Wiki source code of UŽSAKYMŲ VALDYMAS

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1 {{toc/}}
2
3 The system generates orders according to set order schedule, which have to be sent the same day (we recommend to send orders in the first part of the working day). The system creates order if need to order at least 1 item.
4
5 We recommend to use "Auto Send", after setting this parameter system will form and send orders by e-mail for supplier automatically (you can set conditions for the supplier, when orders are sent automatically. See [[Order optimization>>doc:User_Manual.Suppliers.WebHome||anchor="HSupplier201EAutoplacesettings22"]]).
6
7 == **Sending New (and/or urgent) orders to the supplier** ==
8
9 ~1. In menu point “Orders” choose orders type “To be sent” (or click “Orders to be sent” in users tasks list).
10
11 [[image:5.jpg]]
12
13 2. New window opens, where you see a list of scheduled orders or manually generated orders for suppliers (if you opened the window through the taskbar, you will see only these orders for which you are responsible).
14
15 3. Click the pencil [[image:redaguoti piestukas.PNG]] to enter the order:
16
17 1) The order shows the list of items, which system offers to order.
18
19 2) Item, which is in the order for the first time, becomes yellow. New item, which will be marked in yellow, has the mark [[NEW>>doc:User_Manual.Glossary.WebHome||anchor="NEW mover"]] and has never been in the order formed by the STOCK-M system. Pay attention to such items, especially if the "primary" filling of the store shelves is required - whether the ordered quantity is not too low / high.
20
21 3) If the supplier has defined supply conditions (written note in supplier card) - these terms are visible in the upper part of the new order (information field), for example: set minimum total order quantity or minimum order amount.
22
23 4) At the bottom of the order you can see marked order lines measurement unit, amount, amount of money, volume and weight, by which you will know if supply conditions are met.
24
25 5) In the opened order window, you can select the columns you would like to see on the adjustable order. Default fields are:
26
27 * SKU code;
28 * Item description;
29 * Primary quantity – system suggested quantity to order;
30 * Quantity – ordering quantity (in this column you can edit ordering quantity, values are highlighted);
31 * Available quantity – left free central warehouse quantity, after order creation. Values are red in columns "Available quantity" and "dedicated quantity" if free balance = 0 (only when the supplier is a central warehouse).
32 * Dedicated quantity – distributed central warehouse balance during orders creation process.
33
34 NOTE - available quantity and dedicated quantity are calculated during the first twenty-four hours of data exchange and not recalculated manually by correcting/creating orders.
35
36 (% style="letter-spacing:0.1px" %)6) Remark to SKU – you can write a comment/remark for every order item separately in this field.(%%)
37 (% style="letter-spacing:0.1px" %)7) If order not sent (placed) yet, so you can export it to xls or csv, by clicking the icon [[image:xls eksportavimas.PNG||style="letter-spacing:0.1px"]] or export it to any specified form, by clicking button [[image:export.png]]. If you made changes in the order – don’t forget to save changes before exporting the order.
38
39 [[image:6.jpg]]
40
41 === __Sending new order, without corrections, to the suppliers__ ===
42
43 If you don‘t need to make any corrections in the order, so after opening new order click [[image:place.png]] (by default all lines are marked).
44
45 === __Sending new order, with corrections (not optimized), to the supplier__ ===
46
47 ~1. If you need to correct ordering quantities, so after opening new order, put the cursor in the column „Quantity“ and click [[image:kiekio redagavimas.PNG]] in this line where correction must be done.
48
49 1) In the screen you will see a table, where will be asked to specify the reason, why do you change the quantity of ordering item, also you will have to write the quantity, in box „New quantity“, which you want to order.
50
51 2) In the table, which opens you also see what is the minimal ordering quantity ([[USQ>>doc:User_Manual.Glossary.WebHome||anchor="TNK"]]) and how many units fit into the palette. According these parameters the system check if your new written quantity make full USQ and/or full palette.
52
53 3) If specified quantity don‘t make full USQ and/or full palette, the system suggest values (numbers), which would make full USQ and full palette values (the system suggests smaller and bigger full USQ, full palette values).
54
55 4) When you want to confirm, click [[image:change quantity.png]] .
56
57 2. After making all changes and marking lines, which you want to send (place), click [[image:place.png]] .
58
59 === __Sending new (optimized) order to the supplier__ ===
60
61 ~1. If you need to optimize your order by transport, amount, weight, volume, or quantity, click the "Optimize" button in the upper right corner of the window.
62
63 1) When you click on the "Optimize" button, new table will open, where you can choose "Optimize by supplier settings" or "Optimize by parameters" by setting parameters as well as writing your value as optimization target manually below or choose "Reduce number of lines till... ".
64
65 2) If you want to optimize your order, the lines not necessary need to be ticked. These positions, which quantities were changed in the order, will not be optimized.
66
67 3) If it is necessary to make any corrections in the order, it have to be done before the optimization:
68
69 [[image:optimization1.png]]
70
71
72 2. After selecting “Optimize by supplier settings” in opened table, order is optimized by settings, specified in supplier’s card. Order quantities change so, that it would fill transport optimally and would compose an amount.
73
74 1) If transport filling (optimization) threshold was not reached (i.e. order size, when order will be increased if this order size will be reached) – order will not be optimized.
75
76 2) If order is composed from more than 1 transport and for each transport need separate order, then:
77
78 * It must be set “split order according to transportation batch” for supplier (in supplier card);
79 * **//!!! IMPORTANT, //**//if after the optimization, you will make corrections in the order again, then order will not be splitted by transport. This function works only for the first optimization of the order.//
80
81 3. After selecting „Optimize by parameters”:
82
83 1) It is allowed to optimize by the amount of money, weight, quantity and volume, for both, to the big and to the small side. Select optimization type:
84
85 * by order sum (EUR);
86 * by order weight (kg);
87 * by order volume (palette);
88 * by order quantity (unit/pcs).
89
90 2) Write optimization target into empty field, which is in the bottom of the table.
