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Working with reorders

In the Stock » Reorder management » Purchase order menu, you do not only carry out redistributions, but you also create reorders. Reorders are used to reorder goods from your suppliers.

A reorder consists of the following steps:

1. Preparatory settings

The following chapters describe some preparatory settings. Carry them out before working with reorders for the first time. Usually, these settings only have to be made once. Set up the reorder level and the quantity suggestion for reorders to determine when items should be reordered. Create new order statuses especially for reorders and create tags to maintain a good overview. In addition, setting up a document for the reorder document is mandatory.

The overview table in the Stock » Reorder management » Purchase order menu as well as the tables in an opened redistribution are customisable. This means that you can decide which information is displayed in the table columns. To do so, proceed as follows.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

1.1. Setting up the reorder level and quantity suggestion

Prior to creating your first reorder, you should carry out the settings for the reorder level and the sales period. This way, you determine at which stock level variations are reordered.

Setting up the reorder level and quantity suggestion:

  1. Go to the Setup » Stock » Reorder management » Reorder » Settings menu.

  2. Carry out the settings according to the information provided in Table 1.

  3. Save () the settings.

Table 1. Preparatory settings for reorders
Setting Explanation

Default status

Select a default status that should be preselected when creating a reorder. For further information on how to set up specific statuses for reorders, refer to the chapter Creating statuses for reorders.

Default owner

Select one of the available options.
Active owner preselected: The user creating the reorder in the plentymarkets back end is preselected in the Owner.
No owner preselected: If you select this option, no Owner is preselected when creating a new reorder.

Sales period

Select a period of time. The sales period defines which period of time will be used to calculate the average consumption of the variation. The average consumption is relevant for suggesting a reorder quantity for a variation. The quantity suggestion for individual variations is displayed in the Stock » Stocks menu.

Default value for reorder level/order quantity

This setting determines the way in which the order quantity for the quantity suggestion for the reorder is calculated.
You can choose between:
Reorder level - net stock - ordered quantity or
(Reorder level - net stock - ordered quantity) + (Average consumption (Replacement time + Stock turnover (in days))

Parameters used for suggesting a reorder quantity:

  • Reorder level = the quantity at which a reorder should be placed. You can select a static or dynamic reorder level.

  • Net stock = the quantity of stock that can be sold.

  • Ordered quantity = the quantity that you already ordered from your supplier, but that is still to be delivered.

  • Average consumption = the average quantity consumed or or sold per day. The sales period that you select defines the period of time that will be used to calculate the average consumption per day.

  • Replacement time = the time needed by a supplier to deliver the ordered variations. The number of days required by the supplier to deliver a variation needs to be entered in the Supplier tab of a variation.

  • Stock turnover (in days) = The stock turnover (in days) saved. The stock turnover (in days) represents the number of days that you want your stock to last. The stock turnover (in days) is saved for each variation per warehouse in the Warehouse tab of the variation.

Source for item name

Select from the drop-down list which item name is displayed in the reorder. Name 1, name 2 and name 3 are assigned in the text tab of the item data of an item or a variation.

Default sorting

Select from the drop-down list in which order the order items of a reorder are sorted.

Default value for partial delivery

Select from the drop-down list which value is preselected in the Subset column in the order items of a reorder. The values remain editable in the reorder, irrespective of the chosen default value.
0 = No value is entered.
Total open amount = The ordered amount still open are entered.

Default sender

If you select one of your suppliers as default sender, this supplier is preselected when you create a new reorder.

Default receiver

If you select one of your warehouses as default receiver, this warehouse is preselected when you create a new reorder.

Preselected filter for item search

Select a filter from the drop-down list which is preselected for the item search.

Filter option ‘Restrict to supplier’ is preselected in item search

Activate this option for it to be preselected in the item search. It means that only items of the supplier selected in the order details are displayed in the search results.

Filter option ‘Only display active items’ is preselected in item search

Activate this option for it to be preselected in the item search. It means that only activated items are displayed in the search results.

Display of added items in the shopping cart

Select how items are added to the shopping cart. The default setting is As one order position, quantities of order items are increased.
As separate order positions = Same items are added separately as well, meaning that each item is displayed in a separate row.
As one order position, quantities of order items are increased = Same items are added as one order item, only the quantities are adapted.

