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Allocated Orders

This function allows you to quickly create purchase orders or transfer requests for items for many locations.

Figure: Example Allocated Orders/Transfers Screen

Select Action

This function allows you to create new orders so that stores can get stock from a supplier or a warehouse, or it can be used to move stock from a warehouse to stores. You select one of the following options.

Order New Stock

This will create Purchase Orders or Transfer Requests for each location for which stock is required.

Transfer Existing Stock From

This is used to move stock from a warehouse to stores. The system will create a Transfer Request to the warehouse for each store. You would specify the warehouse location in the edit box. You need to enter the location before you can add items.

Set Locations

This section allows you to specify the locations that you want to create transactions for. The system can use individual locations or can group locations by their grade (see Grade on the Basic tab of the Location function.). The locations will be added as columns in the Items grid. You enter the quantity required for each location and the system will create purchase orders or transfer requests based on those quantities.

The grade option is useful if you have lots of locations. If you 200 locations, you could end up with 200 columns in the Items grid and you would have to enter 200 quantities. Instead, you might be able to group those locations into ten different grades. In this case, you would have a column for each grade in the items grid. When you enter a quantity, this quantity would be used for each location within that grade.

Enter the location code (can be a group) and press the Add Locations button. All the locations within the selected location, will be added to the items grid. You will either get a column for each specific location code, or a column for each unique grade code, depending on whether you selected Location or Grade option. You can repeat this process for all required locations. If you add a location twice, the location will still only be used once in the grid. If you are transferring existing stock from a location, that location cannot be added to the grid.

Press the Clear button to remove all the location columns and start again. Press the Show Locations button to see all the locations that have been added to the Item grid. This option is useful if you are adding locations by grade as you can see the individual locations within the grade. Both options are only available when there are no items in the Items grid. As soon as you start adding items, you cannot change the location details.

Set Other Details

This section allows you to specify other details that will be used to create the transactions.

Sales Period

If you use rate of sale to determine how many items should be allocated to each location, this is the range of weeks for which the rate of sale will be calculated.

Order Quantity

This option is used to tell the system how to handle the quantities entered in the item grid. It is ignored when transferring existing stock. In this case, the system will always assume Full Units.

Order Full Units

If you check this option, the system will order the exact quantities entered in the item grid.

Order Difference

If you check this option, the system will treat the quantity as being the actual stock on hand you want. It will order the difference between this quantity and the current stock on hand. If you already have enough stock on hand, the item will not be ordered for that location.

Units/Cartons

Use this option to tell the system if the quantities entered in the item grid are units or cartons.

Add Items To Be Ordered

This section allow you to select the items that you want to be ordered. Fill in the details that identify the items and press the Add Items button. The matching items will be added to the Items grid. You can add more items by pressing the Clear button, entering new selection criteria and pressing the Add Items button again. You can repeat this until you have all the required items.

Items

The grid lists all the items for which you want to generate orders. The first few columns up to Total Qty are fixed. The columns after Total Qty are variable. There will be a pair of columns for each location. These are referred to as the Location Quantity and Location Rate Of Sale columns.

IPN

The number of the item.

Order Code

The order code of the item.

Description

The description of the item.

Similar IPN

Sometimes you might need to raise orders for a new item. You won't have any sales history to base the quantity calculations on. In this case, you can select a similar item to use for sales information. Click the button to pop up a window (Comparison Item). Enter the similar item and the sales period to use for that item.

Override Code

When the system creates the purchase orders, it will determine the best cost to use. If you enter a cost in this column, the system will use this cost instead.

Available Units

This column is displayed when transferring existing stock. It will show the stock available for transfer. This will use the Stock Qty Calculation options in System Settings to determine whether the available units includes stock on hand, on order, allocated, and so on.

The number is show for information purposes only. If you try to use more stock that is available, the system will still raise the Transfer Requests and the warehouse will have to order more stock to fulfill requirements.

Total Qty

The total quantity required for all items. There are two ways this number can be used.

As you enter the quantity for each location, the system will calculate the total quantity and show it here.

You can enter a number in this field, right click the mouse on the item and select the Allocate Total Units option. The system will distribute the quantity over the locations based on the rates of sale for the locations.

If you enter a Total Qty but do not allocate it fully, the Total Qty will be displayed with a red background to show there is a problem. Although you can continue to add more items, you will not be able to create any transactions until this Total Qty is fully allocated.

Location Quantity

The system will automatically create a location quantity column for each location or grade (depending on how you added your locations). The column heading will show the location or grade code and a number in brackets, for example ABC(3). The number is the number of locations within that code. If you added locations by grade, this will be the number of locations in that grade. If you have added locations by location, this number will always be one.

This number entered in this column is the quantity of stock required for each location. So if you enter 5 into a column for grade A which has three locations, the system will calculate you need a quantity 15.

Rate Of Sale

The system will automatically create a location quantity column for each location or grade (depending on how you added your locations). The rate of sale will be used to determine how much stock a location should get. Locations with a higher rate of sale should get more stock.   

The rate of sale will default to 1 when the item is first added. If you press the Calculate Rate Of Sale button at the bottom of the window, the system will calculate the rates of sale for the locations.

The rate of sale includes any use of the item. If you have an ingredient item that is used in multiple recipes, this number will include the usage of the item in sales of those recipes. If the item is sold in one location but stocked in another, the stocked location will show the usage of the item, regardless of where it was sold.

The following buttons are available below the grid.

Calculate Rates Of Sale

Press this to calculate the rates of sale for each item at each location.

Create Transactions

When this button is pressed, the system will create the required purchase orders and transfer requests for the items.

First, it will display a window that will ask for Required By Date, Delivery Window, Comments and Special Instructions. These details will be used when creating the purchase orders.

Once the details have been entered, the system will create the purchase orders and transfer requests. It will then display the Review Orders/Transfers window to allow you to review the transactions.

Reset

Press this button to clear all the items from the grid. This allows you to start work on a new set of items.

Items Menu

If you right click the mouse on an item in the Items grid, a popup menu will be displayed. The menu has the following options:

Allocate Total Units

This will use the number in the Total Qty column and distribute it over all the locations based on the number of locations and the rates of sale.

Cost Analysis

This will display the cost analysis window for the item.

Qty Sold Statistics

This will display a window which allows you to view the quantity sold statistics for the item.

Show Item

Not currently used.

Set Zero Rate Of Sale To Average

When you calculate the rate of sale, some locations may get a rate of sale of zero. If you select this option, the system will set those zero rates of sale to the average rat of sale for all the locations.

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