• • Systematic change of buffers
  • Buffers to decrease
  • Buffers to increase
  • PROTECTORS of buffers to decrease/increase
  • Questionable buffers
  • Distribution of Safety buffer to stores from the central warehouse
  • Safety buffers with expiration date (SBX)
  • Buffer calculation according sales
  • Buffer change according to order
  • Reasons for buffer to change
  • Minimal buffer and Maximum buffer

Systematic change of buffers

The system checks each item every day, if the balance level of that item is not too low / too high.

1.      After opening the STOCK-M inventory management system, check the system's suggested buffer changes every day: STOCK-M window "Today" → "Buffers to increase" → "Buffers to decrease". After clicking on these notes, you will come to the "Buffers to increase" or "Buffers to decrease" window. You can get in to these windows via STOCK-M → "Buffers".

2.      After making changes according system suggestions, in the window „today“ the check mark will appear.

Buffers to decrease

1. When this window opens, you see a list of items for which the system suggests to decrease buffers, because the balance dominated in the "green zone", i.e. set stock level is too high. For each item in this window, Agree or Disagree with the recommended buffer .

• If you agree with system-recommended buffer, system automatically assigns a buffer change reason "Buffer change via zone". The system reduces item buffer 33%.
• If you disagree with the system-recommended buffer, the previous buffer is left and the system automatically assigns a reason for changing the buffer "Manager disagreed with system's suggestion to change buffer".
• These steps can be done for all marked rows massively.

2. !!!RULE: always to decrease the buffer, when it is suggested by Inventory management system STOCK-M, except before the season start.

3.  If, for reasons known to you, you do not agree with the system's suggestion to decrease the buffer, then enter the required buffer value in the "New buffer" column → press "Enter" → select the reason for changing the buffer from the list and save the changes.

Buffers to increase

1. When this window opens, you see a list of items for which the system suggests to increase buffers, because the balance dominated in the "green zone", i.e. set stock level is too low. For each item in this window, Agree or Disagree with the recommended buffer .

2.  !!! RULE: always to increase the buffer, when it is suggested by Inventory management system STOCK-M, except when buffer increasing will not help to solve the problem.

3.  If, for reasons known to you, you do not agree with the system's suggestion to increase the buffer, then enter the required buffer value in the "New buffer" column → press "Enter" → select the reason for changing the buffer from the list and save the changes.

4. !!! You can analyze increase / decrease of the item buffer, offered by the system in the product graph. You can get into the product graph by clicking on the selected item in the row on. The system suggests to increase/decrease buffer according to balance ( ) dominating in the red/green zone. Balance increase/decrease reasons shows: sale (), sales with transfers (), reservation (), supplement ().

!!! By analyzing item movement graph, above mentioned curves can be removed and put on again. To do this, click on the desired curve in the graph legend accordingly (all curves are showed by default in the item chart).

PROTECTORS of buffers to decrease/increase

1.      The system suggests to increase / decrease buffers only for DTA items i.e. for those items that must be kept in warehouse.

2.      The system starts managing the item buffer only when the balance of the item is within the buffer management zone.

3.      Buffer "freeze" period - when item buffer is changed, the system  freezes the buffer automatically, for the period, which is specified near the supplier's parameters "RD" or "GD" (see: Suplier settings). That is, until it was not reacted to the buffer increase / decrease after the last buffer adjustment, it is not worth to change the buffer again.

4.      System suggests to increase the buffer for an item if the balance dominates in the "red zone", i.e. goods/items may be out of stock.

System suggests to decrease the buffer for the item if the balance dominates in the "green zone", i.e. inventory level of the item have become too high and it will be possible to ensure sales, after decreasing it.

5.      System does not suggest to increase the buffer in the storage place, if there is a shortage of goods in the closer chain (for example, in a central warehouse or in a supplier's warehouse, if we have its stock data). Increasing the buffer will not solve the problem, as the item will still not be delivered.