1.2. Creating statuses for reorders

A certain number of statuses is saved in your plentymarkets system by default. Those default order statuses can also be used for reorders. However, you can also create a number of individual statuses for particular uses. Creating new order statuses is described in detail in the respective chapter on the Managing orders page of the manual.

Creating own statuses for reorders

We recommend setting up separate statuses that you use exclusively for working with the order type reorder. Make sure that the statuses can be distinguished from the statuses used for other order types by assigning different names.

1.3. Creating tags for reorders

Tags are keywords that you create centrally before you can use them to mark data in different areas of your plentymarkets system. If you want to use tags with reorders, you need to create those tags beforehand in the Setup » Settings » Tags menu. For further information, refer to the Tags page of the manual.

1.4. Setting up the reorder document

The reorder document is a specific document that serves as an order form for the reorder. This document contains information on all variations included in the reorder. You as the seller send it to your supplier.
The document template for the reorder document has to be set up before creating such a document for the first time. As long as no document template has been set up, the reorder document cannot be created. To create the template you can either apply the default template or you can carry out your own settings. Both ways of setting up the template are described below.

Applying the default template for the reorder document:

  1. Go to the Setup » Stock » Reorder management » Reorder » Documents menu.

  2. Open the Transfer tab.

  3. Select the language from the drop-down list above the tab title.

  4. In the Apply settings from default document template area, click on Accept.
    → The default document template is applied to the document.

Carrying out individual settings for the reorder document template:

  1. Go to the Setup » Stock » Reorder management » Reorder » Documents menu.

  2. Stay in the Template tab.

  3. Carry out the settings according to Table 2.
    → Use the Preview () to check the settings.

  4. Save () the settings.
    → The chosen settings are applied to the document.

Table 2. Settings document template reorder
Setting Explanation

Basic settings: Reorder

Font

Select one of the standard fonts Arial /Helvetica, Times New Roman or Courier.
Within the font group Extended alphabets you can choose between the options East Asian, Arabic and Cyrillic if you wish to set up document templates for languages such as Chinese or Russian.

Character set

Select whether the character set ISO-8859-1 or Unicode is to be used. Note that generating PDF documents takes longer if you select the Unicode option.

Document template

Select whether the document template is only displayed on the first page or on the subsequent pages of the document as well.

Page break

Select whether paragraphs should be continued on subsequent pages or whether there should be a page break.

Structure of the delivery address

Select the elements that are to be included in the delivery address and in which order these elements are to be positioned.
Activate the option Title if the title saved in the Addresses in the contact data are to be positioned in front of the contact name.
Activate the option Contact person if the information on the contact person saved in the contact data are to be included in the delivery address.

Items’ language

Select in which language the item information are to be displayed on the reorder document. Supplier’s language can only be selected when the item data is actually maintained in this language.
Attribute values: Select for the attribute values whether they are displayed in the language just chosen or whether the description given in the Name (internal) field is to be used for the reorder document.

Margins

Top

Enter a value (in mm) for the top margin on the page. 44.0 mm are set by default. To avoid overlapping elements, make sure to leave enough space to display a header containing the logo of your company.

Left

Enter a value (in mm) for the left margin on the page. 20.0 mm are set by default.

Bottom

Enter a value (in mm) for the bottom margin on the page. 30.0 mm are set by default.

Positioning the mandatory elements

Address field

Positions the field in which the supplier’s address is displayed. Additionally, determine the font size.

Document name/number (e.g. Reorder)

Enter a name for the document, such as Reorder or Reorder no., for example. Additionally, determine the position and size of the field’s content.

Date

Displays the current date on the document. Additionally, determine the position and size of the field’s content.

Ordered on

The date on which the reorder was initialised. Additionally, determine the position and size of the field’s content.

Currency

The currency of the corresponding reorder is displayed on the document. Additionally, determine the position and size of the field’s content.

Delivery deadline

The delivery deadline is taken from the corresponding reorder. Additionally, determine the position and size of the field’s content.

internal customer number

Your customer number for the reorder’s supplier is displayed on the document if you saved it in the contact data. Additionally, determine the position and size of the field’s content.

