Chapter 2: Reviewing Other Reservation Conditions

Chapter 2: Reviewing Other Reservation Conditions

Purpose: The Reservation function reserves stock for customer orders; however, some orders may include items that require special handling, drop ships, or coordinate groups. Additionally, some orders have items that belong to sets, variable sets, or continuity programs. These special conditions may cause the system to process reservations and generate pick slips differently than it would for regular items.

In this chapter:

• Reserving Coordinate Group Items

• Assigning Coordinate Groups To Ship Complete Orders

• Assigning Coordinate Groups To Set Items

• Reserving Drop Ship Items

• Reserving Special Handling Items

• Reserving Inventory for Continuity Orders

• Reserving Inventory for Finished Good Orders

• Reserving Inventory for Set Orders

• Reserving Inventory for Variable Set Orders

Reserving Coordinate Group Items

Overview: Coordinate grouping ensures that items on an order ship together. Items with the same coordinate group number will not allocate unless inventory is available for all of the items. Items are coordinate grouped in Order Entry and Order Maintenance.

Coordinate group 999: This number is reserved for the accessory coordinate group. Coordinate group 999:

• Does not coordinate group items that are assigned to coordinate group number 999 on the same order together. Example: If an order contains an in stock item assigned to coordinate group 999, an out of stock item assigned to coordinate group 999, and another in stock item that is not assigned to a coordinate group, the system will print a pick slip for the two items that are in stock instead of holding the item assigned to coordinate group 999 until the other item assigned to coordinate group 999 is available.

• Prints a pick slip for items assigned to coordinate group 999 only if there are other shippable items on the order. However, if the items assigned to coordinate group 999 are the only items on the order remaining to ship, the system will print a pick slip for the items. Example: If an order contains an in stock item assigned to coordinate group 999, another in stock item assigned to coordinate group 999, and an out of stock item that is not assigned to a coordinate group, the system will not print a pick slip for the in stock items until the out of stock item is available.

Reserving stock: In a FIFO environment, coordinate groups are not considered during reservation. The system reserves a line if it is eligible for reservation, regardless of whether other lines in the same coordinate group can be reserved.

If the Reservation program cannot reserve stock for all items linked by a common coordinate group, it will reserve stock for the available items and leave the other items on backorder. The remaining items will be reserved in the same manner as all other backorders.

In a Non-FIFO environment, coordinate groups are considered during reservation. If a line cannot be reserved, no other lines in the same coordinate group will be reserved.

Process substitute items: In Processing Item Substitutions (PSUB), you can select items for substitution based on whether a coordinate group number, or a particular coordinate group number, is defined for the item to cancel. However, the system does not assign the coordinate group number that was defined for the cancelled item to the new order line created for the substitute item.

Printing pick slips: No special information pertaining to coordinate grouping appears on the pick slip.

During pick slip printing, a line will print only if all lines contained within that coordinate group can be printed. All lines within a coordinate group may not print on a single pick slip; however, the system will ensure that they print in the same pick slip run.

For example, if Line 1 and 2 are assigned to Coordinate Group 01 and Line 1 can be reserved, but Line 2 cannot, Line 1 will remain reserved; however, Line 1 will not print on a pick slip until Line 2 can also be printed.

Important: The same ship via must be assigned to items that belong to the same coordinate group.

Assigning Coordinate Groups To Ship Complete Orders

During pick slip generation, the system assigns a coordinate group to items on a ship complete order (the Ship complete flag on the Order Properties screen is set to Y), based upon each item's arrival date if the Generate Coordinate Groups at Pick Gen for Ship Complete Orders (E10) system control value is set to Y. The system overrides any coordinate groups you assigned to items before you generated pick slips and assigns a new coordinate group based upon arrival date; each item with the same arrival date receives the same coordinate group code. The following items are excluded from the coordinate group routine:

• ship alone items

• continuity items

• drop ship items

• subscription items

Example: Examples of how the system assigns coordinate groups to an order's items during pick slip generation are described below. For all the examples listed below:

• today's date is 11/01/96

• there are 10 reservation lead days

Items with different arrival dates: An order contains:

• 1 regular item in-stock with an arrival date of 11/01/96

• 1 regular item on backorder with an arrival date of 11/01/96

• 1 regular item in-stock with an arrival date of 11/10/96

• 1 regular item on backorder with an arrival date of 11/10/96

• 1 regular item with a future ship status and an arrival date of 11/30/96

Order Line

Item Type

Status

Arrival Date

System-assigned C/G #

Result

regular

in-stock

on backorder

11/01/96

Lines 1 and 2 ship when line 2 is in-stock.

regular

in-stock

on backorder

11/10/96

Lines 3 and 4 ship on 11/15/96 when line 4 is in-stock.

regular

future ship

11/30/96

Lines 5 and 6 ship together on 11/30/96.