91
92 3) Select optimization condition to the closest target value by reducing or increasing the order;
93
94 * no less than the target;
95 * no more than the target;
96
97 4) Select [[image:optimization2.png]].
98
99 5. When you do optimization and other changes (after it), click [[image:save.png]] or [[image:place.png]].
100
101 //IMPORTANT: optimized quantities will not be written if you will close the order without saving changes or if you will not send it (order).//
102
103
104 === __Divide product order amount__ ===
105
106 If orders for the supplier are formed frequently, but the delivery / delivery time is long, there is no need to order the entire buffer immediately with the first orders. It is possible to create several orders in one delivery time and thus reduce the amount of ordered goods. In other words, “to fill the buffer” not immediately, but in several deliveries (divide the ordered quantity of one item in time over several orders).
107
108 It is possible to enable the setting so that in case of frequent but long deliveries, the entire buffer would not be ordered at once in one order. If at least 2 regular orders can be formed during the delivery time, then a maximum limit is applied to the ordered quantity, which is calculated according to the ratio of delivery frequency and duration and the buffer. The maximum quantity also includes a PTO and a reservation so that ordered quantity was not restricted for special needs.
109
110 **Important:** The possibility to use this function has to be agreed separately and setting of this function works company-wide. If necessary, contact the project manager.
111
112 === __Adding an item to a new order, which is going to be send to supplier__ ===
113
114 If you need to add an item, that has not been placed in the order, which has to be sent to the supplier (for example, the item is a novelty, or you add a special order, made by customer, to the regular order, when that customer's special order is for item not supported at storage location), then click [[image:add SKU.png]] and write that quantity, which you want to order. After adding all desirable items select [[image:save.png]] or [[image:place.png]].
115
116 === __Sending new order for alternative supplier__ ===
117
118 ~1. If you need to send a part of the generated order to an alternative supplier (eg. for order limit), select the alternative supplier from the drop-down list from which you want to order and adjust the arrival date.
119
120 2. If you don‘t need to correct the order, click [[image:place.png]] .
121
122 3. If you need to correct ordering quantities – do in this way, as it is written above (look - [[Sending new order, with corrections (not optimized), to the supplier>>WebHome||anchor="HSendingneworder2Cwithcorrections28notoptimized292Ctothesupplier"]]).
123
124 4. If you do not need to correct the quantities, you only need to send only part of positions (some of the items). Mark the positions with a tick, which you want to order, click [[image:place.png]].
125
126 5. You can also add positions to your order, which were not in the order for the main supplier (look - [[Adding an item to a new order, which is going to be send to supplier>>WebHome||anchor="HAddinganitemtoaneworder2Cwhichisgoingtobesendtosupplier"]]).
127
128 6. Order, for alternative supplier, you can save. By saving alternative supplier order you will be asked to write the reason and you can form a new order from lines, which were not marked.
129
130 * If the check mark is ticked (by default check mark is not ticked), then quantities are decreasing in the initial order of the main supplier, while marked items and quantities are saved in the new order (for the main supplier). It is not necessary to choose the reason.
131 * If there is no check mark, the marked items and quantities are saved in the order and the remaining part of the order is removed.
132
133 (((
134 [[image:8_SaveOrder.png]]
135 )))
136
137 === __Combining new orders__ ===
138
139 Multiple orders can be combined into one, in new orders window.
140
141 It is allowed to combine several orders from the same warehouse - suppliers can be different.
142
143 To combine several orders into one:
144
145
146 * In the new orders window, select the orders you want and click the button "Combine orders".
147
148 (((
149 [[image:9_CombineOrers.png]]
150 )))
151
152 * In the window that opens, fill in the required data - supplier selection is required.
153
154 (((
155 [[image:10_Combine.png]]
156 )))
157
158 * After completing required fields, you can "Save," "Save and Open", "Save and Send" combined order or cancel started combining action.
159 * After combining orders, all marked orders will be combined into one. It is unable to reset primary orders.
160
161 (((
162 === __Optimizing new orders, in orders list__ ===
163
164 In the "to be  sent" orders list, select orders that need to be optimized by common parameter and click the button [[image:image-20220112143238-1.png]] .
165
166 Choose how do you want to optimize orders, the way to optimize your orders and optimize conditions, in the window that opens.
167
168 [[image:image-20220112143238-2.png||height="339" width="596"]]
169
170 When you are choosing the way to optimize, you can choose the way how to do it:
171
172 · Each order separately. In this case, the purpose must be specified for each order separately.
173
174 · All orders in general - the purpose must be specified one for all orders in general.
175
176 After clicking the button orders will be optimized according the specified terms and you will be able to Save, Save and Send them or Cancel Changes.
177 )))
178
179 === __Other settings, sending new order to the supplier__ ===
180
181 ~1. If you want to write a remark, which must be seen by the supplier, who will get the order (for example: to deliver goods before exact hour, to certain place and exactly day and so on), then in the new order window in the field „Order remark“ write necessary text (in the new order in the field „REMARK“ written text is displayed in standard order form, which is sent to supplier (information for supplier)).
182
183 2. If you found out that the supplier has temporarily changed the order fulfillment time (especially if the order time has extended), then in the new order window, change the order delivery date (type or select from the calendar).
184
185 3. If you need to change the order number of the new supplier, enter the order number you want in the field "Order no." If you leave this field empty, then system will give order number automatically, according order number format and numbering, specified by the supplier.
186
187 4. If you need to cancel the order, mark all lines, click [[image:annul.png]] . On the screen that appears, select the reason why do you want to cancel the order and click "Confirm".
188
189 === Coordinate of  orders "To be sent" with branch/store staff. ===
190
191 If there is a need to coordinate created (but not yet sent) orders ("To be sent" in StockM) with other people - employees of branches/stores, contact the StockM team, we will make the necessary settings. You will need to specify the users who will be given this right.
192 This is an additional chargeable module, activated only for the entire StockM program.
193
194 Such users will be able to edit, offer quantities, enter information in the order window in the new "Offered quantity" column. After saving the corrections, the original user will see the corrected, recommended amounts in red. He will only have to confirm, agree or not with the new quantities and send the order.