Own VAT number

Your VAT number is displayed on the document. Additionally, determine the position and size of the field’s content.

Page number

Displays the page number on each page of the document. Determine the position and size of the page number.

Columns stock units

Stock units

Use the area Columns stock units to position the entries in the header of the table containing the order items. Enter a field name for each available column. The field name is a name that is displayed in the header. Field names are only displayed if a value is selected in the respective Pos drop-down list. If Pos is selected, the column is not displayed on the document. Use these settings to determine the order in which the field names are displayed in the header.

Number of decimal places of an order item

Select whether 2 or 4 decimal places are to be displayed. This setting is only for the documents and does not determine with how many decimal places prices are calculated.

Position

This columns displays the listing of the order items. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Quantity

Displays the quantity of order items. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Item ID

Optionally, you can use this column to display the item IDs on the document. The item IDs are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation ID

Optionally, you can use this column to display the variation IDs on the document. The variation IDs are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation number

Optionally, you can use this column to display the variation numbers on the document. The variation numbers are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Weight

Optionally, you can use this column to display the weight of the order items on the document. The weight is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Item name

Optionally, you can use this column to display the item names on the document. The item name, which is assigned in the item data, is taken from the reorder. You can display more fields from the item data by using Additional information. The fields must be maintained in the item data in order to be displayed here. Additionally, you can decide which storage and other information you want to have displayed. Enter a name for the column and determine the table position as well as the size of the column.
Important: For internal reasons this field is marked as a mandatory field. But displaying it on the documents is optional. When you set the position to Pos, this field is not displayed on the document.

Storage location

Optionally, you can use this column to display the storage location of the order items on the document. The storage location is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Unit price

Optionally, you can use this column to display the unit price of the order items on the document. The unit price is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Total price

Displays the total amount of the order items on the document. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Unit

Optionally, you can use this column to display the unit of the order items on the document. The unit is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation name

Optionally, you can use this column to display the variation name on the document. The variation names are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Supplier item number

Optionally, you can use this column to display the supplier item number on the document. The supplier item number is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Supplier item name

Optionally, you can use this column to display the supplier item name on the document. The supplier item name is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

GTIN

Optionally, you can use this column to display the GTIN on the document. The GTIN is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Attribute selection

Optionally, you can use this column to display the attributes chosen for an item on the document. The attributes are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Pick number

Optionally, you can use this column to display your pick number on the document. The number can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Customer ID (Commission)

Optionally, you can use this column to display your customer ID on the document. The customer ID can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Customer name (Commission)

Optionally, you can use this column to display your customer name on the document. The customer name can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Totals

Column width

Enter a value (in mm) to determine the width of the column for the amounts.

Order total

In this column, the net total of the order is displayed. Enter a name for the column and determine the font size.

Subtotal (each page)

If the reorder document is longer than one page, a subtotal is displayed on each page. Enter a name for the column and determine the font size.

Optional elements

Return address line (1)

Optionally, you can have an address line with the return address displayed. To do so, select YES and then determine the position of the address line as well as the font size. Use the text field underneath to enter the address. What you enter here is then displayed on the document.
If you select NO, this field is not displayed on the document.

Optional elements below stock unit table

Font size

If you select to display optional elements below the stock unit table, you can set the font size and column width for those here.

Print messages for reorder

Select YES if you want to have the messenger messages from the corresponding reorder displayed on the document. All of the messages are printed. Additionally, determine the font size.
Select NO if the messages are not to be printed on the document.

Note

Enter a note or short text in the text field, to have it printed on the document. You can also enter available place holders, if required. Additionally, determine the font size.
Leave the text field empty if you don’t want notes or text on the document.

You can find more information about document templates, for example linking a PDF template, in the manual section Order documents.

1.5. Preparing to send the reorder document

After setting up the document template for the reorder document in the previous step, you should carry out the settings for sending the document to make sure that your supplier receives your reorder data. First you need to set up an email template that contains the reorder document attached as PDF. The basic steps for setting up the email template are described in the following. For further information about email templates, refer to the Sending emails page of the manual.

