ONLINE AGENCY ALLOCATIONS HOW-TO GUIDE
 

SETTING UP THE AGENCY ACCOUNT TO MANAGE ALLOCATIONS:

 

  • The main LiquorConnect.com Administrator (main username) for the Agency can specify which users can submit allocations for the Agency by checking the Allocation Agent checkbox on the account.

  • The electronic submissions also logs which user submitted the allocation for auditing purposes.
  • Checking the Allocation Agent check box exposes the Allocation Link for the account user.
  • To manage allocations, click on the Allocations Tab next to reporting near the top of your screen.

 

TYPES OF ALLOCATION TRANSACTIONS:

There are a few types of allocations you can perform:

 

  • Multi-source allocations- use if allocating product from more than 1 source, only allows 1 destination.  (Ex:  From Open Stock, Agency or Product Allocated to other Licensees)

 

  • Multi-destination allocations- use if allocating product to more than 1 destination, only allows 1 source.

 

  • Single Source to Single Destination Allocations
    Note: If you are doing a 1 source to 1 destination allocation transaction, you can use either multi-source or multi-destination.

 

  •  Back Allocating SKUs- use if allocating product prior to the purchase order physically located at Connect Logistics Services.

  

TO MANAGE AN ALLOCATION TRANSACTION (MULTI-SOURCE):

  

Click on the new transaction button and choose the multi-source allocation.

Type in the SKU or product name that you would like to allocate (this field is a type ahead) and select the product.

You can use:  ** Wildcard to select all products, SKU number or Product Name in the “type ahead field”.

Type in the destination of the product.

The drop down menu will show the number of cases of the product currently allocated to the selected destination.

You can use:  Search by Name, Number or narrow your search by City followed by a comma. (Ex: Edm, Cal, etc.)

Select the source for the cases in the drop down menu (can be Open Stock, Agency or Licensee)

*Note – will not list Open Stock for Fully Allocated Product. You would have to remove the fully allocated flag from the product wait 5 minutes before this product can be allocated to Open Stock.

See Section: Set Sku for Allocation.

Select the quantity you wish to allocate.

If the quantity you entered cannot be allocated, a warning message will pop up informing you that the requested quantity cannot be allocated.

Select an expiry date if you wish to have an expiry date on the allocation. 

Note: When submitting an allocation request an Agent can specify an expiry date. The expiry date is for informational purposes only and is shown on Retailer’s and Agency’s LiquorConnect.com allocation reports. This feature allows Agents to better manage allocated product that has not been purchased by an agreed date. When an allocation expires it is the responsibility of the Agent to allocate the product to a different Retailer, open stock, etc.

When submitting an Allocation request an Agent can check a box to send the Retailer an automatic email notifying them they have a new allocation. This feature is intended to help the Agent confirm to the Retailer when the allocation is available for ordering.

You can Tab through the Line Item or Click on the green plus button beside the source drop down menu. This will allow you to save the allocation and perform another allocation from an additional source (if performing more than 1 allocation for the sku). Once you have finished all the allocations for the sku, refresh your browser. (Select refresh icon, menu, F5 or Submit Button)

To delete a source in an allocation already saved, click on the red X beside the source.

After refreshing the view, the current allocation detail will reflect updated allocated quantities for the sku once the transaction is confirmed. 

While you are creating the allocation, if you wish to cancel the transaction, you may do so at any time by clicking on the Cancel Transaction button in the top right corner of the page.

Click on the submit transaction button to commit the allocation(s).  A summary message will appear with a transaction summary for each of the line items that are about to be submitted:

If you are happy select OK or Cancel to review your allocation details.

  

TO MANAGE AN ALLOCATION TRANSACTION (MULTI-DESTINATION):

Click on the new transaction button and choose the multi-destination allocation.

Type in the sku or product name that you would like to allocate (this field is a type ahead) and select the product.

You can use:  ** Wildcard to select all products, SKU number or Product Name in the “type ahead field”.

Select the source from the drop down menu.

*The drop down menu will show the number of cases of that product currently at that source.

You can use:  Search by Name, Number or narrow your search by City followed by a comma. (Ex: Edm, Cal, etc.)

Select the quantity that you wish to allocate.

Select the destination (this field is a type ahead).

*The list will show the number of cases of that product currently at that destination.

You can use:  Search by Name, Number or narrow your search by City followed by a comma. (Ex: Edm, Cal, etc.)

Select an expiry date if you wish to have an expiry date on the allocation.

Note: When submitting an allocation request an Agent can specify an expiry date. The expiry date is for informational purposes only and is shown on Retailer’s and Agency’s LiquorConnect.com allocation reports. This feature allows Agents to better manage allocated product that has not been purchased by an agreed date. When an allocation expires it is the responsibility of the Agent to allocate the product to a different Retailer, open stock, etc.

