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Let me try to explain as succinctly as possible here. We are a manufacturing company, but we do not use the manufacturing module. We make various products in 40 lb bags. I recently enabled lot number tracking and it's causing some headaches.
We have 410 lb of product A in inventory, lot number 1. We get an order in for 520 lb and create the sales order, overriding the shortage but allocating 400 lb of lot number 1.
Production looks at the spreadsheet we pull out of the sales module to see open orders, sees that we need more product to fill the order. They will produce product A lot number 2, and they will use that extra 10 lb of lot number 1 as part of the production.
I go to inventory transaction entry, enter how much of product A lot number 2 was produced, and start to enter the raw materials used. It tells me product A has -90 available, however, on the lot number entry screen, it does show 10 lb of lot number 1 as still available, but it won't allow me to enter it.
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Currently this means I am having to go to the open order(s) for product A and reduce the amounts below the amount on hand, then post the production, then go back and restore the order to the correct amount, with both lot numbers allocated appropriately.
What is the proper way to do this that doesn't tie the inventory in knots? Should we be doing something else instead of overriding the shortage? Any help would be appreciated. Our office manager is a very, VERY nice lady but she is ready to murder me.
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No need to force anything. You can always modify the picking ticket with Report Writer to include the quantity ordered. You will need to then grant security to the modified report so it prints with the changes.
This is great info, thank you! So, I went into our test company and entered an order that fits the situation. My only back order options are "all" and "balance." If I choose balance, all 410 lb gets allocated, so I chose to back order all. I was then able to enter production, including the 10 lb, without issue. So that part seems to be addressed by choosing back order instead of override.
I still have an issue, and I apologize because it's probably due to the idiosyncrasies of a tiny company (~21, most departments are just one person). After I've created this order with the backordered item, we print a copy for the customer service lady, and it shows everything. We print a picking ticket for the warehouse man. It used to show everything because we would override a shortage. He gets it together as soon as it's ready. With the item backordered, it doesn't appear on the picking ticket. Is there a way to force all items to appear? Or to print a second copy of the order, but without pricing (we don't want it floating around the plant for just anyone to see)?
Thank you so much!
You should definitely move away from overriding shortage. Basically, what you are telling GP is "despite not having product, I want to go ahead and allocate and sell what I don't have". This is a very bad approach when dealing with lots.
There are couple things you can do:
1. You can allocate by line item and change your quantity shortage option to Back Order Balance - you don't need to transfer anything to a back order document. Once you enter your new production under Inventory Transactions Entry, you can run the order allocation process once more to clear the back ordered quantities.
2. I don't know if you have a separate fulfillment team, but you could just allocate the orders by line item, back order balance, then let the fulfillment team deal with picking and entering the quantities fulfilled based on the order. This will give them a chance to decide from what lots to pick items and enter exactly what they picked. You will still need to enter the inventory transactions to load up your product quantities and lots.
Also, another thing I don't like with overriding shortage is the headache it creates trying to reconcile COGS.
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