How to Use Pre-Allocation

Outcome

All or part of an acquisition order line (PO, DO and MO) is promised to a demand order line (CO, RO, MO-material and DO).

Pre-allocations are stored in the MPREAL file.

Pre-allocation is used for:

• Demand that will be supplied by "pinpointed" planned receipts
• Internal and external orders, which create demand in combination with a stock shortage.

Before you start

• A demand order (CO, RO, DO, MO) must be released.
• Acquisition orders (PO, DO, MO) must be released or firmly planned.
• The basic settings for pre-allocation must be defined.

Follow these steps

Create demand order line

1. Enter an order and order lines which create a demand. This can be a requisition, distribution, customer or manufacturing order (the required materials are a demand).

2. Release the order.

3. Select option 39='Pre allocation' in front of the order line. This activates 'Preallocation. Perform Detailed' (MWS121).

4. Sorting order 1 is displayed by default. This is the demand perspective of pre-allocation.

Create acquisition order line

Normally this will be valid when a change needs to be made to the acquisition orders, for example, a change of quantity or date. A warning will be displayed subsequently if the parameter is turned on, and MWS121/B2 or B3 will be displayed.

1. Enter an acquisition order and order line which can either be a purchase, manufacturing, or distribution order.

2. Release the order.

3. Select option 39=Pre allocate in front of the order line. This activates 'Preallocation. Perform Detailed' (MWS121).

4. Sorting order 2 or 3 is displayed by default. These are the pre-allocation's acquisition perspectives.

Select planned issue or receipt in the material plan

1. Start 'Material Plan. Open' (MMS080). Use sorting order 1 to display pre-allocated quantity, or views on the E panel.

2. Select option 39=Pre allocation for the order line to be pre allocated. This activates 'Preallocation. Perform Detailed' (MWS121).

3. Sorting order 1, 2, or 3 is displayed depending on whether an acquisition order or demand order was selected for pre-allocation.

Create pre-allocation

• Create pre-allocation from the menu

  Start 'Preallocation. Perform' (MWS120). Select sorting order 1= demand perspective or sorting order 2=acquisition perspective or 3= material planner perspective with only relevant demand order lines displayed.

• From a demand order perspective

  1. The demand order, demand order line, and item number are displayed on the B panel in 'Preallocation. Perform Detailed' (MWS121).

     The 'Quantity to allocate' field indicates the remaining quantity to pre allocate or allocate.

     If there are acquisition orders released with the same item numbers as the demand order, then these orders will be displayed order line by order line.

     If there are no acquisition orders released that fit the demand order, the panel will be empty.

     Sometimes, the order lines are protected. These will normally be purchase order lines that belong to a previous line that are in a different status according to which stage of the receiving flow they are in.

  2. In the 'Pre allocated quantity' field, enter the quantity that should be promised from the acquisition order line to the demand order line. You can mark several simultaneously.

  3. Press Enter. The line or lines are updated.

  4. Open the (MWS121/E) panel by selecting option 2='Change', to display or change the notification rules about the pre allocation.

     On this panel, you can activate or deactivate whether notification about changes or deletions to the pre allocation should be sent to:

     • Acquisition order responsible
     • Demand order responsible
     • Pre-allocation responsible.

     You can also define who is responsible for pre allocation in the 'Responsible' field.

  5. Parameters are set on the (MWS121/P) panel.

  6. Define a default demand or acquisition order category to be displayed when opening the B panel (normally these are defaulted by the activating program).

• From an acquisition order perspective

  1. The acquisition order, acquisition order line and item number are displayed on the B panel in 'Preallocation. Perform Detailed' (MWS121).

     The Available field indicates the remaining quantity that is still available to pre allocate to a demand order.

     If pre-allocations exist, they will be displayed here. You only maintain or change, not create, pre-allocations from the acquisition perspective.

     If there are no pre-allocations created for this acquisition order, the panel will be empty.

  2. Change the quantity for the pre-allocations by selecting one or more of the displayed demand orders, entering a quantity and pressing Enter.

     If you have reduced the quantity to be supplied below the quantity that is pre-allocated, then the quantity on the top right side of (MWS121) will be negative. You should then remove pre-allocations until the quantity is >=0.

  3. Open the (MWS121/E) panel to display or change the notification rules for the pre allocation.

     On this panel, you can activate or deactivate whether notification about changes or deletions to the pre allocation should be sent to:

     • Acquisition order responsible
     • Demand order responsible
     • Pre-allocation responsible.

     You can also define who is responsible for pre allocation in the 'Responsible' field.

