Working with Soldout Controls (WSLD)

Soldout control codes define which calculation the system uses to determine when to sell out an item. You can assign a soldout control code for an item in the S/O control field on the second item screen in item maintenance, or on the SKU screen if the item has SKUs. If you do not assign a soldout control code for an item or SKU, it will never sell out automatically in order entry/maintenance.

Item availability download for the web storefront: See E-Commerce Item Availability Processing for an overview of how items with soldout control codes are identified in the item availability download.

Order Broker? If you use the Order Broker to fulfill backordered items, then unavailable items that are otherwise eligible for brokering are submitted to the Order Broker rather than selling out. See the Order Broker Integration for a general overview, and see Brokering Items with Soldout Control Codes for details.

In this topic:

• Soldout Calculation

• Soldout Calculation for Eligible Warehouses

• What Happens when you Sell Out an Item in Order Entry?

• Process Auto Soldouts

• Disregarding Soldout Controls for Non-Allocatable Warehouses

• Projected Returns

• Work with Soldout Control Screen

• Create Soldout Control Screen

• Change Soldout Control Screen

• Display Soldout Control Screen

Soldout Calculation

The Status field for the soldout control code defines the calculation the system uses to determine when to sell out the item if it is not eligible for fulfillment through the Order Broker Integration.

1 = Sell out immediately, regardless of available on-hand stock. You could use this status code if you have open orders for an item that you now determine is sold out if, for example, the inventory is damaged. Only items with this status are eligible for cancellation through Processing Auto Soldout Cancellations (MASO).

2 = Sell out when the available quantity is less than or equal to zero, including the on-order quantity and projected returns in the soldout calculation: (On-order + on-hand + projected returns) - reserved < 0

The system includes projected returns if you specify a quantity in the Projected return field for an item or SKU; see Projected Returns.

The system includes the on-order quantity for pending putaway detail records that are associated with a pending putaway warehouse whose “final destination” warehouse is allocatable in this calculation; see Pending Putaway Overview.

3 = Sell out when the available quantity is less than or equal to zero, excluding the on-order quantity and projected returns in the soldout calculation: On-hand - reserved < 0

Soldout Calculation for Eligible Warehouses

When the system sells out an item with a soldout control status of 2 or 3, the system limits the soldout calculation to the eligible warehouses instead of all allocatable warehouses.

• If you define a warehouse override for the order or order line, the system limits the soldout calculation to that warehouse.

• If a warehouse list is associated with the SCF for the order ship to, the system limits the soldout calculation to the warehouses for the selected warehouse list. In addition:

• If the Evaluate Warehouses in Warehouse List Only (J47) system control value is set to N, the system includes the item’s primary warehouse.

• If the Evaluate Warehouses in Warehouse List Only (J47) system control value is set to Y, the system does not include the item’s primary warehouse.

• If a warehouse override has not been defined, or the SCF for the order ship to is not associated with a warehouse list, the soldout calculation includes all allocatable warehouses.

Note: When the system sells out an item with a soldout control status of 1, the soldout calculation includes all allocatable warehouses.

Example 1: Item SO10 is in the following warehouses.

Warehouse	Open PO Qty	PO #	On Hand	Reserved	Available
206	20	112	10	5	5
207	0	201	20	20	-5

You add item SO10 to an order for 10 units. A warehouse override has been defined for the order for warehouse 207. The soldout code assigned to item SO10 is 02, which means the system uses this calculation to determine when to sell out the item: (On-order + on-hand + projected returns) - reserved < 0

Because a warehouse override has been defined, the system only includes warehouse 207 in the soldout calculation: (0 + 20 + 0) - 20 = 0. Because the quantity is not greater than 0, the system sells out the item.

If a warehouse override had not been defined, the system would have reserved the item because the soldout calculation would have included warehouses 206 and 207: (20 + 30 + 0) - 25 = 25.

Example 2: Item SO20 is in the following warehouses.

Warehouse	Open PO Qty	PO #	On Hand	Reserved	Available
206	20	112	10	5	5
207	0	201	20	20	-5
601	25	356	30	20	10
602	40	475	40	25	15

You add item SO20 to an order for 1 unit. The SCF for the order ship to on the order is associated with a warehouse list containing warehouses 601 and 602. The Evaluate Warehouses in Warehouse List Only (J47) system control value is set to Y, which means the system does not include the item’s primary warehouse (206) in the soldout calculation. The soldout code assigned to item SO10 is 03, which means the system uses this calculation to determine when to sell out the item: On-hand - reserved < 0

Because a warehouse list has been defined, the system only includes warehouse 601 and 602 in the soldout calculation: 70 - 45 = 25. Because the quantity is greater than 0, the system does not sell out the item.

Example 3: Item SO30 is in the following warehouses.

