Review order allocations after a purchase receipt

Use receipt-triggered allocation when incoming stock may help fulfill a linked customer order or a pending production job. Posting the receipt prompts Versa to recheck eligible demand against stock available at the relevant facility. The resulting allocation is not tied to the exact units just received. The goods still need to be inspected, put away or handed to the next team, and picked or issued before the order or job is complete.

Choose the appropriate policy

In Settings → Setup → Feature Settings → PO/RMA/Transfer Receipts, an administrator can enable Allocate Quantity To Sales Order When Linked Purchase Order Is Received for purchase orders linked to sales orders. Auto Allocate Received PO Quantity To Pending Work Order is a separate option for pending work-order material demand. These settings do not create the original sales-order-to-purchase-order relationship or reserve the particular units on the receipt.

When both options are on, linked sales-order allocations are rechecked as receipt lines are posted. Pending work orders are then considered for available stock at the received facility, in scheduled or actual start-date order. The automatic sequence may differ from the team's preferred customer or production priority, so agree on who will review the allocations immediately after receiving.

Receive and check the allocation

1. Before the delivery, confirm the purchase order, its destination facility, and any linked sales order or pending work orders. Tell receiving whether the stock must be held for a particular customer or production job.
2. When goods arrive, compare them with the supplier paperwork. Count and inspect the accepted quantity, separate damage or shortages, and record what was actually received on the purchase order receipt.
3. Post the receipt only after the recorded quantity and facility match the physical delivery. Versa then rechecks eligible linked sales orders and pending work orders against available stock at their applicable facilities. Existing stock may contribute to the resulting allocation.
4. Open each linked sales order and affected work order to compare allocated quantity with remaining demand. A partial delivery may leave an unfilled balance, while previously available stock may allow more allocation than the receipt quantity alone. Have sales or production resolve a priority mismatch before promising a date.
5. Hand the accepted stock and its location to the warehouse or production team. Follow the normal pick, issue, and shipment or build steps. Allocation is a reservation in the record, not evidence that the item has moved or been consumed.

Check the result

The receipt shows the accepted amount, and the waiting order or job shows its resulting allocation. Those quantities need not match. If the expected allocation is absent, first check that the receipt was posted at the correct facility, that the sales order was linked to the purchase order where relevant, and that eligible demand and available stock remain. Review any shortage or unexpected allocation with the team rather than treating the setting as a guarantee that every incoming unit has a destination.

Related articles

• Allocating inventory
• Purchase Order to Stocked Inventory