Overview
The system allows salespersons to place prebook items on hold in order to not ship them to the prebook customer. This article explains how this option works.
Important
To Activate this option, please go to Setup>>Settings>>Prebooks Settings and check the Option Allow users to hold Prebook items. Then select User Roles you want to be able to place prebooks on hold in your company. You can choose between the Sales Team (Sales, Sales-Allocations, Sales Manager), the procurement team (Procurement Manager, Procurement User), or you can choose both teams (which is the option by default).
How to hold a prebook item?
This option only applies for prebooks in boxes provided that they are not billed or already confirmed in the inventory (in this case please read How to hold items from the Inventory?). If any Purchase Order has already been generated from the prebook held, the action will affect the POs, depending on its Statuses (Pending Approval, Approved, Confirmed by Vendor).
Please follow the next steps for hold prebook items:
1) Go to Prebooks & SO's>>Prebook Summary
2) Use the available filters to find the prebook you want to hold. Go to the Actions column and click on the search icon
Information
You can quickly hold prebooks products from the Standing Order Summary by going to the Actions column and clicking on View Prebooks.
3) The Prebook Order Details window will open. Go to Qty Hold column and enter the Qty of boxes which should not be sent to the prebook customer. A lock icon will appear next to the product name.
What does happen with the prebook items held?
Once a hold is performed, there are several possibilities depending on the procurement status of the prebook item:
1) When the PO has not been generated:
-Hold partially a prebook: The quantity held will be deleted and the remain will appear in the PO as pending to purchase.
-Hold a prebook completely: The quantity held will be deleted.
2) When the PO has been generated and the vendor has already shipped it (the products are in the Staging Area)
-Hold partially the prebook: the system will split the line separating the product for the customer and the product held will be Open Market.
-Hold totally the prebook: the products will become Open Market inventory.
3) When the PO has been generated but it is still Pending to Approval
-Hold partially the prebook: The PO quantity will be modified, leaving only the not held products.
-Hold totally the prebook: The PO line will be deleted.
4) When the PO has been generated and it has been confirmed by the vendor but is not shipped yet.
-Hold partially the prebook: Once the product is shipped, the system will split the line separating the product for the customer and the product held will be Open Mark.
-Hold totally the prebook: the products will become Open Market inventory once they are in the Staging Area.
Information
-It is possible that the prebook has several POs associated if that is the case the system will search the POs with the earliest status to perform the hold (starting with the prebooks Pending Approval).
-You can reduce or increase the quantity held provided that the items are not billed or confirmed in the inventory.
-If your company has the Future Sales enable and you hold a prebook item not shipped yet, the product will appear in the Future Inventory once they are confirmed by the vendor.