Warehouse	Open PO Qty	PO #	On Hand	Reserved	Available
206	20	112	10	5	5
207	0	201	20	20	-5
601	25	356	30	20	10
602	40	475	40	25	15

You add item SO30 to an order for 1 unit. A warehouse override is not defined and the SCF for the order ship to is not associated with a warehouse list. The soldout code assigned to item SO10 is 03, which means the system uses this calculation to determine when to sell out the item: On-hand - reserved < 0

Because a warehouse override and a warehouse list have not been defined, the system includes all allocatable warehouse in the soldout calculation: 100 - 70 = 30. Because the quantity is greater than 0, the system does not sell out the item.

What Happens when you Sell Out an Item in Order Entry?

When you enter an item in order entry and it sells out, the system:

• automatically closes the order line with a status of S.

• does not increase the order totals

• does not display an ordered quantity or extended price (although the unit price does appear)

The soldout units and dollars are updated in the Item file, Item/Offer file, Source Code file and order history files. If an accompanying item is associated with a soldout item, the accompanying item is still added to the order. Likewise, if a soldout item has promotional pricing incentives associated with it, the incentives are still offered to the customer during Order Entry.

If a partial quantity of the item is sold out on the order line, the appropriate quantities and prices display. For example, if the customer orders 10, 8 units reserve or go on backorder, and 2 units sell out, the totals for the order line reflect 8 units. The order line status is open.

See Order Entry Working with Items on the Order.

Set items: See Reserving Inventory for Set Orders for a discussion of how the system handles soldout control codes assigned to set items and their components.

Process Auto Soldouts

Use the Process Auto Soldouts menu option to cancel order lines for items that have become sold out using a soldout control status of 1 (sell out immediately) since the time you entered them.

When you process auto soldouts, you have the option of updating the soldout control code in the SKU file automatically for each backordered item. See Processing Auto Soldout Cancellations (MASO).

Note: You can define a soldout control code in the Default Soldout Control Code (D72) system control value. This code will default when you create items and SKUs, although you can override it.

Disregarding Soldout Controls for Non-Allocatable Warehouses

If the Disregard Soldout Controls for Non-Allocatable Warehouses (J27) system control value is set to Y, the system disregards soldout control rules for inventory reserved against a non-allocatable (retail) warehouse.

• When you enter an item in order entry, the system reserves the item against the non-allocatable warehouse, regardless of the soldout control code defined for the item. If the item cannot be reserved, the system backorders the item in the non-allocatable warehouse.

• When you process auto soldouts, the system bypasses any order detail lines that are associated with a non-allocatable warehouse.

You can reserve items against a non-allocatable (retail) warehouse if the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y.

Order Broker: Even if the item’s Locate elig (Locate eligible) field is set to Y, the item reserves against the non-allocatable (retail) warehouse if the order type is associated with that warehouse.

Projected Returns

If you expect to be able to fulfill a certain number of backorders for an item using returns from your customers, you can prevent that number of orders from selling out automatically. For example, if you currently did not have any of item AA100 on hand, but you project at least 10 units will be returned, you can put the next 10 units ordered on backorder instead of having them sell out; then, when you receive the returned units from the customers, you can fulfill these backorders.

How to set the projected return total: Use the Projected returns field to specify the number of units you expect to receive in customer returns toward the fulfillment of backorders. This field appears on the Create SKU 1 of 2 (With Overrides) Screen, the Create SKU 2 of 2 (With Overrides) Screen, or the Create Item (Base Information) Screen for non-SKU’ed items.

When a return is processed, the system automatically subtracts the number of units returned from the number you initially entered in the Projected returns field. The number is never less than 0, however. For example, if you initially enter a value of 10 in this field, and 11 units of this item are returned, the Projected returns field shows a value of 0 when the returns are processed. Updating this field does not affect any orders already entered.

Note: The system checks this field only if the item has a soldout control status of 2 (include on-order quantity). If the item has a soldout control status of 1 (sell out immediately) or 3 (exclude on-order quantity), the system does not retain any units from selling out based on projected returns. Also, the projected return quantity is not considered as part of item availability information included for the e-commerce interface; see What Item Availability Data is Included?

Projected return calculation: If you specify a number of units in the Projected returns field, this number is included in the total number of units that the system will backorder before selling out the item. When an item has a soldout control status of 2, this total includes:

• on-order quantity (on unreceived purchase orders)

• projected return quantity

For example, item AA100 has:

• {on-hand quantity 5}

• on-order quantity = 20

• projected return quantity = 10

• {total quantity to reserve = 5}

• total quantity to backorder =30

If you enter an order for 35 units or fewer, the item will be backordered and not sold out. However, if there were already a backordered quantity of 20, only orders for 15 units or fewer would be backordered and not sold out.

Include projected returns for item availability sent to web storefront? The Include Projected Returns in Available Quantity for Download (J62) system control value indicates whether to include the projected returns quantity when calculating the available quantity sent to the web storefront. See that system control value for more information.