The system uses the following calculation to determine whether to reserve an item with a future ship status:

Arrival date - Reservation lead days = Date

The system will not reserve an item with a future ship status if the date determined by this calculation is greater than today's date.

For example, today's date is 11/01/96 and the order's arrival date is 12/11/96. There are 10 reservation lead days.

12/11/96 - 10 = 12/01/96

The system will not reserve this order's items since the calculated date is greater than today's date.

See Order Entry Chapter 6: Working with Items on the Order.

The system assigns coordinate groups to this order's items during pick slip generation based on the following logic:

• line 1 is assigned coordinate group code # 1 because it is a regular item.

• line 2 is assigned coordinate group code # 1 because it is a regular item. Since lines 1 and 2 have the same arrival date, they are assigned the same coordinate group code. Since line 2 is on backorder, line 1 will not be able to ship until line 2 is in-stock.

• line 3 is assigned coordinate group code # 2 because it is a regular item with a different arrival date than lines 1 and 2.

• line 4 is assigned coordinate group code # 2 because it is a regular item. Since lines 3 and 4 have the same arrival date, they are assigned the same coordinate group code. Since line 4 is on backorder, line 3 will not be able to ship until line 4 is in-stock.

• line 5 is assigned coordinate group code # 3 because it is a regular item with a different arrival date than lines 1, 2, 3 and 4.

• line 6 is assigned coordinate group code # 3 because it is a regular item, with the same arrival date as line 5.

Coordinate group exception items: An order contains:

• 1 regular item on backorder with an arrival date of 11/01/96

• 1 regular item in-stock with an arrival date of 11/30/96

• 1 drop ship item in-stock with an arrival date of 11/01/96

• 1 ship alone item in-stock with an arrival date of 11/30/96

• 1 subscription item in-stock with an arrival date of 11/01/96

Order Line	Item Type	Status	Arrival Date	System-assigned C/G #	Result
1	regular	on backorder	11/01/96	1	Line 1 ships by itself on 11/01/96.
2	regular	future ship	11/30/96	2	Line 2 ships by itself on 11/30/96.
3	drop ship	in-stock	11/01/96		Line 3 ships by itself on 11/01/96.
4	ship alone	in-stock	11/30/96		Line 4 ships by itself on 11/30/96.
5	subscription	in-stock	11/01/96		Line 5 ships by itself on 11/01/96.

The system assigns coordinate groups to this order's items during pick slip generation based on the following logic:

• line 1 is assigned coordinate group code # 1 because it is a regular item.

• line 2 is assigned coordinate group code # 2 because it is a regular item with a different arrival date than line 2.

• line 3 is not assigned a coordinate group code because it is a drop ship item. Drop ship items are always excluded from the coordinate group routine.

• line 4 is not assigned a coordinate group code because it is a ship alone item. Ship alone items are always excluded from the coordinate group routine. Lines 2 and 4 will not ship together, but they may arrive together since they both have the same arrival date.

• line 5 is not assigned a coordinate group code because it is a subscription item. Subscription items are always excluded from the coordinate group routine. Lines 1, 3 and 5 will not ship together, but they may arrive together since they all have the same arrival date.

Assigning Coordinate Groups To Set Items

The system looks to see whether items that are assigned the same coordinate group code are part of a set, defined as S in the Kit type field in the Item file, before determining if a pick ticket can be generated when the Use Coordinate Groups Within Sets Only (E11) system control value is set to Y.

Each item within a set is then checked for item availability. A set is treated separately from any other item or set that is assigned the same coordinate group code. For example, if an item that is on backorder shares the same coordinate group code as a set, the set item can ship without waiting for the item on backorder.

