Restricted Sales
Sales restrictions control which items or finished products can be sold based on various criteria such as customer, item category, country, or unit of measure. For example, due to legal trade restrictions, a company may not be allowed to deliver pharmaceuticals to the US market that are not approved by the Food and Drug Administration (FDA), or certain items may only be sold to specific customers or in specific units of measure.
Restricted sales are created from the Item Card or Customer Card. On both cards, the Restricted Sales Setup page can be accessed by choosing Sales > Restricted Sales on the Related menu.
In the Restricted Sales Setup page, enter the required sales restrictions.
Restricted Sales Setup
The fields in the Restricted Sales Setup page are described in the following table.
| Field | Description |
|---|---|
| Item No. | Indicates the item number to allocate a sales restriction. The setup of an item-specific restriction has a higher weighting than the general setup of variants or item categories. If this page was opened from the Item Card, this field is already filled with the item number from the Item Card. |
| Variant Code | Indicates the item variant to allocate a sales restriction. The setup of a variant-specific restriction has a higher weighting than the general setup of item categories. |
| Unit of Measure Code | Indicates the item unit of measure to allocate a sales restriction. For example, item P-10500 has two units of measure: "L" and "KG". If a restriction is set up to sell kilograms (KG) of item P-10500 to only customer 10000, then you can only sell liters (L) to other customers. When an item with a unit of measure restriction is entered in a sales line, a notification is shown. Once the sales document is released, an error will occur, preventing the release. |
| Item Category Code | Indicates the item category to allocate a sales restriction. This includes not only the item category of an item in regards to sales restrictions, but also - if no restrictions exist for the item category of an item - if restrictions exist for the parent item categories. For example, an item has the item category "Chair", which belongs to the parent item category "Furniture". If there is a sales restriction for Chairs, the restriction is set accordingly. If there is no sales restriction for "Chair", but there is a restriction for "Furniture", this restriction is used. NOTE: The insertion of the Item No. / Item Variant Code fields and Item Category Code excludes one another. |
| Customer Filter | Indicates the customer number for the item to allocate a sales restriction, thus allowing the sale of this item to this customer. If this page was opened from the customer card, this field is already filled with the customer number from the Customer Card. You can also enter filter options. For example, it is permitted to sell a specific item to all customers except one. |
| Customer Group Filter | Indicates the Customer Group Code for the item to allocate a sales restriction. This can, for example, be segmentation according to pharmacies, wholesalers, doctors, and so on. Filter options can be used here as well. |
| Country Filter | Indicates the country code for the sales restrictions. Filter options can be used here as well. |
| Expiration Date | Indicates the expiration date until the sales restriction should be valid. NOTE: The crucial factor regarding the validity of restricted sales in the Expiration Date field is always the Shipment Date in the sales order. |
| Combination | Determines if restrictions using the same filter can be combined. The options are OR and AND. |
Additionally, the Sales Restrictions Exist toggle on the Shipping FastTab on the Customer Card is automatically turned on when sales restrictions are assigned for a customer.
Example
The following table shows various settings for restricting/allowing item sales in Germany and Great Britain.
| Item No. | Variant Code | Unit of Measure Code | Item Category Code | Customer Filter | Customer Group Filter | Country Filter | Expiration Date | Combination |
|---|---|---|---|---|---|---|---|---|
| FINISHED | DE | AND | ||||||
| MISC | CHEMICALS | <>GB | OR | |||||
| P-50001 | 12000 | AND | ||||||
| P-50001 | DE | AND |
Based on this setup, the following are true:
- Items with category FINISHED can only be sold to customers in Germany (Country Code = DE).
- Items with category MISC can be sold to all Customers with Customer Group CHEMICALS that are not located in Great Britain (Country Code = GB).
- However, item P-50001 (which belongs to the FINISHED category) can be sold to customer 12000 (which is situated in GB).
- If only the first three lines were entered, it would only be possible to sell item P-50001 to customer 12000. The setup of an item-specific restriction has a higher weighting than the general setup of the item category-specific one (in line 1). For this reason, the general setup must be repeated for the specific item P-50001.
- Based on the setup in the fourth line, it is possible to sell item P-50001 to customer 12000 and to all customers in Germany.
Restricted Sales Usage
When you enter an item where a sales restriction applies (based on customer, customer group, country, unit of measure, or other criteria defined in the Restricted Sales Setup page), the behavior depends on the document type:
- Sales Quote: A notification banner is displayed, but you can continue to add information and convert the quote to a sales order.
- Sales Order: A notification banner is displayed and you can continue to add information, but you cannot release, ship, or invoice the order.
- Sales Invoice: A notification banner is displayed and you can continue to add information, but you cannot release or post the invoice.
- Blanket Sales Order: A notification banner is displayed and you cannot release the blanket order, but you can create sales orders from it.
Additionally, the system continuously monitors sales documents for restrictions. If a sales restriction is added after a document already exists, the system immediately displays a notification banner indicating which line contains the restriction. The document is then subject to the processing restrictions described below.
Processing Restrictions
When a sales order contains items that match a restriction rule, an error message appears when you attempt to:
- Release the order
- Create a warehouse shipment from the order
- Post the shipment
- Invoice the order
Example
A sales restriction is set up for item 1928-S that prevents sales to customers in the United States.
Sales Quote Behavior:
- When you create a sales quote with item 1928-S for a US customer, a notification banner appears but you can continue working with the quote.
- If you change the ship-to address to a US address after creating the quote, the behavior depends on how the address is set:
- Manual address entry: The restriction is not recognized in the quote. When you convert the quote to a sales order, a notification banner appears.
- Ship-to address selected (not default): The restriction is not recognized in the quote. When you convert the quote to a sales order, a notification banner appears.
- Ship-to address set as default: The restriction is recognized in the quote and a notification banner appears immediately.
Sales Order Behavior:
- When you create a sales order with item 1928-S for a US customer, a notification banner appears.
- You can add information to the order, but when you attempt to release, ship, or invoice the order, an error message appears and the operation is blocked.
- If the restriction is added after the order already exists, the notification banner appears immediately in the sales order.
Warehouse and Inventory Operations
When warehouse shipments or inventory picks are created from sales orders with restricted items, the system immediately displays a notification banner indicating which lines contain restrictions.
If a sales restriction is added after a warehouse shipment or inventory pick already exists, the notification banner appears immediately in both the sales order and the warehouse document.
Blocked Operations
When restricted items are present, the following warehouse and shipment operations are blocked:
- Warehouse Shipment Release: The warehouse shipment cannot be released.
- Warehouse Shipment Before Create Pick: Pick documents cannot be created from the warehouse shipment.
- Warehouse Shipment Post: The warehouse shipment cannot be posted.
- Warehouse Sales Release: The sales order cannot be released.
- Warehouse Activity Post: Warehouse activities containing restricted items cannot be posted.
When you attempt any of these operations, an error message is displayed indicating which line(s) contain restricted items and which restriction rule triggered the block.
Note
Printing reports from sales orders and warehouse shipments remains possible even when restrictions are present.
Transfer orders to storage locations are not checked for sales restrictions.
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