Scheduled Orders

Scheduled Orders

Scheduled Orders Overview

This article outlines the automated purchase order scheduling process, from creating the purchase order to delivering items to various 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 whenever you wish to order the same products from the same vendor. You can automate your ordering needs with "Scheduled Orders." When set up, the system will display a prompt for the scheduled order on the designated day. FTx Cloud POS also allows orders to be merged when the order type and location are shared with a single vendor.   

"Scheduled Orders" enables you to:
  1. Create a scheduled order. 
  2. Run the scheduled order. 
  3. Copy the scheduled order. 
  4. Edit or delete a scheduled order.  

1. Reaching "Scheduled Orders"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Inventory
  4. Step 4: Choose Reorder
  5. Step 5: Choose Scheduled Orders
Figure A below will help you understand the navigation better.


Figure A

2. Understanding "Scheduled Orders" Layout

  1. Please refer to Figure B and the descriptions of the buttons and fields below to understand the layout of "Scheduled Orders." 

Figure B
1: Add New: This button lets you add a new scheduled order. 
2.1: Edit the Scheduled Order: This button lets you edit the scheduled order. 
2.2: Run Scheduler: This button lets you run the scheduled order. 
2.3: Copy Scheduled Order: This button lets you copy a scheduled order. Sometimes, copying an order and making the required changes is time-saving.
2.4: View Order History: This button lets you view the order history. 6. View Order History explains the details. 
2.5: Delete Scheduled Order: This button lets you delete the scheduled order. 

3. Adding a Scheduled Order

Please follow the steps below to add a scheduled order:
  1. Click the Add New button highlighted in Figure B. 
  2. The Create Scheduled Order screen will appear, as Figure C shows. 


Figure C
1: Settings: This section lets you configure basic settings for the scheduled order. 3.1 Settings provides further details.
2: Filters: This section lets you add the products to the scheduled order based on four parameters: Departments, Category, Manufacturer, and Tag. 3.2 Filters provides further details.
3: Locations: This section lets you select the locations for the scheduled order. 3.3 Locations provides further details.
4: Order Methods: This section lets you determine the ordering method. To learn about each ordering method, please read Order Methods.
5: Action Buttons: 
Cancel: This button lets you cancel the scheduled order or the changes made to the scheduled order.
Save & Close: If you click the "Save & Close" button, the system will save the scheduled order and navigate you to the Scheduled Orders screen.  
Save: This button lets you save the changes you have made at any point.

3.1 Settings

The Settings section enables you to configure some basic settings for the scheduled order. 
  1. Please refer to Figure D and the descriptions of the buttons and fields below.

Figure D

Fields:
  1. Schedule Name: Enter a unique name for the scheduled order.
  2. Vendor: Select the vendor from whom products will be purchased.
  3. Order Comments: Mention any general comments that support/explain the purchase order.
  4. Auto Send EDI: Enable this button to automatically send this scheduled order via FTP.
  5. Mergeable: Enable this button to merge multiple orders sharing a single vendor and location. 
  1. Whenever multiple orders share a single location and a single vendor, the system can merge them into one single order. For example, if one order has five units of an item and another has seven units, the system can merge these two orders. This makes the orders more straightforward for the store and vendor to manage. 
  2. When consolidating orders, there may be instances where items are duplicated under various tags or categories. In these scenarios, vendors prioritize the order with the largest quantity for fulfillment rather than combining the quantities from multiple orders.
  1. Check for Alternate Vendors: If you enable this button, the system will notify you that the item you are ordering is available at a cheaper cost from other vendors. This option is useful when the item has multiple vendor parts.  
  2. Use Order Requirements From Enable this button to create a scheduled order based on order requirements. When you enable this button, a drop-down showing your pre defined order requirements will appear. Select the appropriate order requirement from it.
  3. Create As Transfer From Store: Enable this button to create a transfer instead of creating an order. If you enable this button, the system will enable the Location drop-down. Please choose the appropriate location from it.  
  4. Store Review Not Required: This button is used when the corporate employee creates a scheduled order for the store and the store is not needed to verify the order.
  1. If this button is set to "No" the "Send to Store" button will be visible. If you set it to "Yes," the designated store employee of the selected locations can view this order. 
  1. Send to Store: Enable this button if you are a corporate employee and wish to forward the order for review by the store employee.
  1. If you have enabled the above "Store Review Not Required" button, the system will not show this button.  