If the Use Coordinate Groups Within Sets Only (E11) system control value is set to N, the system will ship items on an order based on their assigned coordinate group code only. For example, if a set has the same coordinate group code as another item that is on backorder, the set must wait until the item on backorder is in-stock. See Reserving Inventory for Set Orders.

An example of how the system ships items that are assigned the same coordinate group code is described below. For this example, Use Coordinate Groups Within Sets Only (E11) is set to Y.

An order contains:

• 1 set with in-stock components and an arrival date of 11/01/96

• 1 set with a component on backorder and an arrival date of 11/01/96

• 1 set with in-stock components and an arrival date of 11/30/96

Order Line

Item Type

Status

Arrival Date

System-Assigned C/G #

Result

set # 1 master

set component

in-stock

11/01/96

A pick slip prints for this set and it ships by itself on 11/01/96.

set # 2 master

set component

in-stock

on backorder

in-stock

11/01/96

A pick slip will not print. Set 2 ships when the component on backorder is in-stock.

set # 3 master

set component

future ship

11/30/96

This set ships by itself on 11/30/96.

The system ships items that are assigned the same coordinate group code when Use Coordinate Groups within Sets Only system control value is set to Y, based on the following logic:

• set 1 is assigned coordinate group code # 1 because it is a set item that has 1 defined as its coordinate group code in the Set Detail file. A pick slip will print for this set since all of the component items are in-stock. Even though sets 1 and 2 are assigned the same coordinate group code, set 1 will ship by itself because Use Coordinate Groups Within Sets Only (E11) system control value is set to Y.

• set 2 is assigned coordinate group code # 1 because it is a set item that has 1 defined as its coordinate group code in the Set Detail file. A pick slip will not print for this set since one of the component items in this set is on backorder. Even though sets 1 and 2 are assigned the same coordinate group code, set 2 will ship by itself when it is in-stock because Use Coordinate Groups Within Sets Only (E11) system control value is set to Y.

• set 3 is assigned coordinate group code # 2 because it is a set item that has 2 defined as its coordinate group code in the Set Detail file. A pick slip will not print for this set since it has a future ship status that is greater than the allowed reservation lead days calculation. See Assigning Coordinate Groups To Ship Complete Orders.

Another example of how the system ships items that are assigned the same coordinate group code is described below. For this example, Use Coordinate Groups Within Sets Only (E11) system control value is set to N.

An order contains:

• 1 set with in-stock components and an arrival date of 11/01/96

• 1 set with a component on backorder and an arrival date of 11/01/96

• 1 set with in-stock components and an arrival date of 11/30/96

Order Line

Item Type

Status

Arrival Date

System-Assigned C/G #

Result

set # 1 master

set component

set # 2 master

set component

in-stock

on backorder

in-stock

11/01/96

Sets 1 and 2 are treated as regular items and not as sets. Lines 1, 2, 3, 4 and 6 will ship when line 5 is in-stock.

set # 3 master

set component

future ship

11/30/96

Lines 7, 8 and 9 ship on 11/30/96.

The system ships items that are assigned the same coordinate group code when Use Coordinate Groups Within Sets Only (E11) system control value is set to N, based on the following logic:

• lines 1, 2 and 3 are assigned coordinate group code # 1 because they make-up a set item that has 1 defined as its coordinate group code in the Set Detail file. A pick slip will not print for lines 1, 2 and 3 since line 5 is assigned the same coordinate group code, and is on backorder. Lines 1, 2 and 3 will ship when line 5 is in-stock because Use Coordinate Groups Within Sets Only (E11) control value is set to N.

• lines 4, 5 and 6 are assigned coordinate group code # 1 because they make-up a set item that has 1 defined as its coordinate group code in the Set Detail file. A pick slip will not print for lines 4, 5 and 6 since line 5 is on backorder. Lines 1, 2 3, 4 and 6 will ship when line 5 is in-stock because Use Coordinate Groups Within Sets Only (E11) system control value is set to N.

• lines 7, 8 and 9 are assigned coordinate group code # 2 because they make-up a set item that has 2 defined as its coordinate group code in the Set Detail file. A pick slip will not print for lines 7, 8 and 9 since they are in a future ship status that is greater than the allowed reservation lead days calculation. See Assigning Coordinate Groups To Ship Complete Orders.