195
196 If there are several orders, you will be able to see the recommendations in the general list: Orders -> Approval of offers, so that you do not have to go to each order separately.
197
198 == **Creating new orders** ==
199
200 ~1. The new order is generated manually not according to the set orders schedule only in these cases when there is no possibility to send the order, because of some reasons, according to the schedule (for example, order is sent earlier because of the supplier's holiday, etc.) or goods parameters are changed and need to create order with new values.
201
202 2. In menu item "Orders", select "Create orders":
203
204 [[image:12_CreateOrders.png]]
205
206 (% style="letter-spacing:0.1px" %)3. In the new opened window you have to select what order you want to create. When you create regular order: select, what are storage places, what supplier and which splitting marks (if orders are splitted according marks) order you will form, click „Create a new one“.
207
208 [[image:auto_siunt.png]]
209
210 1) When you select a split mark, the order is formed only for that mark.
211
212 2) If you want to create an order for all splitting marks, select all splitting marks.
213
214 3) If you place a check mark next to "Today's orders only", only today's orders will be created.
215
216 4) The checkmark “Autoplace” can be placed only if a checkmark “Today’s orders only” is placed..
217
218 * If placed, the order will be sent automatically as soon as the regular order is created. If the order cannot be sent due to the optimization settings to the supplier, it will appear the “New orders” window to be reviewed and sent by the responsible user manually.
219 * If not placed, the order will be moved to the “To be sent” window to be sent manually.
220
221 4. New formed orders appear near all "New Orders". Near such orders will appear an image [[image:rankos ikonele.PNG]], orders will be sent as regular orders (see: [[Sending New (and/or urgent)orders to the supplier>>WebHome||anchor="HSendingNew28and2Forurgent29orderstothesupplier"]]).
222
223 === __Special orders formation__ ===
224
225 Special order is formed only then, when is accepted and must be executed big client one-time order, promotion or demand is increasing shortly for other reasons.
226
227 Select “Create a new one” in menu item “Orders”. In the window that opens, select the section “Special order”.
228
229 [[image:14_SpecialOrders.png]]
230
231 ~1. In the table that opens, select which supplier, to which storage place and for which splitting mark you want to place the order.
232
233 2. If you need to estimate ordered quantity for future orders (for example, pre-order preparation for the supplier holidays) - put the check mark on "Include quantity on the way". If the ordered quantity does not need to be evaluated and the ordered quantity does not influence other regular orders (for example, customer's special order) - do not put the check mark.
234
235 3. Then select one of these options:
236
237 * Open empty order. Opened order will be filled with the main order information and you will add goods by clicking the button [[image:add SKU.png]] . Filter goods, which you want to order, mark them and click "Add Items to Order".
238 * Open order with goods. In created order there are all goods of that supplier (DTO / DTA).
239
240 4. At each item, click on [[image:kiekio redagavimas.PNG]] enter the quantity, which you want to order. When you click on pencil, a table “New order quantity SKU” will open, where you should enter desired new order quantity. After entering the quantity, ordered item quantity in pallets and [[USQ>>doc:User_Manual.Glossary.WebHome||anchor="TNK"]] is calculated automatically.
241
242 5. Once you have set the quantities you want to order, click [[image:place.png]].
243
244 === __New special orders import__ ===
245
246 The function can be used:
247 - when many special orders are sent to specific customers (special orders are sent without quantity on the way);
248 - when short-term promotions are held and a specific order quantity is agreed with the supplier, during which the goods are delivered once (special orders are sent with quantity on the way);
249
250 You can import xls, by using this function, in which can be filled orders from different warehouses, different suppliers.
251
252 [[image:15_ImportSpecialOrders.png]]
253
254
255
256 After putting the check mark on "Include quantity on the way" - will be created orders with quantity on the way.
257
258 If you will not put the check mark on "Include quantity on the way" – orders will be created without quantity on the way.
259
260 If you will put a check mark on "Send Orders Automatically" - the orders will be created and sent automatically to the suppliers.
261
262 If you will not put the check mark on "Send Orders Automatically" – orders will be formed and saved in new orders window.
263
264 If you click „Download template“, you will be able to get empty template of special order.
265
266 If you click „Download filled template“, new window will open, where you can select warehouse, supplier, split mark. Also you can select if delivery date will be taken from supply schedule or entered manually.
267
268
269 [[image:16_Template.png]]
270
271
272
273 Template filled with selected information:
274
275
276 [[image:17_TemplateSelectedInformation.png]]
277
278
279
280 Required fields, to fill, are:
281
282 - Supplier code (if this xls field will be empty, order can be sent to the main supplier);
283
284 - Warehouse code;
285
286 - SKU;
287
288 - Ordering quantity;
289
290 - Arrival date (if for the same warehouse and for the same supplier will be given different arrival dates, so different orders will be formed for the supplier);
291
292 - Remark to SKU (field is not required, but if it will be filled, will be visible in orders window remarks near the item and in the form, which is sent to supplier, if this is agreed);
293
294 - Order remark (field is not required, but if will be filled, will be visible in orders window remarks and in the form, which is sent to supplier);
295
296 - Split mark (field is not required, but if will be filled, will be visible in orders window. If for the same warehouse and for the same supplier, items will be given different splitting marks, so different orders will be formed for the supplier).
297
298 If duplicates occur during the upload of the template (same SKU in several lines), the program informs about it. If necessary, you can sum up the ordered quantity of duplicates (just confirm the request).
299
300 Sent orders are visible among placed orders.
301
302 === __**Return of overstock to the company's central warehouse.**__ ===
303
304 ~1. In StockM is opportunity to form return orders for overstock items from warehouses / stores to the central warehouse. In StockM: Orders -> Create a new one -> Return Orders
305
306 To place a return order, you must specify:
307
308 * a central warehouse to which you will return overstock;
309 * warehouses / stores (and / or warehouse levels) from which returns must be made;
310 * it is possible to indicate which groups of items will participate in the return (if none is selected, all are considered to be marked),
311 * from what percentage of the BB indicator (balance and buffer ratio) items have to be returned (less than 100% cannot be specified).