3.2 Filters 

The Filters section lets you choose filters such as: Department, Category, Manufacturer, and Tag. These filters help you add products to your scheduled order. By default, the system considers all filters. Please follow the steps below to change it and select the required filters.  
  1. Select "Custom" in the Order Filters drop-down. The Manage button will be enabled, as Figure E shows. Click it. 

Figure E
  1. The Manage Filters screen will appear, as Figure F shows. 

Figure F
1: Manage Filters Drop-Down: The drop-down shows the list of saved custom filters, if there are any. Select the required filter from the drop-down and click the "Apply" button to apply the filter. 
2: Manage Filters Button: This button helps you open the Manage Saved Filters screen. Point 3.2.1 Save and Manage Custom Filters explains more details.
3: Parameter Tabs: You will see four tabs: Department, Category, Manufacturer, and Tag. Select the required parameter, i.e., Department to create or apply a custom filter specific to the selected products. 
4: Use this Search box to search for a specific product. 
5: Results: This section shows the list of selected parameters. For example, if you choose the Department tab, it will show a list of departments.  
7: Selection Checkboxes: To select the required departments, tick the checkbox. The process is the same for each of the three tabs.
8: Arrow: Click the green Arrow button to move the selected products to the Selected List. 
  1. The Manage Filters screen will look like the one shown in Figure G.

Figure G
1: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
2: Click "Apply" to apply the selection. You can click the "Save Filters" button to save the custom filter for future use. 3.2.1 Save and Manage Custom Filters explains the details.
  1. The Filters section will look like the one shown in Figure H. Use the Remove (X) icon to remove the selected filters.

Figure H

3.2.1 Save and Manage Custom Filters

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure G.
  2. The Name screen will appear, as Figure I shows.

Figure I
  1. Enter the name of the custom filter and click "OK." The system will save the custom filter, and a success message will appear.
    1. You can see this custom filter listed in the Manage Filters drop-down. 
  2. You can use the saved custom filter from the Manage Filters drop-down whenever you need it and delete it when you no longer need it. To meet your requirements, open the Manage Filters screen again and follow the steps shown in Figure J.

Figure J
1: Saved Filter Drop-Down: All saved custom filters will appear in the Saved Filter drop-down. You can select the required custom filter and click "Apply." 
2. Manage Filters: Use the "Manage Filters" button to view and manage the saved filters. The Manage Saved Filters pop-up screen will appear when you click the "Manage Filters" button. 
3: Filter Name: The Filter Name list shows all saved custom filters. Click on a filter's name to select it.     
4: You can click "Select Filter" or "Delete."
  1. "Select Filter": Click on the filter's name, then click the "Select Filter" button to select any filter from the list.
  2. "Delete": Use the "Delete" button to remove the filter no longer required from the list. Click on the filter's name and then the "Delete" button. A warning message will appear. Click "OK."

3.3 Locations 

The Locations section allows you to assign location(s) to the scheduled order. You can assign multiple orders and schedule the order for all of them. Please refer to Figure K and the descriptions of the buttons and fields below to understand this section.

Figure K
1: Column Titles & Actions: 
  1. Enabled button: Use the respective Enabled button to assign or unassign the location to the scheduled order. Once you enable this button, its respective location will be added to the scheduled order. 
  2. Store #: This column shows the store number. 
  3. Name: This column shows the store name.
  4. Run Type Drop-Down: Select the order's run type (frequency) from weekly, bi-weekly, or monthly.
  5. Run Day Drop-Down: Select the run day. You can select any day of the week.
  6. Run Time: Select the appropriate time to run the order. When you click on the respective Run Time field, the clock drop-down will appear, as Figure L shows. Select the time as per your requirements. 

Figure L
2: Selection Checkboxes:  If you want to assign multiple locations to the scheduled order, use these checkboxes to select them. After selecting the locations, you must click the "Update Selected Locations" button.
3: Update Selected Locations: Click this button to apply the updates to the selected locations. When you click it, the Update All Options screen will appear, as Figure M shows.

