In this article
To edit the Allotment Card from the Role Center
Actions on the Activity Allotment Card
Actions on the Allotment Lines
Allotments let the user reserve multiple products and the resources required for a fixed period of time. Allotments secure the availability of those products for the customer in the future. The allotments (or the remaining availability) can be automatically released for general availability, either at a fixed date or automatically a number of days prior to the reservation date.
The confirmed allotment will be removed from general availability and is only "unlocked", when the availability is being viewed from a reservation assigned to the related customer.
Note: Allotments can only be assigned to a specific customer account in Business Central, and the reservation or activities which are booked and will be using the allotment must be assigned to the same customer account. During confirmation the availability will be checked based on general availability plus any additional remaining allotment availability related to the customer account. Customers can have multiple allotments assigned to their account.
Example:
A location has three slots available in general at 2 pm for product X. The user creates an allotment entry for product X and confirms allotment of one slot at 2 pm for Customer A. When viewing availability in general, two slots will be shown as available at 2 pm, since one slot is already being allocated.
If, however, availability is being checked from a reservation that is assigned to Customer A, the availability will be showing three slots free, that is the general availability (two slots) plus the allocated (one) slot for Customer A, so Customer A can book three appointments in total at 2 pm.
If the user then books one slot for Customer A, the general availability will still be showing two slots available at 2 pm, and there would be no allotment outstanding for Customer A since the booking would consume the allotment entry.
To edit the Allotment Card from the Role Center
- Click Allotments in the top menu pane.
- Click an entry in the list to display the Activity Allotment Card, or click +New to create a new allotment entry.
The table below lists and describes the fields on the Activity Allotment Card's General FastTab:
| Field | Description |
|---|---|
| No. | In this field assign a unique code for reference to the Allotment offer. If Allotment No. Series is set in the activity setup, this field is automatically populated by the next sequence number from that series. |
| Customer No. | The Business Central customer account assigned to the allotment. |
| Customer Account Name | The Business Central customer account name assigned to the allotment. |
| Period from/to | This sets the period of availability being reserved and used as default when entering the product lines.
|
| Status | The current status of the allotment. The status options are Draft, Confirmed, Canceled, and Closed. |
| Contact | The Customer Contact information. |
| Comment | Short comment text. The user can also use the Notes feature for further comments. |
Note: The allotment details and allotment lines can only be edited in Draft status. If you need to change allotments after confirmation, reassign the status to Draft using the Status actions and confirm after the changes.
Note: The archiving process will automatically assign expired allotments to status Closed.
The table below lists and describes the fields in the Allotment card's Allotment Lines FastTab:
| Field | Description |
|---|---|
| Product No. | The number of the activity product to be reserved. |
| Description | The product description according to the selected Product No.. |
| Location | The activity location where to assign the allotment. |
| Period From/To | The date period to reserve. By default the same as in the allotment header, but can be changed for individual lines within the period set in the header. |
| Reservation Time | The starting time of the allotment reservation. Note: Duration is always the same as the default duration on the product and cannot be changed. Allotments require Reservation Time and cannot be assigned without a time assignment. |
| Allotment per Day | The number of appointments reserved per day for the selected reservation time. |
| Comment | General comment text. |
| Release date | Specify a fixed date when the allotment should be released automatically. |
| Release Calculation (- days) | Specify a dynamic calculation to release an allotment automatically x days prior. For example, assigning two allotments would then automatically release the remaining allotment 2 days prior to the related date. Note: Leave the Release Date blank, if release calculation is being used. |
| Status | The current active status of the line. See more information on the header Status field. |
| Total Allotments | Indicator showing how many appointment slots have been reserved in total for the given period. |
| Resources Reserved | Indicator showing how many resources have been confirmed and reserved in total for the given period. This value will only be shown after reservations have been made which consume the allotment assignment. |
| Activity Reservations | Indicator showing the number of activities (reservations) that have been confirmed and reserved in total for the given period. This value will only be shown after reservations have been made which consume the allotment assignment. |
Actions on the Activity Allotment Card
| Confirm | Changes the allotment to Confirmed and reserves the related resources. |
| Cancel | Cancels the allotments and removes the allotment entries. No related activities are canceled. |
| Status | Displays a list of status options, Confirm, Cancel, Draft, and Closed. The allotment entry must be confirmed to reserve the availability, all other status assignments will remove the allotment reservation. The archiving process will also automatically close all expired allotments. If the archiving process is not executed, we recommend to manually close expired allotments for improved performance. |
| Related - All Entries | Displays a list of all issued allotment entries as well as consumption entries (booked activities). |
| Related - Reservations | Displays a list of all activity reservations which are consuming (using) the allotment reservations. |
Actions on the Allotment Lines
| Entries | Displays a list of all issued allotment entries as well as consumption entries (booked activities) related to the selected line. |
| Availability | Displays availability of the product in the selected line, for the given period. Note: Availability will be shown excluding the current allotment, that is the general availability. |