Note: The Use Coordinate Groups Within Sets Only (E11) system control value works independently of the Generate Coordinate Groups at Pick Gen for Ship Complete Orders (E10) system control value. In order for the system to assign coordinate groups to an order's items based on arrival date only, Use Coordinate Groups Within Sets Only (E11) system control value should be set to N.

Reserving Drop Ship Items

Overview: A drop ship item is an item that you do not stock in inventory. When a customer places an order for a drop ship item, you order the item from your supplier (vendor). The vendor ships the item directly to your customer.

Reserving stock: To use the Drop Ship Reservation feature, you must indicate in the Vendor file whether you want to send drop ship picks, POs, and/or EDI transmissions, or process drop ship orders for this vendor using the CWCollaborate Interface. You can also ship items that are typically drop ship items from your own warehouse. For example, you may have returns that can be used to fulfill new orders; these items could be shipped from your warehouse rather than the vendor's warehouse.

When you take an order for a drop ship item, the system attempts to reserve stock from your warehouse, rather than from the vendor, as follows:

• If the entire quantity is available in the warehouse, it is reserved.

• If the entire quantity is not available in the warehouse, the system requires the order be sent from the vendor.

Printing drop ship pick slips: Drop ship items produce drop ship pick slips or drop ship purchase orders. If a drop ship item cannot be allocated from inventory, which is usually the case, the system produces a drop ship pick slip or purchase order.

The system performs the following procedures during drop ship processing:

1. An item is flagged as “Drop Ship” in the Item file or SKU file.

2. When you add the item to an order, it displays on neither reserved nor backordered. The “Drop Ship” flag appears on the order line detail.

3. When you generate pick slips or purchase orders, the system checks the Item/SKU file to determine the primary vendor assigned to the item/SKU ordered.

4. The system then checks the Vendor file to determine whether this vendor takes drop ship purchase orders, drop ship pick slips, or processes drop ship orders using the CWCollaborate interface. If the vendor takes drop ship pick slips, the system prints a separate pick slip.

Reserving Special Handling Items

Overview: Items that can be personalized or finished are considered special handling (S/H) items. Personalization might include monogramming, engraving, hemming, etc.

Reserving S/H items: The system reserves inventory for these items in the same way as for any other item. A separate processing step is not required to reserve stock for these orders. Stock is reserved immediately or by the Evaluate All Backorders Program. See Chapter 1: Reviewing Reservation Types.

As inventory is reserved for these orders, the reservation program increments the S/H Reserve field in the Item/Warehouse file.

Printing pick slips: Pick slips for special handling items are printed similarly to regular pick slips; however, they may be printed separately to control their flow through the warehouse.

An option at the second Pick Slip Generation screen controls whether special handling items take separate picks slips from non-special handling items.

Special handling instructions entered during Order Entry will print on the pick slip if the pick slip printing program you are using permits it. This is true whether the line prints on an individual pick slip or is on a pick slip with other items.

Any special handling order is available to be printed as soon as the order is accepted, if you are using Immediate Reservation. If you are using Batch Reservation, these orders print at the end of the Batch Reservation Program.

Reserving Inventory for Continuity Orders

Overview: Continuity orders are orders that ship over a period of time at predetermined intervals. A continuity item is defined as C in the Kit type field in the Item file.

Reserving stock: The system reserves each order detail line. The Reservation lead days field in the System Control file controls when to begin reserving stock for these orders, based on the Arrival date. Some continuity orders may ship monthly; therefore, you would not want to reserve stock months in advance.

Printing pick slips: Pick slips list the continuity item that is currently being shipped. Any continuity order is available to be printed as soon as the order is accepted, if you are using Immediate Reservation. If you are using Batch Reservation, these orders print at the end of the Batch Reservation Program.

Working with continuity items: At the Work with Continuity Item Screen (Defining Components), you can define the following information that relates to reserving and printing pick slips for continuity items, as follows:

• Charge type - This code represents how the customer is charged. Options are: 1) first shipment only, or 2) each shipment. If you select 1, the price will show when the first item ships; otherwise, each order detail line has a price associated with it.

• Interval type - This code represents the interval or time between deliveries. Options are Day or Month.

• Continuity interval number - This number determines when the item should ship. The first shipment is interval 1, the second shipment is interval 2, etc. See the table for additional information.

