The three allocation function are "companions" in that they work together. The allocation functions are:
Allocation by Rep
Allocation by Account
Allocation to a Corporate Group
The account level allocation is the 'dominant' one. An Allocation will always have a sales rep assigned to it. Optionally, an Allocation can be linked to an Account or Corporate Group.
You can create an allocation from the Products tab or the Accounts tab.
To create an allocation from the Products tab:
Navigate to the Products tab
Select the product
Scroll down to the Allocations section
In the top right-hand corner of the Allocations sections, click the red new Allocation link
Select Allocation Type
Account-Based: Applies to only a single Account & Product
Sales Rep: No Account, applies to Sales Rep & Product
Corporate Group: Applies to single Product and Accounts included in the Corporate Group
Live or Presale: Select option
Fill in the quantity, expiration date, warehouse, and any notes
Hide From Marketplace (required field) - Yes or No would need to be selected
Send email notification to admins? - this box is checked by default
Send email notification to the selected sales rep? - optional
Select Submit Allocation.
Repeat for each product you want to allocate
Once you create the allocation, if you go back to the Product screen in the inventory section, you will see that On Hand has decreased and On Hold has increased, making Available go down. The On Hold value reflects the outstanding allocations in the system.
To create an allocation from the Accounts tab:
Creating the allocation from the Account pre-selects the Allocation type as Account-Based and pre-populates the Account name.
Navigate to the Accounts tab
Click on the account you wish to request an allocation for
Scroll down to the Allocations section
In the top right-hand corner of the Allocations sections, click the red new Allocation link
Live or Presale: Select option
Select in the product, quantity, expiration date, warehouse, and any notes
Same as above, Hide From Marketplace (required field) - Yes or No would need to be selected
Send email notification to admins? - this box is checked by default - The assigned rep is automatically notified when an account-based allocation is created
Click the blue Submit Allocation button
NOTE: Admins Only: When an admin enters an Allocation, the admin can alert others from that allocation screen by checking the box(es) next to the options below:
"Send email notification to Admins?"
Batch import Allocations from the Accounts tab (Admin Only):
Navigate to the Accounts tab
In the Allocations section, click View
Click the Import link
Download the Excel template
Refer to the Import screen for requirements and formatting
Fill in the information
For Sales Rep allocations (e.g., no Account), put the special value 'sales-rep' in the cell.)
The warehouse code is the code assigned to the warehouse
Import back into Vinosmith
Corporate Group Allocations:
When viewing a corporate group allocation, the sales rep will be disregarded, and any user who has access to the account in an account-based allocation or to an account inside the group of a corporate group allocation can see the actions button. Also, the sales rep will not show on the allocations table for account and corporate group allocation.