What's the Purpose of Scheduled Orders?

Navigating to the Scheduled Order Module

To reach the Scheduled Order module:

1. Log in to Control Center
   
2. Choose Point of Sale
   
3. Choose Inventory
   
4. Choose Orders
   
5. Choose Scheduled Order
   

Understanding the Scheduled Order Module Layout

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

Adding 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

Fields:

1. Schedule Name: This field lets you enter a unique name for the scheduled order.
2. Vendor: Select the name of the vendor from whom items are going to be purchased.
3. Order Comments: Mention any general comments that support/explain the purchase order.
4. Auto Send EDI: Toggle this option on to automatically send this scheduled order as an email to the vendor on the TP side.
5. 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.
6. 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 for a lower cost from other vendors. Toggle this option to YES to save money on orders.
7. 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. Store Review Not Required: This option is not for the storefront but for corporates 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 the corporate for review. If this is toggled to YES, then the corporate office will send it to the store.
   
2. 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.
   

For order methods and their types, refer to Order Document.

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 schedule.
   
2. The form highlighted in Figure C will appear on your screen.
   

                                                         Figure C

Buttons:

• Delete: This button helps to delete the entire scheduled record.

• Copy: This button will let you create another scheduled order with another name but with the same details.

• Save & Close: This button will let you save the changes made and exit the current form.

• Save: This button allows you to save the changes.

• Cancel: Cancel button cancels the changes made.

Deleting a Scheduled Order 

1. Click the “Delete” button highlighted in Figure A above to delete a schedule.
2. The form highlighted in Figure D will appear on your screen.
   

Run Timer

1. Click the “Run Timer” button highlighted in Figure A above to delete a schedule.
2. The form highlighted in Figure E will appear on your screen.
   

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

1. Include Disabled Location: If this checkbox is checked, it displays all the scheduled orders for disabled locations.  
   

                                                                      Figure G

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 schedule.
   
2. The form highlighted in Figure H will appear on your screen.
   

1. Enter the scheduled order’s name.
2. Toggle on the “Copy Locations” if you want to copy locations from the current scheduled order to the next scheduled order.
3. Click on “Copy Scheduled Order.” The form highlighted in Figure I will appear on your screen.
   

                                         Figure I

Scheduled Order Filters:

1. Click the “Filters” button highlighted in Figure B above to add filters.
2. The form highlighted in Figure J will appear on your screen.

1. All: If selected, it will include all items that the vendor supplies.
   
2. Custom: If selected, this will customize the item order according to a category, department, manufacturer, and tags. See (Figure B).
   

To automate an order, a product should necessarily have a vendor part. There should be a vendor part associated with the vendor you are generating an order for! Without it, an order cannot be generated.

Locations

1. Click the “Locations” button highlighted in Figure B above to schedule orders for selected locations.
   
2. The form highlighted in Figure K will appear on your screen.

1. Enabled: Toggle this option ON, if you wish to schedule the order for that selected location.
2. Name: This shows the name of the place where your store is located.
   
3. Run Type: This field lets you choose the run type, whether you wish to run the scheduled tasks weekly, biweekly, or every month from the drop-down menu (See Figure L).

1. Run Day: This field allows you to even choose a particular day to run the scheduled order (See Figure M).
   

                   Figure M

1. Run Time: This field lets you choose the time at which you wish to run the scheduled order (See Figure N).
   

                   Figure N

1. Update Selected Location: This button helps you update the selected locations for the scheduled order.
   

                              Figure O