312
313 [[image:image-20211122151631-1.png||height="400" width="621"]]
314
315 In other words, the percentage indicates that the excess items above it are returned.
316
317 IMPORTANT: In order to return the items from the warehouse / store, it is necessary to create a supplier with the same supplier code as the warehouse code (Supplier code = Warehouse code).
318
319 Other mandatory conditions:
320
321 • the item does not participate in the promotion in the branches / stores from which it is returned;
322
323 * the item does not have a CD status in the central warehouse;
324
325 • the product does not have the mark of being out of range or sold out (OUT, CLN).
326
327
328 2. When forming orders for the return of overstock items, instead of creating an order, there is possibility to generate an excel form / report based on a special order form.
329
330 Additional information columns are visible in this form. You can edit the list of items in it. Upload the final list / form via Import special orders. Only the information from the first 8 columns will be uploaded (as in the special order form).
331
332 You can find the placed orders in the "New orders" window.
333
334 If the receiver of the overstock items return order is a central warehouse, then:
335
336 * the columns will be filled in the excel form / report: Receiver BTB, Receiver's balance, Receiver's buffer;
337 * Receiver‘s code will be the central warehouse code (not the central warehouse as the supplier code).
338
339 [[image:image-20210727103302-1.png]]
340
341 To create an initial list of goods, the user will have to fill in the fields shown below:
342
343 [[image:image-20210727103426-2.png||height="401" width="633"]]
344
345
346 === __Creating new card in StockM__ ===
347
348 ~1. If you need to send a special order to supplier or order an item, that is not in StockM yet, then you can create an item card directly in StockM.
349
350 2. In inventory window click button [[image:new.png]] .
351
352 3. In opened window fill all necessary data. Required fields are marked *:
353
354 **// IMPORTANT! //**//This card will be created in StockM, don’t forget to create it in accounting. The code for this item in StockM and accounting MUST match, that data would be renewed/updated.//
355
356 === __Other settings, sending a special order to the supplier__ ===
357
358 (% style="font-weight:normal" %)**1. Special orders arrival date is counted according specified supply time in supplier card.**
359
360 (% style="font-weight:normal" %)** 1) If there are several arrival times on the supplier's card, then it is taken the longest arrival time. If the supplier does not have an order scheduling or does not specify an order completion time, then after creating special order, arrival date will be automatically set as tomorrow day.**
361
362 (% style="font-weight:normal" %)** 2) While you create special orders, don‘t forget to check special order arrival date. If needed, you can correct the date.**
363
364 (% style="font-weight:normal" %)**2. If you want to write a remark, which supplier must see, which will get special order (eg. to deliver goods before certain hour, to the certain place and at exact day, and so on), then in the special order window, in the „Remark“ field, write required text (in new window, in the field „REMARK“, written text is displayed in a special order form, which is send to supplier (information for supplier)).**
365
366 == **Special orders of clients / reservations (PTO)** ==
367
368 There are 2 types of reservations in StockM: from the existing stock in the warehouse (IOH) and special orders of customers / reservations PTO (from not existing IOH).
369
370 PTO orders / reservations in StockM can be entered manually or received via pto.csv file from accounting. They are visible: StockM -> Orders -> PTO Orders.
371
372 1. StockM checks what delivery date is indicated.
373 1. In the separate field “Activate before X d.” the number of days before the delivery date to activate the order can be specified, i.e. when the order must become active and can be started. If in the field “Activate before X d”:
374
375 * nothing is specified, the field is empty, the PTO order will be processed immediately and it will be included in the nearest order to the supplier;
376 * 0 is entered, the goods will be ordered with the last order, which will arrive before the specified delivery date;
377 * a certain number of days is entered, the order will become active in such a number of days before the “Delivery date” and will be included in the next order to supplier after this activation.
378
379 1. It is possible to specify the number of days of validity of the PTO order „Delete after X days“. The number of days can be entered in StockM, in the PTO orders window, or uploaded via pto.csv file.
380
381 * After the specified number of days after the „Delivery date“, the PTO order / quantity will be removed automatically or no longer included in the orders to the supplier.
382 * If the field „Delete after X days“ is empty, the order has no expiration date.
383
384 Quantities of items in the PTO reservation are added to the regular order formed for the supplier according to the schedule.
385
386 **Upload PTO orders to StockM via form.**
387
388 Records from file/template can be loaded in PTO order field. Template can be downloaded by clicking:[[image:http://wiki.stockm.info/bin/download/NAUJIENOS/WebHome/20210318_1.png?rev=1.1||alt="20210318_1.png"]]
389
390 = [[image:http://wiki.stockm.info/bin/download/NAUJIENOS/WebHome/20210318_2.png?rev=1.1||alt="20210318_2.png"]] =
391
392 [[Edit>>url:http://wiki.stockm.info/bin/edit/NAUJIENOS/WebHome?section=17]]
393
394 When uploading a file/template, new PTO records are created and existing ones are edited:
395
396 * If no creation date is specified for new records, the current date is used by default.
397 * The delivery date cannot be earlier than the creation date.
398 * SKU code – warehouse code - order No combinations cannot be duplicated.
399 * Order quantity cannot be negative.
400 * The order number must be indicated.
401 * The warehouse code and SKU record must exist in that warehouse;
402 * The delivery date and the ordered quantity must be indicated only for the records to be newly created;
403 * Empty fields in the file, do not update the values, leave the former ones;
404 * To cancel the number of validity days, enter "-1".
405
406 == **Special orders of clients (PTO2)** ==
407
408 PTO order - a one-time order of the customer's buyer that is not executed from the current balance.
409
410 PTO order can be:
411
412 • entered manually in StockM;
413
414 • imported manually from an excel table template;
415
416 • received in pto.csv file via data exchange.