Setting up an email template:

  1. Go to Setup » Client » [Select client] » Email » Templates.

  2. Click on New email template.

  3. Enter a name, for example "Reorder document to supplier”.

  4. Select the owner or owners for whom the email template should be available.

  5. Save () the settings.

  6. Select the option Reorder (PDF) from the drop-down menu PDF attachment.

  7. Click on the Email message tab.

  8. Enter a subject.

  9. Enter the text that should be included in the email template.

  10. Save () the settings.

In the next step, you can automate sending the reorder document to your supplier. This way, the reorder document is automatically sent to your supplier after it has been generated.

Set up the following event procedure.

Automatically sending the reorder document to the supplier:

  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The Create new event procedure window opens.

  3. Enter a name.

  4. Select the event listed in Table 3.

  5. Save the settings.

  6. Carry out the settings according to Table 3.

  7. Place a check mark next to the option Active.

  8. Save () the settings.

Table 3. Event procedure for automatically sending the reorder document to the supplier
Setting Option Selection

Event

Purchase order

Reorder document generated

Filter

Order > Order type

Purchase order, type reorder

Procedure

Customer

Send email > Customized template e.g. "Reorder to supplier"

1.6. Defining the reorder level of a variation

If you wish to be notified as soon as it is time to reorder variations, you should set up a reorder level for each variation in your plentymarkets system. The reorder level represents the quantity that is left in stock at which a variation should be reordered.

Set up warehouses to enter the reorder level

You can only enter a reorder level if you have assigned a warehouse to the variation. If you have not yet assigned a warehouse, do so beforehand.

Entering a static reorder level:

  1. Go to Item » Edit item » Open item » Open variation » Edit variation » Tab: Warehouse.

  2. Enter a quantity for the reorder level.

  3. Save () the settings.

Displaying items below the reorder level on the dashboard of your system

You can add an element that shows you variations that are below the reorder level on the dashboard of your system. Displayed there are items below reorder level, that are active, and without item bundles. To do so, add the element Items below reorder level. By clicking on the number of variations, you can open the Stock » Stocks menu and filter the variations that are below the reorder level. Note that you will also get reorder suggestions for items with negative net stock for which you don’t maintain the reorder levels.

Status of the dynamic reorder level

For each warehouse, you can decide whether you would like to use the dynamic reorder level or not. If you use the dynamic reorder level, your system calculates the dynamic reorder level automatically every night. This calculated reorder level is then displayed in the table column RL in the Stock » Stocks menu.
The difference to the reorder level, the RLΔ, is also calculated based on this calculated reorder level. The values is displayed to you e.g. in the stock overview. This way, you can identify the variations that have to be reordered in the stock overview.

Do not save a static reorder level while using the dynamic reorder level

If you use the dynamic reorder level, you must not enter a static reorder level manually. Leave the reorder level for the variations in the warehouse on 0. If a reorder level bigger than 0 is saved manually, the calculation of the dynamic reorder level is not carried out.

The dynamic reorder level is calculated each night using the following formula:

\(\mbox{Dynamic reorder level} = {(\mbox{Ø Sales period} \cdot \mbox{Stock turnover}) + (\mbox{Ø Sales period} \cdot \mbox{Shortest delivery period})}\)

Explanation of the parameters:

  • Ø Sales period = Average quantity of items sold

  • Shortest delivery period = Shortest delivery period, regardless of which supplier

The difference to the dynamic reorder level (RLΔ) is carried out by the system and is calculated as follows:

\(\mbox{RLΔ} = {(\mbox{Dynamic reorder level} - (\mbox{Net stock} + (\mbox{reordered quantity})}\)

Set up the dynamic reorder level for each warehouse in the warehouse settings.

1.7. Defining the minimum order quantity of a variation

The minimum order quantity is the quantity that you need to order as a minimum from your supplier. The suggested reorder quantity will be at least as hight as the minimum entered here. However, you will only get a suggestion if the reorder level has been reached.

Assign a supplier to enter a minimum order quantity

You can only enter a minimum order quantity if you have assigned a supplier to the variation. If you have not yet assigned a supplier, do so now.

