How Expiration Works

When an Administrator approves an allocation (or creates one directly), you can enter a value for the Expiration Date. When an Allocation expiration date is reached, the allocation is re-stocked: the on-hold inventory is removed and reassigned back to the on-hand inventory. 

The allocation remains valid through the expiration date. It will expire the day after the expiration date. For example, if the allocation is set to expire on November 1st, the allocation can be used that day and will expire on November 2nd.

Notifications

Two notifications are sent before the expiration of an allocation:

  1. Three days before expiration - so in the above example of a 30-day expiration, on the 27th day, a notification will be sent.

  2. Upon the actual expiration. 

In both cases, the sales rep is attached to the Allocation, and any optional recipients are notified.

Configure Notification Recipients

You can also specify one or more recipients to be notified of expiring allocations. This could be your Orders Desk.

Specifying recipients starts by creating an Outbound Email and configuring it.

  1. Go to your management console: click on My Account > Manage
  2. Locate the Outbound Emails section and click on the Add link
  3. From the Key dropdown, choose allocation.notifications
  4. In the Recipients(s) field, enter the desired recipient emails. Separate multiple emails with a comma.
  5. You should also enter a Reply-To of yourself or the Orders Desk.
  6. You can leave the other fields (Description, Subject, etc.) blank
  7. Save your changes.

Vinosmith will now honor the specified recipients when expiring allocation notifications are delivered.

Note: If a future or draft order uses an allocation, and the allocation expires before the order is made active, the allocation is deleted, and then the draft or future order is activated, it is as if the allocation never existed.