Microsoft Dynamics GP

Quantity Shortage

 NOTE

Applies to: Sana Commerce 9.3.5 in Microsoft Dynamics GP and higher

In Microsoft Dynamics GP, depending on how you configure sales order processing, you can also allow your customers to purchase item quantity greater than the quantity that is available in stock. When you create a sales order in Microsoft Dynamics GP and if there is a quantity shortage, the "Sales Quantity Shortage Options" window will open, and you can select how to treat the quantity shortage.

The default sales quantity shortage option is set in the "Sales Order Processing Setup" window. To change it, in Microsoft Dynamics GP click: Sales > Setup > Sales Order Processing.

This is the default Microsoft Dynamics GP functionality.

For more information about quantity shortage, read the official Microsoft Dynamics GP documentation "Allocation, Fulfillment, and Purchasing".

Set Up Sales Quantity Shortage for Sana

In the Sana webshop, customers can also order more quantity of an item than available in stock. When a customer places an order in the Sana webshop and if there is a quantity shortage, the default Microsoft Dynamics GP logic will be triggered, and the order will be created in GP using the quantity shortage option set in the webshop settings.

To set up quantity shortage for your Sana webshop, in Microsoft Dynamics GP click: Sana Commerce > Webshop Maintenance.

In the Default Quantity Shortage field select the necessary option.

 NOTE

If you leave this field empty during the setup of your Sana webshop, the default quantity shortage from the "Sales Order Processing Setup" will be used for Sana. Only Override Shortage, Back Order Balance and Back Order All options are supported by Sana.

These options define how the sales order quantity shortage should be handled. Sana supports three quantity shortage options:

• Override Shortage - the shortage will be ignored and the entire quantity will be sold. The quantity available in inventory will be negative.
• Back Order Balance - the quantity shortage will be shown in the Quantity to Back Order field and the quantity you have available will be sold.

• Back Order All - the entire quantity will be shown in the Quantity to Back Order field.

Back order is a document used when an item quantity shortage is discovered during transaction entry. You can transfer information from orders or invoices to back orders. Back orders are not posted but the information on them can be transferred to invoices or orders when the shortage items are available.

Disable Item Availability Check Based on Stock

If you want to allow your customers to purchase item quantity greater than the quantity that is available in stock and use quantity shortage in Microsoft Dynamics GP, then you must disable item availability check based on stock in Sana.

In Sana Admin click: Setup > Products > Stock and assortment.

If the Availability depends on stock setting is enabled, customers will not be able to order more quantity of an item than available in stock. Therefore, you must disable this option. When it is disabled, Sana does not check item stock in Microsoft Dynamics GP.