Allocating Stock to a Goods Out Order

Introduction

Once a Goods Out order has been created, the next step is to allocate stock — selecting the specific items from your warehouse that will fulfil each product line. This can be done from the platform or directly from the warehouse mobile app. This guide covers how to manually allocate items to an order.

Before You Start

• The order must be in Pending or In Progress status to allocate stock.
• Stock must have been received through a Goods In order before it can be allocated.
• If a product line has restrictions, the restricted items must be allocated in full before you can allocate from other unrestricted stock (see Stock Restrictions).

Opening an Order

1. Go to Menu → Movements → Goods Out.
2. Find and click on the order you want to work with.
3. The order view opens showing all product lines and their current allocation progress.

Allocating Stock to a Product Line

1. Find the product line you want to allocate stock to.
2. Click the Allocate button on that line. This button only appears if there is remaining quantity to fulfil.
3. The allocation window opens, showing:
   • The remaining quantity needed at the top.
   • A list of available items in your warehouse for that product, presented in FIFO order (oldest first).
   • If the line has restrictions, a Preferred Source Items section appears at the top with the restricted items highlighted.
4. Click on the item you want to allocate from.
5. Enter the quantity to allocate. The maximum is limited to what that item has available.
6. Choose whether to Dispatch immediately:
   • Ticked (default) — Stock is deducted from inventory straight away and recorded in the stock ledger.
   • Unticked — The item is marked as reserved. Stock is not deducted until you dispatch it later.
7. Click Allocate to confirm.

The product line's progress bar will update to reflect the new allocation.

Allocating Multiple Items to One Line

If a single item doesn't have enough stock to fulfil the full quantity, you can allocate from multiple items. Simply repeat the allocation process — each new allocation is added to the line.

For example, if you need 100 units and Item A has 60 available and Item B has 40, you would allocate 60 from Item A and then 40 from Item B.

Viewing and Managing Allocations

To see what has been allocated to a product line:

1. Click on the product line to open the Edit Line view.
2. The right side shows all Allocated Items with:
   • The item number and warehouse location.
   • The quantity allocated.
   • The status — Dispatched (green) or Reserved (yellow).
3. From here you can:
   • Dispatch a reserved allocation — click the Dispatch button to deduct stock and move it to dispatched status.
   • Remove an allocation — removes the item from the order. If it was dispatched, stock is restored to inventory.
   • Add another item using the Add Item button.

Adjusting Quantities

If the required quantity changes, you can update it from the Edit Line view:

• The Quantity Expected field can be adjusted, but it cannot be set lower than the quantity already allocated.
• To reduce below the allocated amount, you would need to remove allocations first.

Allocating Stock on the Warehouse App

Stock allocation can also be done from the warehouse mobile app. On the app, Goods Out orders are listed as Outbound orders and can be found on the Today tab or the Outbound tab.

From the order view on the app, warehouse operators can:

• View each product line and its allocation progress.
• Allocate items to a line, with the same preferred/available item selection.
• Choose whether to dispatch immediately or reserve.
• Remove allocations if needed.

This allows warehouse staff to pick and allocate stock directly from the warehouse floor without needing to be at a computer.

Quick Tips

• Items are shown in FIFO order, so the first items in the list are the oldest stock — ideal for good stock rotation.
• If you're not sure which item to pick, the location column tells you exactly where each item is stored in the warehouse.
• You can use the search filter in the allocation window to find a specific batch or item number.
• If you'd prefer the system to allocate stock automatically, see Using Auto-Allocate.