417
418 In the STOCKM system, the quantities of items in the PTO records are included in the orders formed by StockM.
419
420 • PTO order for supplier is executed according to a regular supply schedule along with a regular order.
421
422 • An urgent PTO order for supplier is sent as a separate independent order
423
424
425 **Order entry mechanism:**
426
427 |(((
428 The balance is not taken into account when forming PTO orders.
429
430 Each PTO record is unique and is placed in orders in separate lines accordingly. The same order document can contain several lines with the same SKU code and different PTO numbers (then it is possible to trace the execution of each buyer's order based on the PTO order number and status).
431
432 The PTO is placed in the StockM order for supplier according to the usual supply schedule, the lines are attached to the same document along with DTA items orders, except for urgent PTO orders.
433 )))
434 |(((
435 The PTO quantity is ordered only once (the system tracks the status and ensures that the PTO quantity is ordered only once next to DTA item regular quantities).
436 )))
437 |It can be specified whether to evaluate MOQ and USQ by rounding upwards next to each PTO record (even if there are multiple lines of the same SKU). If not specified, StockM will order exactly the amount that is recorded (will not take into account MOQ and USQ).
438 |(((
439 **Urgent orders**
440
441 A sign of urgency may be indicated for each PTO record. An urgent PTO order is formed separately from the supply schedule, in separate documents. Once you start the urgent order creation process, orders for supplier are immediately created for all PTOs that are marked as urgent.
442 )))
443 |(((
444 **Supply chain**
445
446 Orders are automatically processed throughout the chain (RWH -> CWH -> Supplier)
447
448 If the PTO record is entered at region warehouse (RWH) for an item that is supplied from a central warehouse, the system will first form an order for the further supplier (on schedule or urgently), regardless of the balance in the central warehouse (CWH). Only when the corresponding line in that order is closed (the items will arrive at the CWH and will not remain in the quantity on the way) the formation of the final chain order from CWH to RWH begins. The same PTO record (with the same PTO order number), entered for the final chain, participates in orders of both chains.
449 )))
450
451 **PTO process:**
452
453 1. PTO record is entered in the StockM system (from accounting; by hand or through a template); Hand: Orders -> PTO Orders -> New  and then we are filling in the required data.
454
455 [[image:image-20220610165631-1.png]]
456
457 2. StockM deducts when to start the WTO order according to the specified delivery date.
458
459 3. According to the regular schedule, an order is formed for the external supplier (in case of an urgent order, it is executed without waiting);
460
461 4. A line with PTO quantity is added to the newly created order for the supplier (even if there is a balance in the warehouse, this means nothing);
462
463 5. Once the order is placed to an external supplier, a quantity on the way to the central warehouse occurs;
464
465 6. The order arrives at the central warehouse, or it is declared that it did not arrive, i.e., there is no quantity left on the way. This signals to the system that an internal order can be formed;
466
467 7. An internal order is formed according to the schedule (in case of an urgent order, it is executed without waiting) if PTO order was received from RWH.
468
469 8. A line linked to the same PTO record is added to the newly created internal order. Quantity may be limited by the balance in the center (if there are settings to estimate the CNT balance (on the supplier card));
470
471 9. Once the internal order is placed, the quantity on the way occurs at the point where the PTO record is entered;
472
473 10. The order arrives, there is no quantity on the way, the balance is received from the accounting system;
474
475 ~11. As the PTO record is still valid, it reserves the balance at RWH that has arrived, so that part of the balance does not prevent the ordering of how much is missing to the buffer for regular storage in the warehouse;
476
477 12. The reduced balance (sold) of what was ordered by the PTO is updated from accounting;
478
479 13. The PTO record is removed or discontinued from accounting, or the specified number of days from the entered delivery date passes.
480
481 **Indications of validity and activity of PTO:**
482
483 * Field "Active" - indicates that the system contains such a PTO record and is pending (actions not started);
484 * Field "In Progress" - indicates that the PTO quantity is currently involved in the order process.
485
486 **PTO order states:**
487
488 |(((
489 **Not started**
490
491 If the "Activate before X days" field specifies X days, the PTO will start running (status will change to "In progress") X days before the delivery date.
492
493 If the number of days is not specified, the PTO is considered valid from the date entry into the system, regardless of the dates that’s mean - the items are included in the nearest order to the supplier.
494
495 If 0 is entered, then the items will be ordered with the last order, which will arrive before the specified delivery date.
496 )))
497 |(((
498 **In queue of orders to CW**
499
500 The line with the quantity will be included in the nearest external order for supplier; the order can be created, but not yet placed.
501 )))
502 |(((
503 **Quantity on the way to CW**
504
505 The order formed in the previous step was placed and has not yet been closed.
506 )))
507 |(((
508 **Delivered to CW**
509
510 A line placed in the previous step was closed: arrived or did not arrive, the quantity on the road was canceled. Only from here will the PTO be able to access the direct (internal) order.
511
512 The further behavior of the system is analogous to the state in the "In queue of orders".
513 )))
514 |(((
515 **In queue of orders**
516
517 A line with an PTO quantity will be included in the nearest direct (internal – regional) order. The order can be created, but not yet placed.
518
519 If delivered from a central warehouse, "Delivered to CW" will be displayed instead of this state.
520 )))
521 |(((
522 **Quantity on the way**
523
524 The order formed in the previous step was placed and has not yet been closed.
525
526 From here, it will no longer be ordered under the PTO, but the amount of PTO reserves the quantity on the way (to RWH) and the balance so that DTA orders for regular storage will continue to work without counting them.
527 )))
528 |(((
529 **In balance**
530
531 A line placed in the previous step was closed: arrived or did not arrive, the quantity on the road was canceled.
532
533 No new orders are formed according to the PTO, the balance reservation is valid.
534 )))
535 |(((
536 **Closed by StockM**
537
538 If "Delete after X Days" is specified, the PTO will expire after X days after the date of delivery.
539
540 If the number of days is not specified, the PTO will remain valid as long as the record is active in the system, but will no longer order it.