Figure M
Use the respective checkbox to select the changes you wish to apply to all selected locations. 
Enable: Enable this button to assign the selected locations to the scheduled order. 
Run Type: Select the appropriate run type from this drop-down.
Run Day: Select the appropriate run day from this drop-down.
Run Time: Select the appropriate run time from this drop-down.
Apply Changes: Click this button to apply the changes. 

4. Edit the Scheduled Order

Please follow the steps below to edit a scheduled order:
  1. Click the Edit icon highlighted in Figure B.
  2. The Edit Scheduled Order screen will appear, as Figure N shows. Edit the information as per the requirements and click "Save & Close." The system will save the changes and show the success message.   

 Figure N
 
Additional Buttons:
Copy Scheduled Order: Use this button to copy the scheduled order. 6. Copying a Scheduled Order explains more about it. 
Delete: Use this button to delete the scheduled order. 

5. Run Scheduler

The Run Scheduler feature enables you to convert a scheduled order into a purchase order. Please follow the steps below to run the scheduler. 
  1. Click the "Run Scheduler" button highlighted in Figure B.
  2. The Scheduled Order Locations screen will appear, as Figure O shows. It shows the locations for the scheduled order. Please read the descriptions of the fields and buttons below the image. 

Figure O
Include Disabled Locations: Enable this button to view the locations not assigned to the scheduled order so far. The screen will display all locations, as Figure O shows. Use the respective Enabled button to assign the location to the scheduled order.
Figure P
Store #: This field shows the store number.
Name: This field shows the store name.
Enabled: Use this button to assign or unassign the location to the scheduled order. 
Run Day: This field shows the location's scheduled order run day.
Run Time: This field shows the location's scheduled order run time.
Run Now: Use this button to run the scheduled order immediately. The system will show a warning message, as Figure Q shows. 

Figure Q
  1. Click "Yes." The system will immediately generate a purchase order and show the PO number, as Figure R shows. Click "Open" to open the purchase order in the new tab.

Figure R
Run Scheduler: Use this button to run the scheduled order. When you click it, the system will show a warning message, as Figure Q shows. Click "Yes." The system will queue the order to run and show a message, as Figure S shows.

Figure S

6. Copy a Scheduled Order

Copying a scheduled order often saves time. When creating a new scheduled order, you have the option to duplicate an existing one. The system automatically copies the settings and filters. You also have the option to include the locations. After copying, you can then make any necessary adjustments and save the new scheduled order. Please follow the steps below to copy a scheduled order.
  1. Click the Copy Scheduled Order button highlighted in Figure B or the Copy button highlighted in Figure T. 
  2. The Copy Scheduled Order screen will appear, as Figure T shows. 

Figure T
Schedule Name: Enter a name for the new scheduled order. 
Copy Locations: Enable this button to copy the locations from the existing scheduled order. 
Copy: This button lets you copy the scheduled order. 
  1. Make the required selection and click "Copy." The system will copy the order and show a success message, as Figure U shows. 

Figure U
  1. Click "Go to the New Scheduled Order."
  2. The Edit Scheduled Order screen will open in the new tab.
  3. Make the required changes and click "Save" to save them.

7. View Order History

Please follow the steps below to view the order history.  
  1. Click the View Order History button highlighted in Figure B. 
  2. The Scheduled Order History screen will appear, as Figure V shows. 

Figure V 
1: This drop-down lets you select a specific location to view its scheduled order history. 
2: This button lets you see the scheduled order history for the selected date range. Select the required dates in the Start and End fields and click the "Filter Item" button to see the records for the selected date range.

8. Delete the Scheduled Order

You can delete the scheduled order record from the Scheduled Orders home screen and the Edit Scheduled Order screen. 

Please follow the steps below to delete a scheduled order record from the Scheduled Orders home screen: 
  1. Click the Delete icon shown in Figure B.
  2. A warning dialog will appear with two related options, as Figure W shows.

 Figure W
  1. Click “Yes, Delete” to delete the scheduled order record.
  2. Click “Cancel” to close the pop-up and skip the deletion process.
  1. To delete the scheduled order record from the Edit Scheduled Order screen:
  1. Click the Edit icon highlighted in Figure A.
  2. The Edit Scheduled Order screen will appear, as Figure N shows.
  3. Click the "Delete" button. The warning dialog will appear, as Figure W shows.  
  4. Click “Yes, Delete" to delete the scheduled order record.
  5. Click “Cancel” to close the pop-up and skip the deletion process.

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