6.      System does not suggest to increase the buffer for the item if the balance was/is dominating for a long time in the "red zone" i.e. the item was not filled up to the specified buffer (eg. due to the supplier's unreliability the item is constantly missing or not enough filled and due to the increased buffer the supplier will not start supplying the item anymore).

7.      System does not suggest to increase the buffer at the storage place, if there were item product write-offs and write-offs in that storage place. Although the inventory of goods/items at the storage place has decreased, but in reality demand for the goods has not increased, opposite - decreased (discounting, write-offs - is a loss for the company).

8.      System does not suggest to increase the buffer in the storage place if the stock is reduced due to a return to the supplier.

Questionable buffers

When the demand for an item suddenly changes (decreases / increases), then without waiting while system will suggest to change item buffer systematically, these items can be seen and checked earlier, by using the "Questionable buffers" function.

1. The system checks the buffer for each item according sales, i.e. whether the buffer is adequate for sales: STOCK-M → “Buffers” → “Questionable buffers”.

2. The list shows the DTA items, which we suggest to review, if the set buffer is not too small (in the column "Questionable buffers"), or not too big (in the column "Questionable buffers" column), comparing with sales.

3. A short period of time is analyzed, that it would be possible to notice  changes in demand quickly. Decision, whether to change and what to change, - is left for user.

!!! Pay attention, for what reason and if for the long period demand of the product has changed. If demand has changed for a long period, then change the product buffer in the Questionable buffer window. If the demand for the product has changed for a short period or you do not know for what reason and for how long the demand has changed, then do not change the buffer.

Distribution of Safety buffer to stores from the central warehouse

When distributing balances from the central warehouse to stores / branches, the quantity of the Safety Buffer in the central warehouse is not distributed.

There is possibility to specify Safety buffers, which fall into the distribution of balances to branches / stores. For this purpose the Safety buffers must be entered / indicated in columns: SB2, SB3 (In the inventory window or on the product card), or the information must be transferred during the data exchange. The quantities indicated in them will participate in the distribution of the balance from the central warehouse.

Safety buffers with expiration date (SBX)

StockM has 3 security buffers for which expiration dates can be specified - SBX1, SBX2, SBX3. The following Security Buffers can be transferred from the accounting data via exchange file sbx.csv or created / edited / deleted directly in the StockM window: Periods -> Security Buffers. Can be uploaded to StockM via an excel template.
Creating a New SBX: Time Intervals -> Safety Buffers -> New.

• Only one active combination is possible at a time: SKU - Warehouse - Type (there are 3 types of safety buffer - SBX1, SBX2, SBX3). If you want to load / create an additional period for the same “SKU - Warehouse”, you need to select another type.
• If the combination “SKU - Warehouse - Type” is loaded, which is already active in StockM, it will be changed to the new one.
• When loading items to the window Time Intervals -> Safety Buffers -> New, a maximum of 3 items with the same combination “SKU - Warehouse” can be loaded (or copied) simultaneously, as there are 3 types of safety buffers to date.
• In the window Time Intervals -> Safety Buffers -> New, it is possible to download the template of Safety Buffers. If there are added items in that window, those items will be added to the downloaded template.
• It is possible to load items into the "New safety buffer" window from excel according to the Warehouse code or Warehouse level.

Editing SBX:

• Before the validity of Safety buffer has not started - all fields can be edited: Type, Value, Begin date, End date, Remark to safety buffer.
• When the validity of Safety buffer has started but has not expired (or not canceled) - only the fields can be changed: End date, Remark to safety buffer.
• When the validity of Safety buffer has expired or has been canceled - no fields can be changed.

Delete SBX:

• If the validity of Safety buffer has started - after deleting the record, today's date is entered in the "Canceled" column and the validity of the safety buffer is suspended (the Safety buffer remains in the history).
• If the validity of Safety buffer has not yet started - after deleting the record, it is completely deleted from the table, without even leaving it in the history.

