Distribution Help and User Guide | Reserves & Call Offs


Table of Contents

Product overview

Help and User Guide maintained for Sicon Distribution | Reserves & Call Offs version 220.0.0 and Upwards


The Reserves and Call Offs module allows the User to create Sales and Purchase Contracts/Call Offs, and Stock Reserves.

Contracts can be linked to Sales/Purchase Orders and reduced down at Order Entry, pulling through the Contract price to the Order. Where Sicon MRP is installed, there is an option to include. Contracts when running MRP and Suggested Purchase Orders can use the Contract price.

Reserves can allocate stock for a Customer without the need of a Sales Order, or simply allocate stock as a Stock Item Reserve. Where Sicon MRP is installed, if a Reserve has been created but no Free Stock is available for allocation, a Purchase Order Suggestion will be created or, where Sicon WOP is also installed, a Suggested Works Order will be created if the stock is built item.


1. Changes to Standard Sage screens

In addition to the new menu options described later in this help and user guide, there are also changes to standard Sage screens, which are detailed in this section.


1.1. SC – View Stock Item Balances

A distribution button has been added to the view stock item balances screen, when clicking on the button the view stock history screen, can be opened.

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A view monthly trading figures button has been added to the screen, so the Sage sales and purchases figures for the stock item can be accessed easily.

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2. Dashboards

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Provides 5 empty dashboards that can be used to create relevant dashboards.


3. Reserves & Call Offs Menu

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3.1. Sales Contracts

Sales Contracts can be generated against a Customer Account, detailing the date range for the contract, quantities and prices. On entering a Sales Order, if the customer has a contract raised for the Stock Item, the user will be prompted to use the contract price and reduce the balance remaining on the contract.

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Sales Contract List

The Sales Contracts List displays any previously created contracts. You can create new contracts and amend existing ones from this screen. A contract can also be created and amended via the Sales Contract menu.

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New Sales Contract

When creating a new sales contract, the following information is entered:

  • Customer – The Customer Account can be selected from a drop-down list.
  • Contract Name – A Contract Name can be manually added in this field.
  • Customer Reference – If the Reserves And Contracts Setting of ‘Enable auto generated reference number on contracts’ is set, this field will be greyed out and a reference number with a prefix of ‘SC000000000’ will be automatically created on saving the contract. If this is not set, the user can manually input a Customer reference.
  • Date from/to – The date range for the contract is entered here. If a Sales Order is raised that is outside of this range, the user will not be prompted to use the contract and the balance will not be reduced.
  • Default Warehouse – A default Warehouse for the contract can be selected from a drop-down list.

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  • Save – Save the contract
  • Add New Line – The stock items can then be added, with the contract price and quantity.
  • Delete Contract Line – Delete the current highlighted line
  • Print Contract – You can also print the contract from this screen.

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  • Import – Sales Contracts can be imported via a .csv file. Clicking on the Example Import File button provides the user with the Excel sheet to populate, and subsequently save as a .csv file. Clicking on the Example Import File button provides the user with the Excel sheet to populate, and subsequently save as a .csv file.

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Check File button – This will check the data for any errors. Lines with errors will be highlighted in red, with the reason displayed in the Result column.

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Once all the data is correct, the Import button will no longer be greyed out and the data can be imported.

As Sales Orders are entered for the Stock Item for the customer, if the line Requested Delivery Date falls within the contract date range, the user will be asked if they want to use the contract price for this order line.

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The Quantity For Order on this screen will default to the line quantity. On clicking ‘Select’, the Unit Price on the order line will be replaced by the contract price.

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The unit price has been updated.

Going into Amend the Sales Contract and entering the contract number

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The Balance Remaining on contract line 1 is now 45, due to the 5 on the above Sales Order. This is shown in the Balance On Order column. As the order is progressed, the quantity will move through to the final Balance Invoiced column.

The Contract History tab lists all Sales Orders associated with the contract, including the quantities, dates and status.

