You can create an allocation from the Wines tab or the Accounts tab.

An Allocation will always have a sales rep assigned to it. Optionally, an Allocation can be linked to an Account or Corporate Group.

To create an allocation from the Wines tab:

  1. Navigate to the Wines tab
  2. Select wine
  3. Scroll down to the Allocations section
  4. In the top right-hand corner of the Allocations sections, click the red new Allocation link
  5. Select Allocation Type
    • Account-Based: Applies to only a single Account & Wine
      • Select Account
    • Sales Rep: No Account, applies to Sales Rep & Wine
    • Corporate Group: Applies to single Wine and Accounts included in the Corporate Group
  6. Fill in the quantity, expiration date, warehouse, and any notes
  7. Select Submit Allocation.
  8. Repeat for each wine you want to allocate

Once you create the allocation, if you go back to the Wine screen in the inventory section, you will see that On Hand has decreased and On Hold has increased, making Available go down. The On Hold value reflects the outstanding allocations in the system.

To create an allocation from the Accounts tab :

  1. Navigate to the Accounts tab
  2. Click on the account you wish to request an allocation for
  3. Scroll down to the Allocations section
  4. In the top right-hand corner of the Allocations sections, click the red new Allocation link
  5. Fill in the information
  6. Click the blue Submit Allocation button

NOTE: Admins Only: When an admin enters an Allocation, the admin can alert other admin from that allocation screen by clicking the "Send email notification to Admins?" box. 

Batch import Allocations from the Accounts tab (Admin Only):

  1. Navigate to the Accounts tab
  2. In the Allocations section, click View
  3. Click the Import link
  4. Download the Excel template
  5. Fill in the information
    • For Sales Rep allocations (e.g., no Account), put the special value 'sales-rep' in the cell.)
    • The warehouse code is the code assigned to the warehouse 
  6. Import back into Vinosmith

Note about Corporate Group Allocations:

When viewing a corporate group allocation, the sales rep will be disregarded, and any user who has access to the account in an account-based allocation or to an account inside the group of a corporate group allocation can see the actions button. Also, the sales rep will not show on the allocations table for account and corporate group allocation.