Scheduled Orders

Scheduled Orders

Scheduled Orders Overview

This article describes the purchase order scheduling process, which is automated from the creation of the purchase order until the arrival of the items at the different store locations.

Once you have figured out your regular ordering needs (quantity, category, and day of purchase) in the exact ordering formats and with preferred order methods, you don't have to do it manually every time you wish to order the same categories of products from the same vendor.

You can automate your ordering needs with "Scheduled Orders." When done so, the system will prompt the user with a scheduled order on the system's screen on the day scheduled for that order.

By toggling Mergeable Flag to YES, you can also merge orders where the order type and location are shared with a single vendor. While merging the orders, there could be an overlap of items ordered under different tags or categories. In such cases, the higher quantity order value will be given preference by the vendor for fulfillment instead of summing up the multiple orders.

Reaching "Scheduled Orders"

To reach "Scheduled Orders": 

  1. Log into Control Center
  2. Choose Point of Sale
  3. Choose Inventory
  4. Choose Reorder
  5. Choose Scheduled Orders

Understanding "Scheduled Orders" Layout

Please see the image below labeled Figure A for a description of the buttons and fields that appear on the screen.

                                                                                     Figure A

1. Adding a New Scheduled Order

Follow the steps mentioned below to add a new scheduled order:
  1. Click the “Add New” button highlighted in Figure A above to schedule a new order.
  2. The form highlighted in Figure B will appear on your screen.

                                                                                          Figure B

1.1 Settings:

Fields:
  1. Schedule Name: This field lets you enter a unique name for the scheduled order.
  1. Vendor: Select the name of the vendor from whom items are going to be purchased.
  1. Order Comments: Mention any general comments that support/explain the purchase order.
  1. Auto Send EDI: Toggle this option to automatically send this scheduled order as an email to the vendor on the TP side.
  1. Mergeable: Whenever multiple orders share a single location and a single vendor, then the system will merge all the orders together into one single order. If one order has 5 units of an item and another has 7 units, then the system will merge these two orders. This way, the orders are easier to manage for the store as well as for the vendor. Toggle this option to YES if you want the system to make such changes.
  1. Check for Alternate Vendors: This field check is used to determine if the item has multiple vendor parts. If yes, then the system would notify you that the item you are ordering is available at a lower cost from other vendors. Toggle this option to YES to save money on orders.
  1. Use Order Requirements: This field does the pricing and makes sure that your vendors get their money on time. It is because even if there is a price hike, your vendors wouldn’t want you to stop doing business with them. They would want you to buy at least 20% of the products bought last month.
This feature isn’t used anymore. This was a legacy feature that was previously used in the tobacco industry.
  1. Create As Transfer From Store: If this option is toggled to YES, it will create a transfer instead of creating an order. If you toggle this option to YES, the location field with the locations list will be enabled.
  1. Store Review Not Required: This option is not for the storefront but for corporate to generate an order and send that to the store, and then the store reviews the order, makes the required changes, and sends that back to corporate for review. If this is toggled to YES, then the corporate office will send it to the store.
  1. Send to Store: This option is for the company that generates an order and sends it to the store for review. This option is not available if the above option, Store Review Not Required, is toggled to NO.

1.2. Filters:


                                                                                       Figure C
  1. Order Filters: This field is used for adding a specific filter to a product order that is to be scheduled.
    1. All: When orders are created, order requirements are predefined in "Purchase Orders" and "Order Requirements." So, if you select the ALL option, the scheduled order will be with those predefined requirements. This option is selected by default until you customize the order under the Custom option.
    2. Custom: On clicking on the "Manage" button, a Manage Filter page will appear, as highlighted in Figure C1, to select the filters for the products to be selected on a scheduled order with a specific filter:
  1. Department
  2. Category
  3. Manufacturer
  4. Tag
  1. You will see the different tabs to filter the items for the order filter. You can choose the required items by navigating the tabs individually to apply a specific filter.
  2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of saved custom filters.
  3. You can see the Department List (items) when the Department tab is selected.
  4. You will find the checkbox along with all the records. You need to select the items from the list and move to the Selected List area on the right side.

                                                                        Figure C1
  1. Once you select the records from the list, click on the Move  icon to move the records to the "Selected List" area.
  1. By clicking the "Move" button, the selected records will be moved to the "Selected List." So, the order is scheduled with the selected filter records only.
  1. You can remove any record from the list by clicking the Remove (x) icon. If you want to remove the whole selection, click the "Clear Selection" button. 
  1. Once done click on "Apply" to apply the changes made or click on "Save Filter" to save the filter for future use. Click on "Cancel" to discard all the changes.
  1. The selected filters are displayed as highlighted in Figure C2.
                                                                                                                                                                                                                                Figure C2.                              
For order methods and their types, refer to the Purchase Order Document. (Click on the Purchase Order Document link to learn all about the order methods.).

