Quantity shortage options in Sales Order Processing – Microsoft Dynamics GP

Depending on how Sales Order Processing was configured, you may be able to enter a quantity greater than the quantity that’s available in inventory. Item quantities are checked when an item is allocated. If there is a quantity shortage, the Sales Quantity Shortage Options window will open and you can select how to treat the quantity shortage. You can select from the following options.

Sell Balance   The quantity available in inventory for the site will be allocated to the document. For example, if you entered 5 for the quantity ordered on a sales order but have 3 available in inventory, the quantity ordered and the quantity invoiced for the item is set to 3. The quantity available in inventory for the item will be zero.

Override Shortage   The shortage will be ignored and the entire quantity will be sold. The quantity available in inventory will be negative. This option isn’t available if you are selling discontinued items.

Note: You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your inventory will be overstated when the quantity is replenished.

Back Order All   The entire quantity will appear in the Quantity to Back Order field. To create the back order document, you must transfer the document to a back order.

Depending on how Purchase Order Processing is set up, you may be able to link back-ordered quantities on sales documents to existing purchase order line items with uncommitted quantities.

For more information about setting up Purchase Order Processing, see the Purchase Order Processing documentation.

Back Order Balance   The quantity shortage will appear in the Quantity to Back Order field and the quantity you have available will be sold. To create the back order document, you must transfer the document to a back order.

Note: The Back Order All and Back Order Balance options won’t be available for the item if the item isn’t marked to allow back orders. To mark this option, choose Cards >> Inventory >> Items >> Options.

Depending on how Purchase Order Processing is set up, you may be able to link back-ordered quantities on sales documents to existing purchase order line items with uncommitted quantities.

Cancel All   The entire quantity for the item will be canceled.

Cancel Balance   The quantity shortage amount will be canceled and the quantity you have available at the site will be sold. For example, if you entered 5 for the quantity ordered for an item but have 3 available in inventory, the quantity ordered remains at 5, the quantity invoiced is set to 3, the quantity canceled is set to 2.

Distribute   When you select Distribute and close the Sales Quantity Shortage Options window, the Sales Item Quantity Distribution Entry window opens. In this window, you can substitute items and sell items from another site. For more information, see Selling an item from another site in Sales Order Processing or Substituting an item in Sales Order Processing.

If you’re using extended pricing and you choose to distribute the shortage, and if a promotion exists for the item and quantity you entered, the Promotion Alert window will open, where you can accept or reject the promotion. If the promotion is for a free item, the Promotion Alert window will not open.

The Distribute option appears in the Sales Quantity Shortage Options window only if one of the following conditions is true.

  • The item is not a kit or a kit component.
  • The quantity previously back ordered equals zero.
  • The quantity previously invoiced equals zero.
  • You opened the Sales Quantity Shortage Options window from the Sales Transaction Entry window or the Sales Item Detail Entry window, or you pressed TAB on a line with an item that needed to be allocated.
  • You didn’t open the Sales Quantity Shortage Options window from the Sales Allocation-Fulfillment Options window.

Hope this helps!!!

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