Overview
This article covers three related reallocation workflows in Blackpurl:
Reallocating on order parts that were ordered for stock to satisfy a customer order special order requirement
Satisfying special order requirements when receiving parts from a vendor
Reallocating received parts to resolve oversold parts
Before You Start
Users must have the Reallocate On Order Parts permission enabled to use this functionality. Ask your system administrator to confirm this permission is active for your user group before proceeding.
Option 1: Reallocate On Order Stock to a Customer Order Special Order Requirement
Use this option when a part has already been ordered for stock on a Vendor Order (VO) and a customer now needs that same part as a special order. Instead of placing a new vendor order, you can reallocate the quantity already on order to fulfill the customer's requirement.
Scenario
The dealership has submitted a Vendor Order for Part# 48-2212 for stock. A customer, Kristelle Ramos, comes in wanting to purchase that same part. Rather than creating a new special order, you will reallocate the on order quantity to satisfy her requirement.
The Vendor Order
The Vendor Order has been submitted with the requirement set to stock and has not yet been received.
The Customer Order
On the customer order for Kristelle Ramos, Part# 48-2212 appears with a status of Required. If left in this state, the part will appear on the Parts Needed Report as needing to be ordered. However, the line also shows that there are 0 remaining in stock with 10 on order, and presents an Allocate on order button to act on this immediately.
The Allocate on order button is only available when both of the following are true:
The line item has a required quantity that has not yet been added to a Vendor Order
The part has a quantity on order for stock
Steps
1. Open the customer order and locate the part line showing a Required status.
2. Click Allocate on order on the relevant line. A dialog will appear listing the on order stock available for reallocation.
3. Check the checkbox on the relevant line.
4. Click Confirm to complete the reallocation.
Result
After confirming the reallocation, the following changes occur:
Customer Order
The line item status changes from Required to Ordered.
The Parts Picklist at the bottom of the screen also shows the status as Ordered and displays the associated VO number.
Vendor Order
The Vendor Order is updated to show that a portion of the quantity has been allocated to satisfy the customer order special order, with the remaining balance still allocated for stock.
Option 2: Reallocate Directly from Vendor Receiving
Use this option to satisfy customer order special order requirements at the point of receiving parts from a vendor. Blackpurl checks for outstanding special order needs automatically when you commit a receiving.
Steps
1. Process the Vendor Receiving as normal.
2. Click Commit receiving. Blackpurl will automatically check for any customer orders with special order needs that can be satisfied by what has been received.
3. The Reallocate stock parts screen appears, listing any parts that can be reallocated. Type the quantity you wish to allocate in the Allocate column on the relevant line.
4. Click Confirm to apply the reallocation, or click Skip if you do not want to reallocate at this time.
Result
After confirming, Blackpurl reallocates the received parts to the relevant customer order special order. The status on the customer order updates to show the part is now In Stock.
An automatic Internal Comment is also generated in the Internal Comments section to keep a record of the reallocation details.
Resolve Oversold Stock During Vendor Receiving
When a part has been oversold on a customer order, you can use stock received through a Vendor Receiving to resolve the oversold — rather than resolving it manually from the part record. For the manual approach, see Oversold Stock: Understanding and Resolving It.
Scenario
A part has been oversold on a customer order. The dealership is processing a Vendor Receiving that includes that part and wants to use the received stock to resolve the oversold.
Steps
1. Process the Vendor Receiving as normal.
2. Click Commit receiving. Blackpurl will review the received parts and identify any oversold parts that can be resolved.
3. The Resolve oversold parts screen appears, listing all parts with oversolds that can be addressed with this receiving. For each part listed, choose one of the following options:
Resolve oversold — resolves the oversold on the part record, the same as performing the action directly on the part record. All received quantity for this part goes into stock. Note that this action will also generate a journal entry in your accounting package.
Use received to resolve — uses the relevant quantity from the Vendor Receiving to offset the oversold. The screen shows how many units will go into stock as a result. You can combine this with Resolve oversold to fully clear the oversold using the received parts.
4. Click Confirm to apply your selection, or click Skip to take no action.
Result
The outcome depends on which option you selected:
Resolve oversold only — the oversold is resolved on the part record, but all Vendor Receiving quantity goes into stock. A journal entry is created in your accounting package.
Resolve oversold and Use received to resolve — the oversold is resolved using the received parts, and the part record is updated to reflect that the oversold has been cleared.