541 )))
542 |(((
543 **Closed by ERP/Manager**
544
545 The functionality of the PTO is stopped, the record does not take part in the system.
546
547 This status is reached when the transfer of the PTO is stopped from the ERP or records are removed manually.
548 )))
549
550 **PTO record management: entry to the system, removal:**
551
552 PTO records that have been in effect remain in the system permanently. They cannot be deleted, only deactivated. Even after deactivation, no more than one PTO record can appear in the system for the same item with the same PTO order number.
553
554 **The principle of data exchange:**
555
556 * All data that must be present in the entire system in that moment must be transferred for one data exchange. PTO records in the StockM system for which data have not been transferred are deactivated. That is, if you created 10 PTO orders yesterday and 5 today, you must submit 15 orders (if they are still active).
557 * Data tables prepared for data exchange with the same date in the title must contain all active PTO entries.
558
559 In the presence of data tables with different dates, only the latest date is imported. If no data tables are transferred, the changes will not take effect.           
560
561 * The unique identifier consists of: SKU code, warehouse and PTO number. In the case of different rows of data with the same code combination in data exchange, one version of the data is imported from them, regardless of the quantity, and the quantity is summed from the rows corresponding to that version.
562
563 **User action restrictions:**
564
565 The user cannot change the PTO record in the "Closed by StockM" state, i.e., after X days after the delivery date. Until then, the change of the record is not prohibited, but the changes are not affected after the order has been placed.
566
567 **Creating Orders based on PTO records:**
568
569 * When you create an unsent and unadjusted (the new one) StockM order, it will update the PTO lines with quantities. Changes to PTO records do not affect placed orders and do not create new orders after one-time placement but affect future DTA orders because they function as a balance reserve.
570 * There is a system warning indicating that the amount of PTO placed does not match the current PTO quantity. Warning checks only placed orders. The quantity in the PTO orders window (with a rounding check mark, if any) with the quantity placed is checked.
571 * After adjusting the unsent StockM order, it is frozen, and after that, when creating regular orders for the same supplier, a second order is created, regardless of the first one, because the first one is not on the way. In this way, multiple order lines can appear based on the same PTO record. The system will not allow you to place an order as long as such lines exist, even if not sent.
572
573 **Creation and re-creation of urgent orders for supplier:**
574
575 * Urgent PTO orders are created separately from regular orders for supplier, they are not included regular orders.
576 * Order creation according to urgent PTO records can be done manually or on schedule.
577 * After marking records in the PTO list and starting the creation of urgent orders, orders are re-collected from all urgent PTO records for suppliers or for split subdivisions of their items, which are touched by marked urgent PTO records. In other words, selecting one supplier's item an order is re-created from the urgent PTO entries for all items of that supplier.
578
579 [[image:image-20220610170340-2.png]]
580
581 * As with regular orders, the manager's adjusted and saved order is not touched, a new one is created next to it.
582
583 Urgent orders are created as a recommended blank, but are not automatically placed, remain in the list of new orders.
584
585 **SKU recurrence in the order:**
586
587 * A single order document can contain several lines with the same SKU, formed according to different PTO records, and there may be one line for the SKU code not according to the PTO. There cannot be two lines with the same SKU not according to the PTO, or according to the same PTO record. When you enter the PTO for the same SKU code in several departments, a separate order line will appear in one order document for an external supplier for each record.
588 * In case of automatic order confirmation (receipt), when the same item is ordered simultaneously in several lines or several documents, the SKU quantity received in the warehouse is divided and recorded for each line in the order of priority. The quantity obtained by ALT codes during the same process is also recorded on the corresponding order lines.
589 * In the case of PTO orders, the ordered.csv file must pass the appropriate PTO number, so that the system can identify which order lines to overwrite.
590
591 == **Saving order** ==
592
593 If you need to review the order, created in STOCK-M, one more time, for example, for another responsible user, or this order agree with the supplier (quantity, price) and send it later, then on the new order window click [[image:save.png]] .
594
595 Saved order will be visible among new orders and near it will be visible the image [[image:issaugotas uzsakymas zenkliukas.PNG]].
596
597 == **New order, but not sent the same day** ==
598
599 If an order was formed and not sent to the supplier on the same day, regardless of whether the order has been saved or the order will remain unchanged: order date, delivery date and ordered quantities will remain the same, as at the time of order creation. If the order was not saved, it can be recreated only by creating new orders via the menu item "Create orders". Created order must be sent to the supplier (see: [[Sending New (and/or urgent) orders to the supplier>>WebHome||anchor="HSendingNew28and2Forurgent29orderstothesupplier"]]).
600
601 == **Management of orders, with "restrictions" (only when the function is turned on)** ==
602
603 ~1. For each item is calculated the maximum permissible stock level (based on sales) every day, for the expected period. "Order limit" - is the limit of order, which is calculated by deducting the balance of item, quantity on the way (based on the MOQ and USQ), from the limit.
604
605 //During promotions/season period, describing the periods (see~:// [[Rules for period determination>>doc:User_Manual.Period.WebHome]]//), limits are calculated by multiplying the sales from the coefficient, which is agreed with the managers.//
606
607
608
609
610 * if ordered quantity (which is usually calculated according specified buffer for the item) is bigger than order limit, then STOCK-M system does not allow for employee to send the order. This order can be sent to the supplier by decreasing ordering quantity to "Order limit":
611
612 - If in the new order, in the column „Order limit“, you will put a check mark, so items ordering quantity will be automatically decreased to the limit;
613
614 - The check mark is is placed only for those items, which ordered quantity > "Order limit";
615
616 - If „Order limit“ < 0, then ordering quantity will be = 0;
617
618 - after removing the check mark "Order limit", ordered quantity of the item will be returned to the primary quantity, suggested to order by STOCK-M;
619
620 - for items, whose ordered quantities will be decreased to the limits by ticking the box in the column "Order limit", will be assigned automatic reason of order change " Quantity reduced to limit ".