1.3.  Locations:

Locations lets you enable multiple locations for an order to receive the same set of required items every week in an automated way.

                                                                                     Figure C3  
  1. 3.1.1. Enabled: This is a toggle that, when enabled, will set the schedule day, time, and type for the scheduled order to run automatically.
  2. 3.1.2. Store #: This column gives the store number for which the order is scheduled.
  3. 3.1.3. Name: Here in this column, the name of the store location is mentioned, which is also associated with the store name.
  4. 3.1.4. Run Type: From the attached drop-down list, select the run type (frequency) of the order that is to be scheduled: weekly, bi-weekly, or monthly.
                   Figure C3.1 
  1. 3.1.5. Run Day: From the attached drop-down list, select the run day from Monday to Friday of the order that is to be scheduled.

            Figure C3.2
  1. 3.1.6. Run Time: From the attached drop-down clock, select the run day from Monday to Friday of the order that is to be scheduled.

          Figure C3.3
  1. 3.1.7. Run Now: This option will run the order scheduling right away.

                                                       Figure C3.4
  1. 3.1.8. Run Scheduler: This option will run the scheduler at the scheduled date and time.

                                                      Figure C3.5
3.2. Update Selected Locations: This feature is intended for scheduling multiple orders for multiple different locations. To select multiple orders, use the control+click combination. Doing so will exclude or include the scheduled order for the run.
  1. Ctrl+click to select the desired locations for order scheduling at multiple locations.
  2. The "Update All Options" form will appear on the screen with different options.
  3. You will see multiple options checkboxes to select the various options for scheduling an order.
  4. If you select the Enable option, then turn the toggle to YES, which will then enable the options that you have set to enable (refer to Figure C3.6).
     
                                                                     Figure C3.6

2. Editing a Scheduled Order

Follow the steps mentioned below to edit a scheduled order:
  1. Click the “Edit” button highlighted in Figure A above to edit a scheduled order.
  2. The form highlighted in Figure D will appear on your screen.           
The fields under all the tabs are explained in the Add New Scheduled Order section.
                                                                                                                                                                                                                                                      Figure D
You can edit the data in the scheduled order form and click on the buttons explained below to save, copy, and cancel.

4. Buttons:
4.1. Delete: This button helps to delete the entire scheduled record.
4.2. Copy: This button will let you create another scheduled order with another name but with the same details.
4.3. Save & Close: This button will let you save the changes made and exit the current form.
4.4. Save: This button allows you to save the changes.
4.5. Cancel: Cancel button cancels the changes made.

3. Deleting a Scheduled Order 

Follow the steps mentioned below to delete a scheduled order:
  1. Click the “Delete” button highlighted in Figure A above to delete a scheduled order.
  2. The form highlighted in Figure E will appear on your screen.

                                                        Figure E
  1. Click “Yes, Delete” to continue the process of deleting the scheduled order.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

4. Run Timer

Follow the steps mentioned below to run the timer for the scheduled order:
  1. Click the “Run Timer” button highlighted in Figure A above to run the timer for the scheduled order.
  2. The form highlighted in Figure F will appear on your screen.

                                                                          Figure F
  1.  Click on “Run Now" and a dialogue box will appear.

                                                                Figure G
Checkboxes:
  1. Include Disabled Location: If this checkbox is checked, it will also include all the scheduled orders for disabled locations.  

                                                                             Figure H

5. Copying a Scheduled Order

Follow the steps mentioned below to copy the scheduled order:
  1. Click the “Copy Scheduled Orders” button highlighted in Figure A above to copy a scheduled order.

                                                                                           Figure I
  1. The form highlighted in Figure I will appear on your screen.

                                          Figure I
  1. Enter the scheduled order’s name for the copied scheduled order.
  2. Toggle Copy Locations to YES to copy all the locations of the selected scheduled order.
  3. Click on "Copy Scheduled Order" to copy a particular scheduled order.

6. Scheduled Order History

This button helps you look up at the scheduled order history with in the selected date range and for selected/All locations with details like Location, Vendor, Order Date, Order #, Est Cost, Order Status. For reference, see Figure J.

                                                                      Figure J
                                                         

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