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Approving and Allocating

In today’s fast-paced market, apparel businesses need to be quick on their feet. As soon as a customer puts in an order, the deadline to get them their products becomes urgent.

Managing orders and fulfillment effectively is one of the keys to running a functioning fashion business—and having the proper tools makes it that much faster. ApparelMagic gives its users the flexibility and power to take orders promptly and respond to demand instantly.

Order fulfillment is a process of several steps: Order Approval, Allocation, Purchasing or Production, Picking, and Invoicing. In this lesson, we’ll learn about order approval and allocation. Order Approval gives your colleagues the go-ahead to begin fulfilling the order. Allocation sets aside units for the order so your business can see accurate inventory quantities. In this lesson, we’ll begin learning about fulfillment by approving and allocating an order using existing inventory.

When you’ve finished the walkthrough, try approving an order of your own. Since your products will not yet have inventory, we’ll allocate them in later lessons after we learn to add products to our inventory by purchasing or manufacturing them.

To begin, select Fulfillment from the left hand navigation menu.

When your business is ready to fulfill a customer’s order, the first step is to approve it. Click on Approval from the submenu.

Order approval is the first step in the fulfillment process that gives the apparel business an opportunity to acknowledge a customer order and mark it as ready to proceed toallocation. This step is essential so that everyonestays on the same page.

This screen will show you the statuses of all orders. We’ll find the order we’d like to approve using the Order No. field and select the empty circle at left.If you need to deselect an order, simply click the circle again.

For batch approvals, you may also use the Tag All or Un-Tag All buttons to approve in bulk.

Select the Change Status button at the bottom of the screen.

Select Approved from the menu to approve the order.

A dialog box will open to confirm. Click Yes.

Click OK to continue.

Next, we’ll look at Allocation.

Allocation is setting aside units in order to fulfill a customer’s order. By allocating units, the number of units available to allocate is kept up to date.

Quantity Open is the number of goods in each order that a customer has ordered but have not yet been shipped.

For example, on Order 1070, notice that out of the total 95 Open Units in the order, we have 26 Available to Allocate. ApparelMagic Cloud also shows the Percentage Available to Allocate, in this case 26.32%.

When the Available to Allocate and Quantity Open columns are equal, as in order 1092, the order is 100% Available to Allocate.Those orders are able to be fulfilled in their entirety.

Let’s allocate this order.Click the empty circle to the left of the order to select the order.

Click the Allocate button at the bottom of the screen to continue.

Using the menu, select Allocate to allocate the order.

Click Yes to confirm.

A dialog box will show that the order has been allocated. Click Ok.

Let’s take a look at our order to see the status of its allocated units. Click the Orders module in the left-hand navigation bar.

We’ll select our example order, 1092.

Click on the Item Detail tab.

Please note on this page that the all units have been allocated. For example, the BLU XS SKU has a Qty of 3 and 3 units have been Allocated.

Next, we’ll look at Force Allocation. Let’s return to the Fulfillment module to look at the Allocation area.

Standard allocation is only possible when there is inventory present in ApparelMagic Cloud.However, to speed up the process in some situations, it’s possible to Force Allocate products you have that you have not yet entered into ApparelMagic Cloud.

For our example, a shipment of products has arrived at our warehouse and we haven’t yet had a chance to receive them in ApparelMagic Cloud. However, it’s a time sensitive order so we need to get the items to the customer as soon as possible.

First, select the circle to the left of the order.

Next, select the Allocation button at the bottom of the screen.

Choose Force Allocate from the submenu.

A dialog box will ask you to confirm. Click Yes.

An additional dialog box will confirm the items have been allocate. Click OK to continue.

You’ll notice that in the Qty Alloc column, the total quantity now appears. The order is now allocated.Please note that it is still necessary to receive the goods into your warehouse in ApparelMagic Cloud. This enables you to keep accurate inventory.

This concludes the ApparelMagic Cloud Approval and Allocation Tutorial.Now that we’ve walked you through the first steps of fulfillment, try approving an order you’ve made. We will allocate when we have inventory of your products.

Approving and Allocating Quiz

1. True or False: Once you’ve taken an order, approval is the first step in the order fulfillment process.

Answer: True. Once you’ve approved the order, you can allocate it.

2. Define Allocation:a) Procuring materials for manufacturingb) Setting aside units for an orderc) Shipping goods to a customerd) Counting inventory in each warehouse

Answer: b) Setting aside units for an order

2. What is force allocation used for?a) Allocating units that have not yet been received in ApparelMagicb) Creating a pick ticket for a recent orderc) Allocating available units onlyd) Invoicing based on an order allocation

Answer: a) You can expedite the order fulfillment process by force allocating an order.

4. True or False: You can unallocate an order.

Answer: True. This option can be found using the Allocation button.

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