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The sales order shortfall generator

Accounts Professional only

Use this option to list the products you need to order to complete sales orders at a glance. This is a quick and simple means of identifying stock requirements.

Using this feature you can:

• Print a list of shortfalls.
• Check with your suppliers to make sure that they can meet your delivery requirements - that is, quantity, price and time. Make a note against each product code on the shortfall list of the supplier, who provides the product and also make a note of the price.
• Create purchase orders for the items that are running low.

To use the shortfall generator

1. Customers > Sales Order Processing > select the required orders from the list > ShortFall.

   The ShortFall Generator window appears showing any of the products on the selected orders that have a Free/On Order quantity that is less than the quantity required on the order.

   Product Code	The product code from the product record.
   Description	This shows the description taken from the sales order. Note: If you have not saved a description, this box remains blank.
   Supplier	If a default supplier is associated with the product, the supplier account reference appears here.
   BOM	This column shows whether the product has a bill of materials - that is, it is made up of sub-assemblies. If the product has a bill of materials, a Yes appears in this column. You cannot use the Shortfall option to create a purchase order that breaks down the bill of materials into its individual components. If the product has a bill of materials, you have two choices: You can use the Shortfall option to generate an order for the finished goods. This means that instead of purchasing the individual items needed to make up the bill of materials, you purchase the completed item. You can use the Check BOM option to check to see if you have enough stock to make up the required bill of materials items. If you have enough stock, you can use the Stock Transfer option to increase the stock levels of your BOM items. If you don't have enough stock to make up the required items, you can either create a purchase order manually showing the individual components you require, or use the Create Order button on the Check BOM window.
   Free/On-Order	The free stock for the product. This is the in stock quantity plus on order quantity, less the allocated quantity.
   Required	The quantity of the product required to complete the orders selected.
   Shortfall	The quantity of the item you need to fulfil your order, taking into consideration the stock you have available. The quantity shown here is calculated by taking the Required, less the Free/On-order quantity.
   Quantity to Order	The quantity to be ordered for this product. If you have set a re-order quantity for the product and this quantity is higher than the shortfall, the re-order quantity is shown here. If not, the shortfall is shown here. For example, if you need fifty items to fulfil your selected sales orders, but you have set a re-order quantity of one hundred bottles, the re-order quantity of one hundred appears in this column. If you need fifty items to fulfil your selected sales orders and you have a re-order quantity of ten, the quantity fifty  - the quantity to fulfil your orders, appears in this column.

2. If you want to print this information > Print and select any required criteria.

   The report appears in preview mode. From here you can then choose to print, email or send the information to a file.

3. If you want to create a purchase order, select the products you want to include on the order and click Create Order.
4. If the selected products have the same default supplier, the supplier reference appears in the A/C field. If they do not have the same default supplier, the A/C field is left blank and you should enter the supplier you want to use.

5. To save your purchase order, click Save.

   Note: If you have selected the Place Order Shortfalls on Order Automatically check box in your Invoice and Order Defaults, your orders are placed on order.

   You are returned to the ShortFall Generator window. The window now shows recalculated shortfalls based on the products you have placed on order.

   Note: You can also choose to Print or Complete the order as you would, when you create a purchase order from the Purchase Order Processing window. These options return you to the ShortFall Generator window.

6. To exit the ShortFall Generator window, click Close.