When submitting an Allocation request an Agent can check a box to send the Retailer an automatic email notifying them they have a new allocation. This feature is intended to help the Agent confirm to the Retailer when the allocation is available for ordering.

You can Tab through the Line Item or Click on the green plus button beside the source. This will add a saved line item to the allocation transaction and insert another line item for an additional destination (if performing more than 1 allocation for the sku). Once you have finished all the allocations for the sku, refresh your browser. (Select refresh icon, menu, F5 or Submit Button)

To delete a destination in an allocation already saved, click on the red X beside the destination.

After refreshing the view, the current allocation detail will reflect updated allocated quantities for the SKU once the transaction is confirmed.

While you are creating the allocation, if you wish to cancel the transaction, you may do so at any time by clicking on the Cancel Transaction button in the top right corner of the page.

Click on the submit transaction button to commit the allocation(s). A summary message will appear with a transaction summary for each of the line items that are about to be submitted: 

If you are happy select OK or Cancel to review your allocation details.

 

BACK ALLOCATIONS:

An Agent can submit an online allocation request for product on a purchase order prior to the purchase order being physically at CLS. Failure to pre-allocate leaves the product unallocated, unprotected and available for ordering by any customer. This is available to product with no stock on hand in the warehouse.

TO BACK ALLOCATE A SKU (THE BACK ALLOCATION PROCESS IS MULTI-DESTINATION):

Click on the back allocate skus button.

Choose the product you want to back allocate by sku or name; it will list which products are coming in on the next PO and how many are allocable stock (product must have allocable stock on the next PO to back allocate).

Select the quantity you want to allocate to the destination(s).

If the quantity you entered cannot be allocated, a warning message will pop up informing you that the requested quantity cannot be allocated.

Click on the + button to submit after each destination and quantity are entered; each allocation you are setting will show up in the list below.

Once you have completed all the back allocations you wish to do for that sku, click submit transaction. Then refresh your browser to see the updated allocation list.

 

ALLOCATIONS LIST:

Once you finish an allocation transaction, you will be taken to your Allocations List, your most recent transaction will be in status submitted, refresh your browser and it will change to allocated.

Allocation Status will be set to 1 of the 4 following states:

  • Draft: Not yet submitted transaction can be accessed again by clicking on the ID number link in the allocations list.
  • Unsuccessful: transaction has not yet been completed due to error(s).
  • Submitted: transaction job has been submitted for completion.
  • Allocated: allocation has been completed successfully.

 

SET SKU FOR ALLOCATION:

An Agent can change the status flag of Fully Allocated or not. This flag changes the visibility in the Catalogue and automatically allocates new receipts to the Agent’s own allocation account. Note, automatically allocating inbound receipts to your Agent account is an allocation transaction.

ADD/REMOVE FULLY ALLOCATED FLAG ON SKU:

Choose the sku you want to allocate in the drop down menu- once you have selected the sku the Change SKU Type to field will indicate the change that is to be made if you submit for approval (if it says Change SKU Type to: Open, the sku is already allocated and vice versa).

Click submit for approval.

A confirmation message will appear summarizing the change from open stock to fully allocated or vice versa. Click submit to confirm and refresh to see the changes.

If a product is all currently allocated and the flag is set to fully allocated and you wish to have the next incoming PO to be in open stock, you must remove the fully allocated flag- this will not affect current allocations, it will make the product on the PO coming in available to open stock.

In the catalog on Liquorconnect.com if a product has a fully allocated flag on it will not show up in the catalog.  If a product is all currently allocated and you wish to have the product show up in the catalog, you can remove the fully allocated flag from the product-this will not affect any current allocations.

REAL TIME ALLOCATIONS REPORT:

To view all the allocations for your Agency hover over the Reporting tab at the top of your Screen.  When the drop down menu appears click on Real Time Allocations under the Allocations heading.   Select the criteria you wish to view for the report and click view report.   

Note:  You can have this report open in another browser to view all current allocations as you are creating new allocations. 

Allocation requests will be processed between 5:00 am and 5:00 pm, Sunday through Friday. This is similar to the pre-committed ordering processes for Retailers and Licensees. Any requests submitted outside of these hours will process, in order of submission, when allocation processing next opens. The allocation processing starts an hour before the order desk opens at 6am so all requests are complete prior to the start of ordering. Effectively allocation requests are 24 / 7.

 

Support for LiquorConnect.com contact Supply Chain at ConnectSCM@exel.com or 1-800-265-6784, option 2 then 5.

 Download Reference : Allocations How-To Guide