Create an allocation (BOM)

You can use New Allocation to create an allocation of stock for BOMs. This process reserves the stocks of components required for specific quantities of BOMs.

Note: You cannot allocate a BOM that is on hold.

The Allocate window is split into two main parts:

This is the top part of the window. This is where you add the BOMs that you want to create allocations for.

BOMs are allocated in the order in which they are listed. You can move items up the list so that they are considered first in the process.

You can choose various options during the allocation process. You can:

  • Report shortages for components that allow negative stock.
  • Report shortages for sub-assemblies that allow negative stock.
  • Specify the approach to building sub-assemblies.
  • Decide when to stop processing if shortages are found.

If your stock system is set to use warehouses, you can specify the component warehouses to use during allocation, by clicking Warehouses and selecting the warehouses from the list.

This is the bottom part of the window. It is blank until you click Process. This will check whether there are sufficient components to allocate stock for the BOMs.

The column Can be built? in the Bill of Materials to Allocate list displays a Not Processed message until you click Process. Afterwards, it will display one of the following messages, depending on the options you use to run the process:

  • Yes. The BOM can be built.
  • No. There are shortages and the BOM cannot be built.
  • Yes but must also build sub-assemblies. The BOM can be built but sub-assemblies must be built too. You need to select Ignore free stock for the Sub-Assemblies option in order to ensure that sub-assemblies are built.
  • Not Processed. The BOM has not been processed because you selected to stop processing when shortages were found. To ensure that all BOMs are processed, you must select Continue for the When shortages are found option.

Note: If you make changes to the component list (e.g. adding or deleting components), the Can be built? value is not updated.

The Properties column gives you additional information about any constraints on the stock item.

For example, whether the stock item is serial numbered or is a miscellaneous item.

The components display remains in the bottom part of the window even when you change BOMs or the order of BOMs in the Bill of Materials to Allocate list. However, a message appears just above the results in this case:

** Results are out of date **

If you click Process again, the components area is updated with the new results.

If you add components, or substitute components with alternatives, a message appears in the Components area:

** Modifications made **

After checking that you have sufficient component stock and making adjustments to the components, you can:

Save the allocation that has been made automatically, by clicking OK.

Sage 200 allocates automatically by selecting warehouses and stock in the following sequence:

  1. The warehouse with the most amount of stock is selected.
  2. In the warehouse, the items are selected, using the stock item fulfilment method set up in Stock Control settings SOP fulfilment methods tab.

Save the allocation and confirm locations and traceable items by clicking OK and Confirm.

Note: Once you click OK and Confirm, the allocations will be saved, even if you do not make any changes using the Confirm Items window.

Note: You can only create an allocation for an active BOM.

To create an allocation

Open: Bill of Materials > Processing > New Allocation.

    Alternatively, select New Allocation in the Bill of Materials > Allocations list.

    A unique, system-generated Allocation No is displayed. When you build from an allocation, you select by Allocation No. This number is made up from:

    user number : date (ddmmyyyy) : time (hhmmss)

  1. Enter the Allocation Details.
    • The allocation Date defaults to today's date. Change the date if required.
    • Enter a Reference for the allocation if required. This may help you to identify the allocation when you build from the allocation.

  2. Add the Bill of Materials to Allocate.

    You can do this in the following ways:

      • Click Add.
      • Select the Stock Code from the drop-down list.
      • Click Add Group.

        • The Select Bill of Materials Group window appears.

        • Select the Group from the drop-down list.
        • Click OK.
      • Click Select Multiple.

        • The Select Multiple Bill of Materials window appears.

        • Select the BOMs.
        • Click OK.
    • To delete a BOM from the list, select the Stock Code and click Delete.

    • To change the order of items in the list, select the Stock Code and click either the up or down arrows.

    • If your stock system is set to use warehouses, specify the component warehouses by clicking Warehouses and selecting the warehouses from the list.

    • Change the default allocation options, if required, by clicking Options and selecting the options from the drop-down list.

      The values for these come from the Allocation tab in BOM Settings. Any changes you make here apply in this allocation only.

    Note: To ensure end to end traceability searching, using the Traceability Enquiry window, we recommend you add only one individual BOM.

  3. Set up the values for each stock item.
    1. If version control is in use and more than one version exists, select the Version.

    2. Enter the Quantity to manufacture. This defaults to the Default build quantity value set in the Bill of Material Settings General tab.

      Note: If you enter a quantity which does not match the unit of measure The quantity in which a stock item is measured for purchase, sale or storage., the quantity is automatically adjusted to the nearest appropriate value.

  4. Run the allocations reservation process by clicking Process.

    The results are calculated and displayed in the following ways:

    • The Can be built? column displays Yes or No to indicate whether the BOMs can be built. Not Processed may be displayed if you did not select the Continue option if shortages were found.

    • The Components list displays the shortages of the components required to build the BOMs that display No in the Can be built? column.

      Quantities have been converted to stock units.

      Note: The Quantity Required value will include the scrap percentage if you have selected to calculate scrap in Allocations on the BOM Settings Scrap tab.

      Sub-assemblies are highlighted in colour (blue by default).

      Shortages are highlighted in colour (red by default).

      If the item allows negative stock levels and the options Report Shortages for Components or Report Shortages for Sub-Assemblies have not been selected, then N/A is displayed in the Shortage column for components or sub-assemblies.

      If the item is a miscellaneous stock item or a single batch item, N/A is displayed in the Shortage column.

  5. Whether you can do the following, depends on whether you have the required settings selected in the Allocation tab of BOM Settings.

    • Add components.
    • Amend component quantities.
    • Delete components.
    • Substitute alternative components.

    Note: If you make changes to the component list, the Can be built? value is not updated.

  6. Select Print Picking List if you want to print a picking list automatically after saving the allocation, or clear the check box if you do not want to do this.

    This check box is selected by default, if you selected Print Picking List after creation of Allocation in the BOM Settings Allocation tab.

    Note: The picking list will be consolidated or not, depending on your selection for Print Consolidated Picking List in the BOM Settings Allocation tab.

  7. Save the allocation details and reserve the stock for the BOMs.

    • If you are using batch or serial numbers for traceability or you want to amend the location of the allocation, click OK and Confirm.

      Note: The allocations that you created are saved as soon as you click OK and Confirm. You only have a choice to change what has been saved.

      You can:

      • Amend the selected bins and the quantities allocated from the bins.
      • If you are using batch or serial numbers for traceability, you can change the automatically selected numbered items for allocation.

      The Confirm Items window appears and you can make the changes you want.

    • If you do not want to amend the allocation before saving it, click OK.
See also

Steps in this task

Adding components while allocating or building BOMs

Editing component quantities

Deleting components

Substituting components

Confirming items (BOM)

Overview

Allocation (BOM)

Reference

SOP fulfilment methods (stock settings)

Allocation (BOM settings)

Traceability enquiry (Manufacturing only)

General (BOM settings)

Scrap (BOM settings)

Introducing version control