Press F9 – View to view commitments. Press the F9 key to get a detailed display of the quantities committed for the lot selected. See F9 Lot Commitments for more information.
- Press F10 to exit the lot selection box.
- The item name will appear in the lot selection box header line. The total quantity selected from the lots will appear in the command message line in the ordered pack unit of measure and pounds. The quantity shipped over the quantity ordered will display as over. If the quantity assigned to the lots is less than the ordered quantity, the diffence will appear as short in the message line and as Open in the lot selection window.
- If there are no lots of the specified item in inventory, the quantity must be entered on the open line.
Only one location can be tagged for each line item; the system will not allow lots from multiple locations to be tagged. The error message: “Lots selected are from more than one location !!! Space bar to continue" will appear. The lots selected need to be from the same location. To ship from multiple locations, the item needs to be on the sales order more than once.
If lots with different COOL identities are tagged, the following warning message will appear: "Multiple Cool Tagged !!! Continue anyway? No/Yes".
- Select no to select lots that have the same COOL identity.
- Select yes to continue processing the order.
Shipped Unspecified
The open balance for an item on the sales order can be left open in a “Ship later” status which allows the user to enter the lot information for the sales order later in Shipping, Order Control or Update Pick List. The open balance can also shipped unspecified against a location with the Ship Unspecified setting set to Y (Y=yes). The sale order line is considered shipped and the sales order can be invoiced. The invoice will not post to receivables until the actual lots shipped are assigned to the sales order. The lots can be assigned to the unspecified location in Shipping or Order Control if the sales order status is shipped or ready and in Order Control if the status is invoiced. The total unspecified amount must be specified to make the order ready and to post the invoice to receivables.
If an item on the sales order is partially assigned to lots and/or open purchase orders, the quantity left open can be shipped unspecified. The quantity shipped unspecified will be deducted from the ordered quantity and a new sales order line created for the unspecified quantity.
To ship unspecified:
Option 1: Enter the quantity to ship unspecified in the Open balance line of the lot selection widow and press F3. This will open a Enter to Tag Location selection box which lists the locations in the system. Scroll to the unspecified location for the item and press Enter, then F10 to exit. To leave the open balance open select the Unspecified option on the top of the selection box and press Enter, then F10. This option can be used in Sales Order, Shipping, and Order Control.
Option 2: If the shipped quantity assigned to lots is less than the open ordered quantity command options will appear:
- Change – Select Change to return to the lot selection window and re-assign the lots for the sales order line or change the unspecified location
- Short Ship XX Unit ID – Select Short Ship XX Unit ID to leave the open balance as short shipped. The Select A Reason (Item Name) window will appear. Select the short ship reason for the list of defined short ship reasons
- Ship XX Unit ID Unspecified – Select Ship XX Unit ID Unspecified to assign the open balance as shipped unspecified against the same location as the lot or open purchase selected. A new sales order line will be created for the unspecified quantity if the sales order line is assigned to a lot and or open purchase order and unspecified.To change the unspecified location select Change and manually assign the unspecified location.
- Ship XX Unit ID Unspecified – Select the Ship XX Unit ID Unspecified option and the open balance will be assigned to the same location as the shipped quantity if the location is a shipped unspecified location.
Select the Ship XX Unit ID Unspecified option and the open balance will be assigned to the same location as the shipped quantity if the location is a shipped unspecified location.
Option 3: The quantity assigned to an open purchase order that has not been received can be shipped unspecified by selecting yes to the “Ship XX Unit ID Unspecified – item name “ command option if the quantity assigned to the open purchase order is not changed in Shipping.
Assigning lots to unspecified shipments
If the sales order status is shipped or ready:
Option 1: Shipping
Select weight to assign the actual quantity and lots shipped for all sales order line or select change to change the actual quantity and lots shipped for a single sale order line item. Select Update when the done
Option 2: Order Control
Select Change from the command line and the select the order line. Assign the lots to the sales order. Select Finish when done.
If the sales order status is invoiced:
The unspecified lots must be assigned to the sales order in Order Control if the sales order status is invoiced. See the Option 2 instructions above. The quantity assigned to lots must equal the total shipped unspecified.
Commit sales order to open purchase orders
If the Commit PO from Sales Order option is set to Y (Y=yes) for a location, open purchases orders for the item that have been assigned to the location can be assigned to the sales order. The quantity assigned to the sales order will make a commitment against the open purchase order. When the purchase order is received in Receiving Purchase Orders, the lot number will automatically be assigned to the sales order. If the open purchase order is not received the quantity ordered can be shipped unspecified. When the purchase order is received the lots will be assigned to the item and the sales order line can be updated as shipped, made ready for invoicing in Order Control or Shipping if the sales order is shipped or ready. It can be updated in Order Control if the sales order status is invoiced. Even though the lots where assigned to the unspecified shipment when the purchase order was received the status of the sales order must still be manually updated. See Assigning lots to unspecified shipments (above) for more information.
If you have selected an item that is unlotted, no lots will assigned to the item. The F10 option in the ordered quantity column will display a list the current on-hand balance for the item, the available balance for the item and a detailed list of transactions for the item based on the Inventory Availability settings in Sales Options. If you select F10 the following information appears:
- On Hand – The current on-hand balance for the item.
- Total Available – The available balance for the item based on the inventory available settings for unlotted items
- Transactions – Lists the customer ID and sales order number for all unshipped sales orders, the vendor ID, and purchase order number on all open purchase orders, the planned transfer reference number, and the work order reference number
- Date – The ship, received, or expected completed date of the transaction.
- Quantity – The current on-hand balance and available balance for the item and the quantity on each transaction.
- Unit – The stocking unit of measure.