A new Block Overallocation to PO Lines setting helps prevent users from allocating more inventory to a purchase order line than the remaining quantity needed. When enabled, the system checks the available quantity and displays a warning when an allocation would exceed the amount required. This safeguard applies when allocating inventory from the order as well as through the Purchase Order and PO Report Details.
SOP: Enable and Use the Purchase Order Over-Allocation Block Setting
Objective
This SOP explains how to turn on the Purchase Order setting that prevents over-allocation of inventory to PO lines. It also outlines how to verify the safeguard works when attaching orders from both the Purchase Order screen and the Purchase Order Report.
Key Steps
1. Open Purchase Order Settings 1:28
Navigate to Purchase Orders.
Open Settings.
Select the General tab.
Locate the setting labeled Block Overallocation to PO Lines.
Confirm this is the correct safeguard before making changes.
2. Enable the Over-Allocation Block 1:28
Check the box for Block Overallocation to PO Lines.
This setting tells the system to compare the quantity being allocated against the quantity still needed on the order.
If the allocation would exceed what the order needs, the system will block the action and display a warning.
3. Save the Purchase Order Settings 1:41
Click Save PO Settings immediately after enabling the checkbox.
Verify the setting remains selected after saving.
Do not leave the page without saving, or the safeguard will not be applied.
4. Test the Setting on a Purchase Order 0:28
Open or create a Purchase Order.
Use the search/magnifying glass icon to attach an order line to the PO.
Select a line item where the order needs fewer units than the quantity you are trying to allocate.
Attempt the allocation to confirm the system blocks over-allocation.
5. Review the Warning Message and Correct the Allocation 0:49
If you try to allocate more inventory than the line item needs, the system will display a warning.
Read the message carefully to confirm the allocation exceeds the required quantity.
Reduce the allocation so it matches the quantity needed before trying again.
Once the allocation is within the required amount, attach the order successfully.
6. Confirm the Same Protection Works in the Purchase Order Report 1:51
Open the Purchase Order Report.
Go to the Details section.
Select the relevant item and attempt to attach the order.
Confirm the same over-allocation warning appears here as it does on the Purchase Order screen.
Cautionary Notes
Over-allocation is not permitted when the setting is enabled.
If the setting is not saved, the safeguard will not take effect.
When the setting is turned off, the system will allow allocations without checking whether they exceed the quantity needed.
The warning indicates the allocation is greater than the line item requirement and must be corrected before proceeding.
Tips for Efficiency
Enable the setting in a test environment first if your team wants to validate the workflow before rolling it out broadly.
Use the warning message as a quick check that the safeguard is functioning correctly.
Train users to confirm the quantity needed before attaching inventory to avoid repeated failed allocations.
Apply the same verification process in both the Purchase Order screen and the Purchase Order Report to ensure consistent behavior.