Include projected returns in expected quantity in order entry? The Include Projected Returns in Available Quantity for OE (L68) system control value indicates whether to include the projected returns quantity in the expected quantity displayed on the SKU Scan Screen and Display Item Availability Screen (Reviewing Item Availability) in order entry. Also, if an open purchase order for the item does not exist, and this system control value is set to Y, the system calculates an Expected date for the item by adding the FTC -- # of Days for Items without Expected Ship Date (C71) to the current date.

Order Broker: The system does not consider the projected returns quantity when determining whether to assign the item to the Order Broker for fulfillment. See the Order Broker Integration for an overview, and Brokering Items with Soldout Control Codes for details.

Work with Soldout Control Screen

Purpose: Use this screen to create, change, delete, and display these codes.

How to display this screen: Enter WSLD in the Fast Path field at the top of a menu or select Work with Soldout Controls from a menu.

INR0297 DISPLAY Work With Soldout Control 10/26/93 13:55:15 CommercialWare Opt Code Description Sts Type options, press Enter. 2=Change 4=Delete 5=Display 1 SELL OUT IMMEDIATELY 1 2 DO NOT INCLUDE POS 3 3 INCLUDE POS 2 4 PROBLEM WITH ITEM 1 F3=Exit F6=Create F12=Cancel F21=Print list F24=Select company

Field	Description
Code	A code that represents the item soldout control. Alphanumeric, 2 positions; optional.
Description	The description of the soldout code. Alphanumeric, 30 positions; optional.
Sts (Status)	A number that represents the soldout status. Alphanumeric, 1 position; optional.

Screen Option	Procedure
Create a soldout control	Press F6 to advance to the Create Soldout Control Screen.
Change a soldout control	Enter 2 next to a soldout control to advance to the Change Soldout Control Screen.
Delete a soldout control	Enter 4 next to a soldout control to delete it. Delete soldout control records with caution. The soldout control code is assigned at the item level. When the control applies to a item on an order, the status of the item remains open if you delete the control code before notifying the customer. You may wish to generate a report identifying the orders that might be affected before deleting the code. See Processing Auto Soldout Cancellations (MASO). Note: You can delete this code even if it is assigned to an item. The next time you maintain the item you will receive a message indicating that the code assigned to the item is not found.
Display a soldout control	Enter 5 next to a soldout control to advance to the Display Soldout Control Screen.

Create Soldout Control Screen

Purpose: Use this screen to create soldout control codes.

How to display this screen: At the Work with Soldout Control Screen, press F6.

INR0300 ENTER Create Soldout Control 12/16/93 10:26:20 CommercialWare Code . . . . Description . Status . . . (1=Sell out immediately) (2=Include on order qty in sold out calculation) (3=Exclude on order qty in sold out calculation) F3=Exit F12=Cancel

Field	Description
Code	A code that defines the type of soldout handling that applies to an item. You enter this code in the S/O control field on the second item screen in item maintenance, or on the SKU screen if the item has SKUs. If you do not enter a soldout control code for an item or SKU, it will never sell out automatically in Order Entry or Order Maintenance. You can define a soldout control code for: • Items that must be sold out immediately, regardless of available quantity • Items whose available quantity is less than or equal to zero (not including open purchase orders) • Items whose available quantity is less than or equal to zero (including open purchase orders) See the Sts (Status) field. Alphanumeric, 2 positions. Create screen: required. Change screen: display-only.
Description	Text that describes the code. Alphanumeric, 30 positions; required.
Sts (Status)	A number that directs the system whether to close a soldout line item during Order Entry or Order Maintenance. Valid values are: 1 = Sell out immediately, regardless of available on-hand stock. You would use this status code if you have open orders for an item that you now determine is sold out. Only items with this status are eligible for cancellation through the Auto Soldout Cancellation program. 2 = Include on order quantity in the soldout calculation. An item is sold out when this condition is met: (On-order + on-hand) - reserved < 0 If you specify a quantity in the Projected return field for an item or SKU, this quantity is also included in the calculation above. See Projected Returns. The system includes the on-order quantity for pending putaway detail records that are associated with a pending putaway warehouse whose “final destination” warehouse is allocatable in this calculation; see Pending Putaway Overview. 3 = Exclude on order quantity in the soldout calculation. An item is sold out when the following condition is met: On-hand - reserved < 0 Order Broker: If you use the Order Broker Integration and the item is flagged as Locate eligible, soldout items are assigned to the Order Broker for fulfillment rather than selling out. See Brokering Items with Soldout Control Codes for details. Alphanumeric, 1 position; required.

Change Soldout Control Screen

To change: Press F6 a code at the Work with Soldout Control Screen to advance to the Change Soldout Control screen. At this screen you can change any information except the soldout control code. See Create Soldout Control Screen for field descriptions.

Display Soldout Control Screen

To display: Enter 5 next to a code at the Work with Soldout Control Screen to advance to the Display Soldout Control screen. You cannot change any information on this screen. See Create Soldout Control Screen for field descriptions.