StockM has 3 security buffers for which expiration dates can be specified - SBX1, SBX2, SBX3. The following Security Buffers can be transferred from the accounting data via exchange file sbx.csv or created / edited / deleted directly in the StockM window: Periods -> Security Buffers. Can be uploaded to StockM via an excel template.
Creating a New SBX: Time Intervals -> Safety Buffers -> New.
• Only one active combination is possible at a time: SKU - Warehouse - Type (there are 3 types of safety buffer - SBX1, SBX2, SBX3). If you want to load / create an additional period for the same “SKU - Warehouse”, you need to select another type.
• If the combination “SKU - Warehouse - Type” is loaded, which is already active in StockM, it will be changed to the new one.
• When loading items to the window Time Intervals -> Safety Buffers -> New, a maximum of 3 items with the same combination “SKU - Warehouse” can be loaded (or copied) simultaneously, as there are 3 types of safety buffers to date.
• In the window Time Intervals -> Safety Buffers -> New, it is possible to download the template of Safety Buffers. If there are added items in that window, those items will be added to the downloaded template.
• It is possible to load items into the "New safety buffer" window from excel according to the Warehouse code or Warehouse level.
Editing SBX:
• Before the validity of Safety buffer has not started - all fields can be edited: Type, Value, Begin date, End date, Remark to safety buffer.
• When the validity of Safety buffer has started but has not expired (or not canceled) - only the fields can be changed: End date, Remark to safety buffer.
• When the validity of Safety buffer has expired or has been canceled - no fields can be changed.
Delete SBX:
• If the validity of Safety buffer has started - after deleting the record, today's date is entered in the "Canceled" column and the validity of the safety buffer is suspended (the Safety buffer remains in the history).
• If the validity of Safety buffer has not yet started - after deleting the record, it is completely deleted from the table, without even leaving it in the history.

Buffer calculation according sales

IT IS RECOMMENDED TO USE ONLY when there is a significant change in demand for the product  (eg. the product has been promoted for a long time) and the current buffer does not match to the real situation, STOCK-M → "Assortment" → "Inventory" → Filter: required item:

1. Recalculation of buffers according sales for a selected list of items.

    1) if you want to recalculate buffers for the selected list of goods, then mark the desired goods/items, in the window that opens.

• If you want to mark all filtered items, then place a check mark in the headings part.

    2) click the button  , after clicking this button new table will appear, where you will open Buffer calculating parameters window, after clicking.

In the table that opens, you can choose the calculation type: based on average sales or floating maximum, also calculate the new buffer by a coefficient.

• We recommend to calculate according to average sales, when there is a long delivery time, so that one-time high sales wouldn't distort the value of the calculated buffer;

• we recommend that you calculate according to floating maximum, when there is short delivery time - select the delivery cycle, when there were the biggest sales and add Merfis (if it is specified). Note: The selected time period cannot be less than 1 delivery cycle (RD).

• In order to replace the current buffer by a coefficient, enter the coefficient. Selection / checkbox “Take into account MOQ” allows you to select to take into account MOQ or not:

  • By default, the check mark is placed and the new buffer calculation formula is: New BUF = (BUF - MOQ) * coeff. + MOQ
  • If the check mark is not placed, new buffer formula is: New BUF = BUF * coeff.

    3) after providing the information, click the button "Calculate";

    4) select the reason, why do you want to recalculate your buffers according sales. After selecting the reason, click on the button "Save";

    5) buffers of items will be automatically changed to calculated values, according to selected parameter.

• When you change the buffer, so after saving action, new message will appear, which will inform you about how many items buffers were changed successfully (eg. 16 from 16 marked were changed).

2. Buffer recalculation according to sales for each item (SKU):

    1) if you want to recalculate the buffer for each item separately and want to see before changing, to which buffer it will be changed, click the button .... the system will calculate the buffer according to the selected buffer calculation method and will enter the calculated buffer into the column "New buffer";

    2) if you agree with the calculated value, then press "Enter" and the system will change the buffer into the calculated value.