621
622
623 **~ OR** //(if you still need to send an order, bigger than counted limits)//
624
625 * after ticking the items with a check mark, save the order and request that the order would be confirmed by an employee, who has the right to send the order, exceeding the limit.
626
627 -//  Before saving an order, the order can be optimized according to the required optimization conditions.//
628
629 * Saved order will be in the window „New orders“ with an image [[image:issaugotas uzsakymas zenkliukas.PNG]].
630
631 2. If for the order is set "Auto send", then the system check if "automatic order sending conditions" are met, before sending the order.
632
633 * if the conditions for automatic order shipment are met, but in the order are items, which ordered quantities exceeds the ordering limit, then the amount of ordered goods is automatically reduced to the limit and the order is automatically sent to the supplier.
634
635 == **Sending order to the supplier** ==
636
637 For suppliers to receive orders via email:
638
639 ~1. Provide an e-mail to each supplier, if the supplier needs to receive an order e-mail. E-mail can be specified in the supplier's card or near each order formation schedule separately.
640
641 2. **__EMPLOYEE, WHICH CONFIRM THE ORDER, TAKE THE RESPONSIBILITY, THAT ORDER WILL REACH THE SUPPLIER. __**
642
643 Orders are created for the main supplier according schedule, however inside the new order you can choose another supplier, for which you want to send the order. After clicking on the "arrow" in the supplier field, will drop the list of active suppliers.
644
645 [[image:alternative supplier.png]]
646
647
648 3. Once an order is sent, it is moved to the Incoming Orders window. Placed orders window now.
649
650 It is possible to resend the order by e-mail in the Placed orders window. Clicking on the green envelope in the list next to the desired order will open a window asking if you want to forward it. After confirmation, the program will forward the order according to all its settings. 
651
652 This function is also available to resend multiple orders at once – place the check mark on the desired orders and click „Resend orders“.
653
654 If the e-mail cannot be sent, the red envelope will light up.
655
656 == **Arriving confirmation of ordered stock (goods receiving/confirmation)** ==
657
658 **//After agreement with customer on confirmation of incoming orders, it is not necessary to confirm orders in STOCK-M manually.//**
659
660 ~1. The arrival of orders is confirmed (received/registered), when ordered inventory arrives to the storage place.
661
662 2. In menu item „Orders“ select type of order „Placed orders“.
663
664 [[image:18_PlacedOrders.png]]
665
666 3. In the window that opens, you see a list of orders, sent to the supplier (the user can see only those orders, sent to suppliers, that are delivered to the storage place, assigned to user).
667
668 Orders are sorted by delay. At the top of the list are the most risky (most delayed) orders. Meaning of Delivery Status field:
669
670
671
672 **//BLACK//** – order is already late.
673
674 **//RED //**– order can delay or have to come right now.
675
676 **//YELLOW//** – order is in the halfway.
677
678 **//GREEN//** – new order.
679
680
681 **//% number//** shows how much time left until the delivery deadline, promised by the supplier.
682
683 1) You can see a picture of a blue truck or human being near the order status window, which means:
684
685 * The picture of truck [[image:furyte paveiksliukas.PNG]] shows, that orders with quantity on the way (regular and special orders with quantity on the way), in which quantities of ordered goods are valued by forming other orders (valued quantity on the way
686
687 * The picture of human [[image:zmogeliukas paveiksliukas.PNG]] shows, that it is a special order (without quantity on the way) and quantities of good, in this order, will not be valued, while forming other orders (not valued quantity on the way).
688
689 2) In placed orders window you see green or red envelope – it is an indicator, showing if an order was sent to a supplier successfully:
690
691 * If near sent order there is green envelope – order was send successfully for specified receivers from email server;
692
693 * If near sent order there is red envelope – order was not sent for specified receivers from email server. You have to click with a mouse on this indicator – the system will resend the order (when the order will be sent successfully, a green envelope will appear).
694
695 4. After clicking [[image:redaguoti piestukas.PNG]] , you will come inside the coming order:
696
697 1) If you received all order with quantity that was ordered, click [[image:confirm arrival.png]] (all lines in opened order are marked, by default). Such order you can confirm without entering inside: mark all arrived orders in placed orders window and click [[image:confirm orders.png]];
698
699 2) If you received part of order with quantities, which was ordered, then put check marks on arrived positions, click [[image:confirm arrival_grey.png]] ;
700
701 3) If you received part of ordered quantity, click [[image:kiekio redagavimas.PNG]], which is in the field „Just arrived quantity“. In the table that appears on the screen, enter arrived quantity, press "Change quantity";
702
703 **~ ** 4)** !!! IMPORTANT.** If for the supplier is set "partial delivery" of order (i.e. the supplier can execute the order in several times), then not arrived quantity will stay in the system to wait for the next part of the order. If for the supplier is not set //“partial delivery” //of order, then left part of the order will be removed automatically. What part of the order is already arrived, you can see in the list of Placed orders, in the column “Completed”. In this column you can see what percent of orders are already arrived.
704
705 == **Coming orders corrections** ==
706
707
708
709 ~1. Orders are corrected when supplier changes ordered quantity (this correction is necessary that ordered goods quantities would be as more correct as possible in the system, to which system corresponds when it makes other orders from that supplier. Highly recommended when a long delivery time is agreed with the supplier).
710
711 2. In the menu item "Orders" menu, select order type "Placed orders".
712
713 [[image:18_PlacedOrders.png]]
714
715 3. In the window that opens, you will see a list of orders, sent to the supplier (user see only those orders, sent to suppliers, that are delivered to storage location, assigned to customer).
716
717 4. After clicking the pencil, you will enter the adjustable order [[image:redaguoti piestukas.PNG]] :
718
719 1) If you want to change ordered quantity, you have to click [[image:kiekio redagavimas.PNG]], in the box „Incoming quantity“;
720
721 2) If you want to add an item, which was not ordered, but supplier will deliver it, then click button [[image:add SKU.png]] :
722
723 * a filter appears on the screen where you should enter the item (fragment) you want to add. After filtering the item, tick it and click [[image:add item to order.png]] . An item will appear in placed order with 0 quantity;
724
725 * Enter ordered quantity and click to save changes:
726
727 - Items, which quantity = 0, will be removed from the order, during saving process
728
729 * Changes will be made only STOCK-M, don‘t forget to inform the supplier about added item (make changes in accounting program).