• Continuity coordinate group number - Assign this number to items in the continuity program to make sure they ship together. Items with the same coordinate group number should also have the same interval.

Interval type

System calculation

Sample arrival dates

D = days

(Int # - 1) x # of days = Future arrival date

An item to arrive every 5 days for a month.

Interval 1 (order ships now)

Interval 2 (order ships 5 days in the future)

Interval 3 (order ships 10 days in the future)

Interval 4 (order ships 15 days in the future), etc.

M = months

(Int # - 1) x # of months = Future arrival date

An item to arrive once a month for a year.

Interval 1 (order ships now)

Interval 2 (order ships 1 month in the future)

Interval 3 (order ships 2 months in the future)

Interval 4 (order ships 3 months in the future), etc.

Reserving Inventory for Finished Good Orders

Overview: Finished good orders are orders that require assembly prior to picking and packing. A finished good, defined as F in the Kit type field in the Item file, is comprised of one or more component items that you may also sell individually.

You must perform an M (Make) inventory transaction to record assembly of the finished good out of its component items. Until you perform this transaction, the finished good will not be available for reservation. See Warehousing Finished Good Work Order Processing (WWOR).

Reserving stock: Finished goods are reserved at the finished good level, not at the component level.

Orders where the inventory is not reserved immediately will have stock reserved using the Evaluate All Backorders Program. See Chapter 1: Reviewing Reservation Types.

Printing pick slips: Typically, the system looks at the lead days for the shipper and your internal lead time to determine when the pick should print. The pick slip lists only the finished good; component information does not appear.

Any finished good order is available to print as soon as the order is accepted, if you are using Immediate Reservation. If you are using Batch Reservation, these orders print at the end of the Batch Reservation Program.

See Merchandising Chapter 49: Entering Finished Goods Information (WFGD) for more information on working with finished goods.

Reserving Inventory for Set Orders

Overview: A set item, identified by an S in the Kit type field in the Item file, is composed of two or more items that you sell together as a unit. The items that make up a set are often referred to as components. You can also sell these components individually.

Reserving stock: Sets are reserved at the component level only. Orders where the inventory is not reserved immediately will have stock reserved using the Evaluate All Backorders Program. See Chapter 1: Reviewing Reservation Types.

Soldouts:

• Component items(s): If any of the component items on a set are sold out based on the assigned soldout control code and the current inventory situation, the main set item and each of the component items are added to the order in a soldout status (S). For example, if the set includes five items, and one of the items is assigned a soldout control code indicating to sell the item out immediately, the main set item and all of the component items will be added to the order in a soldout status.

• Main set item: Similarly, if the main set item itself is assigned any soldout control code, the main set item and each of the component items are added to the order in a soldout status (S).

See Working with Soldout Controls (WSLD) for a discussion on how soldout controls indicate when an item is sold out.

Printing pick slips: Typically, the system looks at the reservation lead days for the shipper and your internal lead time to determine when the pick should print.

The pick slip shows the components of the set, but not the price of each component. The price of the set displays on the pick slip next to the set item only.

Any set order is available to be printed as soon as the order is accepted, if you are using Immediate Reservation. If you are using Batch Reservation, these orders are printed at the end of the Batch Reservation Program.

For more information:

• Assigning Coordinate Groups To Set Items

• Merchandising Chapter 46: Entering Set Information (WSET): working with sets

Reserving Inventory for Variable Set Orders

Overview: Variable sets, defined as V in the Kit type field in the Item file, are items that allow customers to choose from a list of component items to make up the set they want to purchase.

Reserving stock: Variable sets are reserved at the component level. Orders where inventory is not reserved immediately will have stock reserved using the Evaluate All Backorders Program. See Chapter 1: Reviewing Reservation Types.

Printing pick slips: The pick slip lists an order detail line for each component item and does not refer to the variable set at all. Prices are shown for each component.

Typically, the system looks at the lead days for the shipper and your internal lead time to determine when the pick should print.

Any variable set order is available to be printed as soon as the order is accepted, if you are using Immediate Reservation. If you are using Batch Reservation, these orders are printed at the end of the Batch Reservation Program.

See Merchandising Chapter 47: Entering Variable Set Information (WVST) for more information on working with variable sets.

Chapter 1: Reviewing Reservation Types

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Chapter 3: Working with Interactive Reservation (MIRV)

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