•  select the reason, why do you want to recalculate your buffers according sales. After selecting the reason, click on the button "Save".

Buffer change according to order

!!! IMPORTANT: If you do not agree with the ordered quantity, i.e. for reasons you know, the order quantity of the product, calculated by the system, is either too big or too small, then it is necessary to correct/edit not only the order, but the buffer also.

When you turn on the function "Buffer change according to order", change the ordered quantity in a new regular order, the buffer will be adjusted automatically:

• if the change is bigger than 10% of the existing buffer.

• if in the new opened order supplier was never changed ("Buffer change according to order" is available only according to the main supplier parameters).

1. The function "Buffer change according to order" is valid/available only for those items, that have neither a security buffer nor a PTO. I.e. if the item has a security buffer or PTO set, then function "Change buffer" is inactive.

When a security buffer or PTO is set for an item, the person firstly has to review if these parameters are specified correctly (security buffer, PTO) and change the buffer only if necessary.

        !!! Security buffer and PTO increase ordered quantity.

2. This function is used at the start of the project, when you start to send your first orders with the STOCK-M inventory management system. 

3. There are four options for using the function (this function can be administrated only by project manager):

    1) do not use function - buffer unchangeable;

    2) use always - the buffer is always adjusted if the order has been changed;

    3) Use on separately cases - when you enter a new value in the ordered quantity adjustment window, you must put a check mark on "Change buffer", only then the buffer will be adjusted;

    4) do not use on separate cases - when you enter a new value in the order quantity adjustment window, you have to take off a check mark from "Change buffer", only then the buffer will not be adjusted.

After changing the buffer according to ordered quantity, the reason for changing the buffer will be assigned automatically "Buffer changed by changing ordered quantity."

Reasons for buffer to change

If you deviate from the system's offer to increase / decrease the buffer, the system asks to enter the reason, why the change has been done: STOCK-M → "Other" → "Reasons"

1. If you want to create a new reason, click the button "New".

    1) In the window that opens, put the check mark "Active", select type of the reason: "Buffer change ";

    2) enter the content of the reason and click "Create".

    3) if you want to change the reason, you can do so directly in the reason row.

    4) if you want to remove the reason, mark the desired row and click  .

2. If you make buffer changes not according to system's suggestion, enter the value of the buffer in the column "New buffer", pressing "Enter" or going to the next row, the system will assign the reason, first from the list, or you have to select the appropriate one. Massive buffer changes are also possible, in such case for all selected rows will be written one buffer value and assigned one, selected reason.

Minimal buffer and Maximum buffer

1. Minimum buffer – it is the value to which the buffer can decrease (the buffer cannot be less than MinBuf or MOQ). Used to manage sets when in the storage place should be eg. not less than 4 units, although you can order and sell 1 unit, then after setting MinBuf = 4, the system will keep at least 4 units. These 4 units are not just for “beauty” on the shelf, but also for sales.

Note: Item Minimum Buffer is not related to item ordered quantity or order formation frequency.

    1) by default MinBuf = 0, but MinBuf can be changed manually.

•     If MinBuf = 0 then the buffer can decrease to MOQ;

•    If Min.buf> 0, then the buffer can decrease to Min.buf or MOQ, depending on which of it is bigger.

    2) MinBuf is changeable in the product/item card.

2. Maximum buffer – it is the value up to which the buffer can increase (the buffer cannot be bigger than MaxBuf). MaxBuf can be used when space is limited in the shelf, freezer, storage place, e.g. the freezer can hold up to 100 units, if ordered more, there will be no place to put the goods.

Note: Item Maximum Buffer is not related to item ordered quantity or order formation frequency.

    1) By default, MaxBuf = 0, so buffer increase is not restricted. MaxBuf can be changed manually (MaxBuf cannot be smaller than MinBuf or MOQ).

    2) MaxBuf is changeable in the product card.