Automatic Order - Schedule Regular Supplier Orders using Stock Reorder

Automatic Order - Schedule Regular Supplier Orders using Stock Reorder

New to Retailer 3.4.2 , you can setup specific suppliers to automatically create supplier orders for products using the Stock Reorder-desired levels process (also known as min max quantities), or forecasting the order quantities based on sales records.

When Automatic Ordering is enabled, and properly setup, Retailer will generate supplier orders for the relevant products at the frequency that is specified, ready to be sent out.
The supplier stock items must first be setup with reorder quantities, if not using the Forecast method. The Forecast method uses sales data.
For more information on how to setup Reorder Quantities, click HERE. Only the setup is required, and the Reorder Report section is not applicable here.

Set up Automatic Order

  1. From the main screen of Retailer, click on the Stock button, or Stock Maintenance in the top menu.
  2. Click on Suppliers and Departments, and then the AutoOrder tab.
  3. The screen should be prefilled with all the suppliers currently in the system, with their names in the Supply column.
  4. In the 'Schedule Type', choose the appropriate frequency from the following:
    1. Daily = Generates supplier order every day, every 24 hours from the first time an order is created this way.
    2. Weekly = Generates supplier order every week from the first time an order is created this way.
    3. Fortnightly = Generates supplier order every 2 weeks from the first time an order is created this way.
    4. Monthly = Generates supplier order every month, about every 30 days from the first time an order is created this way.
    5. Yearly = Generates supplier order every year, on the same date as the first time an order is create this way.

  5. In the 'Order Type', choose the type of supplier order to create:
    1. New = This will create a new Pending supplier order each time
    2. Add to Existing = This will add the ordered items to an Existing Pending supplier order, if one exists. Otherwise, a new Pending supplier order is created.

  6. In 'Qty Derived From', choose a method of calculating reorder quantities:
    1. Reorder Qty =Generates reorder quantity based on desired levels only, ignoring any other supplier orders
    2. Reorder Qty - Pending = Generates reorder quantity based on desired levels, and subtracting quantities already on Pending supplier orders
    3. Reorder Qty - Sent = Generates reorder quantity based on desired levels, and subtracting quantities already on Sent supplier orders
    4. Reorder Qty - Pending/Sent = Generates reorder quantity based on desired levels, and subtracting quantities already on Pending and Sent supplier orders
    5. Forecast = Generates reorder quantity based on sales record for the item, and what is estimated to be needed

  7. In 'Next Run', you can click to select the date that the system next creates a supplier order. The schedule will then create subsequent automatic orders from this date. The time cannot be selected and will be automatically set by the system to a valid future time.
    The first order will generate about an hour from when the Auto Order is first activated. You can change the date and set it to today, to see an order created within an hour. This will reset the automatic schedule and continue subsequent orders from today.
  8. In 'Active', tick the box to enable automatic ordering for that supplier, using the settings currently in the grid.
  9. (Only used for Forecast ordering) In 'Forecast Week', enter the number of weeks to forecast for.
    E.g. Forecast Week 1 will predict the order quantities for the next 1 week from now.
  10. (Only used for Forecast ordering) In 'Forecast Weeks Period', enter the number of weeks to look back at sales.
    E.g. Forecast Weeks Period 2 will look back at the last two weeks of sales, to calculate forecast numbers.
  11. Click the Green tick in the bottom left, just under the grid, to save all current settings. The Next Run column will indicate when the supplier orders will be next created.
The supplier orders will be automatically created/added after this, and a notification will appear in the Notification button (speech bubble) at the top of the main Retailer screen, and the POS screen.
The notification can be clicked on to open the supplier order in the Orders Maintenance screen.


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