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Amend Sales Contract

When amending a sales contract you can filter by Customer Code to display only one Customers’ Sales Contract or leave this blank to display all contracts.

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  • Amend Contract – This will take you to the ‘Amending Sales Contract’ screen.

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In addition to the options in new sales contract there is also a button to Delete Contract.

  • Import – Sales Contracts can be imported via a .csv file. See above
  • Close – Close the Contract.

3.2. Purchase Contracts

Purchase Contracts can be generated against a Supplier Account, detailing the date range for the contract, quantities and prices. On entering a Purchase Order, if the supplier has a contract raised for the Stock Item, the user will be prompted to use the contract price and reduce the balance remaining on the contract.

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Purchase Contracts List

This displays any previously created contracts. You can create new contracts and amend existing ones from this screen. A contract can also be created and amended via the Purchase Contract menu.

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New Purchase Contract

When creating a new purchase contract, the following information is entered:

  • Supplier – The Supplier Account can be selected from a drop-down list.
  • Contract Name – A Contract Name can be manually added in this field.
  • Supplier Reference – If the Reserves and Contracts Setting of ‘Enable auto generated reference number on contracts’ is set, this field will be greyed out and a reference number with a prefix of ‘PC000000000’ will be automatically created on saving the contract. If this is not set, the user can manually input a Supplier reference.
  • Date from/to – The date range for the contract is entered here. If a Sales Order is raised that is outside of this range, the user will not be prompted to use the contract and the balance will not be reduced.
  • Default Warehouse – A default Warehouse for the contract can be selected from a drop-down list.

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  • Save – Save the contract
  • Add New Line – The stock items can then be added, with the contract price and quantity.
  • Delete Contract Line – Delete the current highlighted line
  • Print Contract – You can also print the contract from this screen.

The stock items can then be added, with the contract price and quantity. You can also print the contract from this screen.

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Import – Purchase Contracts can be imported via a .csv file. Clicking on the Example Import File button provides the user with the Excel sheet to populate, and subsequently save as a .csv file.

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The Check File button will check the data for any errors. Lines with errors will be highlighted in red, with the reason displayed in the Result column.

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Once all the data is correct, the Import button will no longer be greyed out and the data can be imported.

As Purchase Orders are entered for the Stock Item for the supplier, if the Delivery Requested date falls within the contract date range, the user will be asked if they want to use the contract price for this order line.

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The Quantity For Order on this screen will default to the line quantity. On clicking ‘Select’, the Unit Price on the order line will be replaced by the contract price.

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The Balance Remaining on the contract lines are now 34, due to the 6 on the above Purchase Order. This is shown in the Balance On Order column. As the order is progressed, the quantity will move through to the final Balance Invoiced column.

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The Contract History tab lists all Purchase Orders associated with the contract, including the quantities, dates and status.

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Where Sicon MRP is installed, Purchase Orders created from Suggested Purchase Orders can be linked to existing Purchase Order Contracts, and the price from these contracts will be used.
MRP results for Suggested Purchase Orders can be actioned in the MRP screen by selecting a line and clicking on Create Purchase Order.

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At this point the system checks to see if there is a Purchase Contract for the Supplier stock code combination in the required date range. If one is found, the system will open the following window, where the Purchase Contract can be selected and the quantity set.

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The Purchase Order is then created, with the price from the contract.

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The Purchase Order quantity has been linked to the Purchase Contract and shows on the contract history.

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Amend Purchase Contract

You can filter by Supplier Code to display only one Suppliers’ Purchase Contract or leave this blank to display all contracts.

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Amend Contract – This will take you to the ‘Amending Purchase Contract’ screen.

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In addition to the new purchase contract screen there is also a button to Delete Contract

  • Import – Purchase Contracts can be imported via a .csv file. See above
  • Close – Close purchase contract

3.3. Sicon Stock Reserve

This allows stock to be reserved and allocated against a customer before a Sales Order has been processed. A Sales Order can also be generated from the Reserve Stock screen. Where Sicon MRP is installed, any requirement for a Stock Reserve will be calculated.