730
731 3) If you got necessary and important information about your ongoing order, you can enter such information in the box "Order remark". You'll see that remark when you open coming/placed order or in the coming orders window in column "Order remark" - information field.
732
733 4) If the supplier changed order number or for any other reasons order number was changed, correct order number also in the coming order, in the field "Order No." (it is especially IMPORTANT when with the customer is agreed automatic order confirmation/registration, according order number or formed file for orders correction/registration, which is manually loaded into STOCK-M).
734
735 5) Placed orders status – „Supplier has confirmed the order“. For some orders is necessary additional control if supplier got and confirmed the order. For this is coming/placed order status „Supplier has confirmed the order“.
736
737 [[image:19_ConfirmedOrder.png]]
738
739 * It is possible to put a check mark inside the coming order as well as in orders list.
740
741 [[image:20_ConfirmedTheOrder.png]]
742
743 * In placed orders the field is also visible, but it is not possible to edit it.
744
745 6) When you will make any changes, don‘t forget to [[image:save.png]] it.
746
747 == **Observation of late delivered orders** ==
748
749 Sent orders are monitored, if the supplier is not late to deliver sent the order to him.
750
751 ~1. In menu point „Orders“ select type of orders „Placed orders“ (or in the window „Today“ click „Delayed orders“).
752
753 [[image:21_PlacedOrders.png]]
754
755 2. In the window, which opens, you can see the list of orders, which was sent to the supplier (user see only these sent orders, to the suppliers, which are delivered to the warehouse, which is assigned for user.
756
757 * Near delayed orders to deliver you see red clock [[image:laikrodukas ikonele.PNG]] .
758
759 3. Call for that supplier or contact in other way, which delay to deliver the order, and find out why (for what reason) the supplier was not able to fulfill your order and when is he going to fulfill it – what is new arrival date.
760
761 1) When you will know the new arrival date, click on the red clock [[image:laikrodukas ikonele.PNG]] or on the delivery date field, which is near delayed orders in coming (placed) orders window;
762
763 2) Choose new arrival date, when the supplier will deliver the order, and save changes;
764
765 3) Order „Delivery status“ is not recalculated according new arrival date (i.e. even if present delivery date is not started yet – delivery status will be black), such order is marked in yellow color among other coming orders.
766
767 == **Cancellation of arrived orders (removing)** ==
768
769 Orders are removed, when the supplier refuse to execute earlier confirmed order.
770
771 ~1. In menu point „Orders“ select type of order „Placed orders“.
772
773 [[image:18_PlacedOrders.png]]
774
775
776
777 2. In the window that opens you can see the list of orders, which were sent to the supplier (the user see only those placed/sent orders for suppliers, which are delivered to storage place, assigned to user).
778
779 3. When you click the pencil [[image:redaguoti piestukas.PNG]], you will enter inside the order, which you want to remove: mark all the lines of order (when you open the order all lines are marked by default), and click [[image:annul.png]].
780
781 OR
782
783 Remove orders by not going inside the orders: in the Placed orders list mark all necessary orders and click [[image:annul orders.png]].
784
785 == **Sent orders history** ==
786
787 If you want to check/review the order, which is already executed/completed or was annuled, then you can find it in window „Sent orders history“.
788
789 In this window you can see the day when the order was sent, what is expected order arriving day (i.e. that day, when the order had to come according specified supply shedule), actual arriving (date, till which exactly arrived completed order (i.e. was confirmed/registered), date of annulment (if the order was annuled).
790
791 Also, in the list it is possible to see order amount in money, volume, weight, responsible manager and etc. – you need to choose which fields you want to be visible.
792
793 After clicking the pencil(% style="letter-spacing:0.1px" %) [[image:redaguoti piestukas.PNG]] you can see all content of order (order can‘t be edited).
794
795 If the order did not arrive on time, within the specified period, and the manager changed the delivery time, so when the order will come, he will be visible in yellow background on this window, which means that the order was delayed. If the delivery date was not changed and the order is closed after the delivery date, a clock will be visible next to the order [[image:laikrodukas ikonele.PNG]].
796
797 By default, when you open the window „Sent orders history“, all orders, which were sent during last month, are filtered.
798
799 If you want to see other orders, fill in search criterias in filter and change sent date/or specify other necessary information.
800
801 == **Suppliers supply schedule** ==
802
803 If you want to see supply schedules of all suppliers (when orders are formed/placed for suppliers). Select Suppliers info → Suppliers schedule:
804
805 [[image:22_suppliersInfo.png]]
806
807 ~1. In the window (filter) that opens, select which suppliers, storage places and etc. Orders formation schedules you want to see, click [[image:show result.png]]:
808
809 **//NOTE.//** //In this window you will see only these suppliers, for which is specified orders formation schedule.//
810
811 The list of supply schedules can be exported. If you want to export the list, press [[image:xls eksportavimas.PNG]]:
812
813 1) When you select the standard xls or csv format, all visible columns will exported.
814
815 2) When you select "Download XLSX (supplier form)", you will download a list of all suppliers (for which is created at least 1 order formation schedule) and their parameters.
816
817
818 2. If you want to change order formation schedule, you can do it by placing the cursor on the required line or by marking desired line and clicking [[image:EditSelected.png]].
819
820 ~1. In the window that opens fill in the fields, which you want to change. In the window that opens, fill in the fields you want to change. You can edit several selected schedules at once in the list. Remember to save all changes, which you made.
821
822 3. When you click on the pencil [[image:redaguoti piestukas.PNG]] , you will open a new card of that supplier, in which line of schedule you are.
823
824
825 //More about suppliers and their parameters look: //[[Supplier settings>>doc:User_Manual.Suppliers.WebHome]]//.//
826
827 ----
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