Line Item Hold

Overview

This document will cover how to use the Full and Line Item Holds on items you wish to not process upon converting a sale. This functionality is beneficial when creating larger orders for customers where materials will be picked up in stages but will also allow you to keep track of the entire order as one vs creating multiple orders.

Before we delve into Line Item holds we will first cover how Full Order holds work currently in Savance as the process and functionality is very similar.

Full Order Holds

Savance currently has a feature that allows you to place an entire order on hold. This functionality will allow you to check the ‘OH’ (On hold) box during the sales process and covert. The order will then be placed on hold for whatever reason. Once the order is ready to be delivered a user can unlock the order and uncheck the ‘OH’ so the order can be fully processed. NOTE: When an order is marked ‘on hold’ stock will not be allocated nor appear in Critical Purchasing until the hold is released.

Placing an entire order on hold

• To place an entire order on hold select ‘New’ quote/order.

• After you have entered the customer’s information select the ‘OH” check box to place the order on hold.

• Next, enter the items, until finished and select ‘Convert’

• Once the order has been converted it will be marked On Hold in the header.

Releasing an entire order on hold

When you are ready to release the order you can remove the hold in three ways, at the Order Level, Accounting, or within the Warehouse Manager.

Releasing a hold from the order level

• To release an order form hold at the order level select ‘Open’ and search for the order.

• Once the order is opened go to the ‘History’ tab

• Next, select ‘Unlock Order’

• Go back to the ‘Header’ tab, and uncheck the ‘OH’ box

  

• Once you are finished select ‘Save’ to close the order.

• The hold message will be removed from the header

• The order will now appear in ‘Process Backorders’ within the Warehouse Manager to process and create a shipper for the available items. For items not available a backorder will be created.

  

Releasing a hold from the Accounting Manager

• To view, all orders on hold go to Accounting > Accounting Manager

• From the accounting manager select, ‘Invoicing’ then select the ‘Orders On Hold’ tab.

NOTE: The above screen can also be found in the Warehouse Mgr > Releases > On Hold tab.

• Expand the ‘Order Hold’ row to view all orders marked on hold. From here you can select the order you wish to release. Checkmark the order and select ‘Release Hold’

  

• Confirm the prompt.

  

• The order will be removed from the list and will appear in the ‘Process Backorders’ within the Warehouse Manager to process and create a shipper for the available items. For items not available a backorder will be created.

  

Line Item Holds

Now that we have covered how to place an entire order on hold, we will now go into detail on how to place line item holds within an order.

A line item hold will allow you to cherry-pick items that will be processed now vs. later while still having a view of the entire order. Once these on-hold items are ready to be delivered a user can unlock the order and release the items as they are needed. This process can be repeated until the entire order has been delivered. NOTE: When line items are marked ‘on hold’ stock will not be allocated nor appear in Critical Purchasing until the hold is released.

Placing item(s) on hold.

• Select ‘New’ to begin a new quote/order.

  

• Enter the customer’s information and begin placing an order.

• As you enter the item and qty to the order grid you can mark the item on hold by scrolling within the grid to locate the ‘LIH’ column.

• Next, check the boxes for all items you wish to place on hold within that column.

• Once you have completed your order, select ‘Convert’.

• A shipper will be created for items not marked line item hold and the warehouse process will take over.

  

• NOTE: If the customer is on account or paying cash they will only be invoiced for the material received, and not the full order.

Releasing line item holds

Just like with full order holds you can release line item holds in three ways, at the Order Level, Accounting Manager, or within the Warehouse Manager.

Releasing item holds from the order level

• To release an order from hold at the order level select ‘Open’ and search for the order.

  

• Once the order is opened go to the ‘History’ tab

  

• Next, select ‘Unlock Order’

• Go back to the ‘Header’ tab and view the order grid. From here you can see what has already been shipped and what is on hold.

  

• Find the ‘LIH’ column and uncheck the items you wish to release from the hold and process.

  

• After you have finished unchecking the items you wish to release, select ‘Save’ to save your changes.

• If the items are available at the time of release the items will appear in ‘Process Backorders’ within the Warehouse Manager to process and create a shipper. If the items are unavailable a backorder will be created.

  

Releasing item holds from the Accounting Manager

• To view, all orders on hold go to Accounting > Accounting Manager

  

• From the accounting manager select, ‘Invoicing’ then select the ‘Orders On Hold’ tab.

  
  • NOTE: The above screen can also be found in the Warehouse Mgr > Releases > On Hold tab.

• Expand the ‘Line Item Hold’ row or select from the Hold Type filter to view all orders that have line item holds.

  • NOTE: If you wish to only release certain items and not all of them you will need to select the order link to open and unlock the order to release the specific items needed.

• If you wish to release all remaining items listed under Line Item Hold, highlight the row and select

  

• Confirm the prompt.

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• The order will be removed from the list and will appear in the ‘Process Backorders’ within the Warehouse Manager to process and create a shipper if the items are available. For items not available a backorder will be created.

  

• Once the items are posted to delivered if the customer is on account or paying cash the invoice will only be the newly released items.

Additional Questions about Holds

This next section will answer commonly asked questions regarding full and line item holds.

Will stock be allocated to items marked on hold?

NO, when an order or specific items are placed ‘on hold’ and that order is converted no stock will be allocated even if they are available. Marking an item(s) on hold is creating, converting but not fully processing an order. No warehouse or accounting functions will happen until the hold is released.

Will items on hold that are out of stock appear within Critical Purchasing?

Since no inventory that is marked ‘on hold’ gets allocated it will also not create a demand to be purchased if out of stock at the time it’s placed on hold. The item will only appear in critical purchasing if the hold has been released and the item is not available.

Will items marked ‘on hold’ appear in the Process Backorders screen?

Any items marked ‘on hold’ will not appear in the Process Backorders screen, until they are released. Once released they will appear on the Process Backorders if available at the time of the release so a shipper can be created and the items can be delivered and invoiced.

Can I create a Direct or Linked PO for an item on hold?

No, only released items will be prompted to create an RFQ/PO.

Can anyone release item or order holds?

If you wish to prohibit or grant users the ability to release line item and order holds you can configure this security under Admin > Administrator > Security

What if the whole order is on hold but I need to release a few items?

If the entire order is marked ‘OH’ you can unlock the order and uncheck the “OH’ box and manually select the items you wish to stay on hold using the ‘LIH’ column. Once you save the order any available items will appear in Process Backorders so a shipper can be created.

In my Inventory details, when an item(s) are placed on hold will my quantity reserved increase?

No, since marking an item on hold is telling the system to do nothing until it is released your inventory details will not reflect this action.