Please note that any reserved stock will continue to show as free stock until it is allocated.

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Reserve Stock List

This displays all Reserve stocks created. Reserves can be created, amended and viewed from this screen. A reserve can also be created from New Reserve Stock in the menu.

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Enter New Stock Reserve

When creating a new reserve, the following information is entered:

  • Customer Code – The Customer Account can be selected from a drop-down list.
  • Default Warehouse – A default Warehouse for the reserve can be selected from a drop-down list.
  • Reserve Number – A reserve number with a prefix of ‘RES0000000’ will be automatically created on saving the reserve.
  • Document Date – Date entered on the system.
  • Requested Date – Date the reserve will be used. This is also used for the calculation within Sicon MRP.

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  • Add New Line – The following screen is displayed where the Stock Item details can be entered.

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Where stock is available, the Bin and Quantity To Allocate fields can be populated. If stock is not available, these can be left blank and allocated to Free Stock at a later date. If a requirement is created from Sicon MRP, the stock will automatically be allocated on build/purchase.

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At this point you can Allocate individual lines, Allocate all items or simply Save the Reserve Stock. If allocating before saving, the following screen will appear.

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Click Yes and the allocation will be made and the reservation number created.

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If the stock is traceable then you will be prompted to select the batch or serial.

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Clicking Save will create the allocation.

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Where the stock has been allocated, the ‘Generate Sales Order’ button is available. This can be used to create a Sales Order from the Reserve Stock.

The Sales Order details can be viewed in the History tab.

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If a Customer Reserve Stock has been created, on entering a Sales Order for that item a pop up screen will appear.

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On clicking Yes, a list of Customer Outstanding Reserves will display all available reserves for that stock item.

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If the line has an allocated quantity against it, the Sales Order line status will change to Allocated.
On selecting the line required, the Reserve Stock quantity will be reduced.

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Amend Reserve Stock

You can filter by Customer Code to display only one accounts’ Stock Reserves or leave this blank to display all Reserves.

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This also shows the status of each of the Reserves. Highlighting a line and clicking amend will take you to the Amend Stock Reserve screen.

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Here lines can be added, amended, deleted, allocated and unallocated. Where stock has been fully allocated, a Sales Order for the Reserve Stock items can also be generated from this screen. You can also view the serial numbers allocated to a stock item.


4. Reports

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  • Consignment Transfer – Only available with Warehouse Replenishment.
  • Purchase Orders & Returns Linked to Sales Orders – Only available with POP Management module
  • Purchase Orders Outstanding Tracking Dates – Only available with Container Manager.
  • Purchase Orders Awaiting Confirmation Detail – Only available with POP Management.
  • Purchase Orders Awaiting Confirmation Summary – Only available with POP Management.
  • Discontinued Stock Items – Only available with SOP Management.

5. Utilities

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5.1. Settings

In Distribution Settings the Reserves and Call Off’s tab shows the relevant settings.

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Enable auto generated reference numbers on contracts – If this is enabled, the Supplier Reference field will be greyed out and a reference number with a prefix of ‘PC/SC000000000’ will be automatically created on saving the contract. If this is not set, the user can manually input a Supplier reference.

Prompt to use contract prices when adding SOP and POP lines – Where this is enabled, the user will be prompted to change the price when they are entering PO or SO lines, if there is a contract setup for this Customer/Supplier and item, and where the Requested Delivery Date falls within the contract dates. This will also allow the contract balance to be reduced.


5.2. Sage to Sicon SO Fulfilment

Only relevant with the distribution pre-allocations submodule.


5.3. Import Stock Item Settings

Not applicable as there are no relevant stock settings associated with the reserves and calls off module.


5.4. Enable Module

The Enable Strings supplied by Sicon are displayed here.

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6. New Features & Important Information

Distribution New Features & Important Information

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