  4. Open the (MWS121/E) panel to display or change the notification rules for the pre allocation.

  5. Define a default demand/acquisition order category to be displayed when opening the B panel.

• From a material planner perspective

  1. In 'Preallocation. Perform Detailed' (MWS121) you can perform the pre-allocation by selecting one or more of the displayed demand or acquisition order lines, entering a quantity and pressing Enter.

     Pre Allocate from the Menu

  2. In 'Preallocation. Perform' (MWS120) in the 'Demand/Acquisition order category' field and the 'Demand/Acquisition order number' field, enter the order to pre-allocate. Select option 12='Pre allocate'.

  3. Open 'Preallocation. Perform Detailed' (MWS121).

  4. Perform the pre-allocation by selecting one or more of the displayed demand/acquisition orders, entering a quantity and pressing Enter.

Managing pre-allocation rescheduling

The purpose of this function is to manage a change in the planning date or the quantity of the demand order line when the pre-allocated (or referenced) acquisition order line has its accepted receipt date changed.

Two rules are valid for rescheduling the delivery date:

• If the acquisition order line is re-planned according to the delivery date, then the demand order line can automatically be re-planned (depending on the settings) if the link between them is one-to-one or if the link is one acquisition order line to many demand order lines.
• If the link is many acquisition order lines to one demand order line, there cannot be any re-planning of the demand order line.

Quantity rescheduling is then done automatically. When the material plan is updated, pre allocations are checked. If required, a reschedule is then performed by an automatic start job (MWS910).

Notifications about pre-allocation rescheduling

Changes to the delivery of the acquisition or demand order may need to be communicated to the person responsible for pre-allocation, acquisition order or demand order. This is facilitated by the M3 Mail application.

1. To set the rules for such notifications, start 'Preallocation. Enter Msg Requirements' (MWS122).

2. Specify warehouse, responsible, order category, and order type (optional) on the B panel.

3. Open the E panel and set the rules for whether a message will be sent to the person responsible if:

   • The acquisition order a pre-allocation is attached to is changed or deleted such that the pre-allocation is affected.
   • The demand order a pre-allocation is attached to is changed or deleted such that the pre-allocation is affected.

4. Using the (MWS121/P) panel, you can set the default for if the responsible of the pre-allocation itself should be notified. The responsible individual is the user who creates the pre-allocation, but can be changed using the (MWS121/E9) panel.

5. The notification flag can be maintained on the (MWS121/E) panel.

Allocate during goods receiving

After receipt of the acquisition order is validated and ready for stock entrance, (MMMNGRCT) is started automatically and retrieves information about the following:

• The item/warehouse combination
• Acquisition order line details
• Status for the item to put into stock.

1. From the goods receiving function, 'Cross-dock Results. Open' (MWS160) is activated automatically by pressing Enter with the cursor in the Quantity field, provided the 'Prompt cross dock' field on the (MMS005/G) panel for the receiving warehouse is on.

2. You may change the put away location on the (MWS160) panel. Material plan cross docks may be prevented by changing the cross dock type to 9 and also changing the location to whatever is appropriate.

3. Update (MWS160) by pressing F14. The cross-docked and pre-allocated demand order line will automatically be allocated

   Pre-allocation for the demand order line is automatically deleted from the MPREAL file.

Workflow for managing group pre-allocations (often used by the fashion industry)

1. Start 'Preallocation. Perform' (MWS120).

2. Open the P panel by pressing F13=Parameters. Select the A panel as the opening panel.

3. On the (MWS120/A) panel, a specified group of demand order lines from a specified demand order can be pre allocated from one or a group of acquisition orders. The group can contain style, color or size.

4. The B panel is then opened. In the 'Demand order category' field and the 'Demand order number' field, enter the order to pre allocate.

   Optionally, you could fill in the 'Style number' field. This will also open the style feature fields—the Option fields. These define a subset of order lines that you want to pre-allocate.

5. Fill in the 'Acquisition order category' field.

6. Fill in either the 'Acquisition order number' or the 'Schedule number' field.

7. Press F14='Group pre-allocate' to create a pre-allocation for these groups of lines, wherever possible.

8. Use F15='Delete pre-allocation' if you want to remove the pre-allocations for the group.

9. You may review the result by option 12='Pre-allocate'.

   If you are operating in a fashion environment, we recommend that you use sorting order 3 on the (MWS120/B) panel to sort by style number.

Reset pre-allocation

1. Start 'Preallocation. Re-crt MITPLO via MPREAL' (MWS930).

2. Enter your password. Be careful when running this program, it might mess up your database if you do not know exactly what you are doing.

3. Fill in the 'Warehouse' and 'Item number' fields.

4. Press Enter.