Defining the minimum order quantity of a variation:

  1. Go to Item » Edit item » Open item » Edit variation » Tab: Supplier.

  2. Enter a minimum order quantity.

  3. Save () the setting.

The reorder suggestion remains on 0 if you do not enter a reorder level.

1.8. Assigning rights

Users of the type Backend can only access limited areas and menus in the plentymarkets back end. Thus, their access to the system is limited. If users of this type should be able to create and process reorders, a user of the type Admin has to assign at least the rights listed in Table 4 to those users.

For general information about user accounts, refer to the User accounts and access page of the manual.

Assigning rights:

  1. Go to Setup » Settings » User » Rights » User.

  2. Use the search function and open the user that should be edited.

  3. In the Authorisations area, activate the rights as listed in [table-rights-reorder].

  4. Save () the settings.

Table 4. Required rights for back end users
Setting Explanation

CRM > Contact > Show

Authorises the back end user to access the contact data (e.g. of the supplier).

CRM > Message > Show

Authorises the back end user to see messages in the messenger.

Items > Item > Variation > Show

Authorises the back end user to see variations.

Items > Settings > Edit

Authorises the back end user to edit items.

Orders > Show

Authorises the back end user to see orders in the plentymarkets system.

Orders > Order items > Transactions

Authorises the back end user to see stock movements of orders.

Orders > Purchase order

Authorises the back end user to create purchase orders and edit the respective settings.

Orders > Booking

Authorises the back end user to book items in and out.

Orders > Documents > Create

Authorises the back end user to create and see order documents.

POS > Show

Authorises the back end user to see the integrated POS.

Setup > Property > Show

Authorises the back end user to see item properties.

Setup > Tag > Create

Authorises the back end user to see, update, create and delete tag relationships.

Setup > Tag > Delete

Authorises the back end user to delete tags.

Setup > Tag > Show

Authorises the back end user to see tags.

Stock > Reorder

Authorises the back end user to see and edit reorders.

Stock > Show

Authorises the back end user to see stocks.

Stock > Warehouses

Authorises the back end user to see information regarding warehouses.

Stock > Warehouse location management

Authorises the back end user to use the storage location management functionality.

1.9. Using the messenger

Use the messenger to create notes about your contacts in the back end. These notes are only visible in your plentymarkets back end and cannot be accessed by your contacts. To use the messenger, click on Messenger on the left-hand side of the reorder menu or open the messenger in the lower area of the reorder menu.

Proceed as follows to create a new note:

  1. Click on New message ().
    → A text editing field opens and a timer starts.

  2. Select one or more recipients.

  3. Enter the title.

  4. Enter the text.
    → The editing window also offers you formatting options for the note.

  5. Use Attach files to attach a file, if required.

  6. Click on Send ().

  7. Decide whether this is part of a service and needs to be billed by selecting Billable and entering the corresponding minutes.

The message is automatically linked to the order ID of the reorder as soon as you have sent the message. After you have completed all related tasks, you can mark the message as closed.

Select whether you want to have the messages sorted in descending or ascending order by choosing the Sorting from the drop-down list accordingly.

For further information about the messenger, refer to the Messenger page of the manual.

2. Identifying variations for the reorder

To manage your stocks effectively, it is important to identify variations that have to be reordered in time before you run out of them. This way, you avoid running out of stocks and thus having to inform your customers about longer delivery periods.

The variations that have to be reordered are most easily identified by checking them for their reorder levels. If you have not set up reorder levels, you can alternatively filter variations by their net stock.

Identifying variations for the reorder:

  1. Go to Stock » Stocks.

  2. Select the option Reorder level reached/below for the limitation filter.
    Or: Select the option Negative net stock or net stock equals 0 if you have not set up reorder levels.

  3. Select a warehouse (optional).

  4. Click on Search ().
    → A list of variations that should be reordered is displayed.

3. Creating a reorder

Depending on your needs, your plentymarkets system offers you different methods to create reorders. You can either reorder items directly when they are below reorder level or reorder items for specific warehouses and suppliers. You can also create a reorder directly from an order or reorder individual variations specifically. All of these approaches are explained in the following chapters so that you can choose one according to your needs and workflow.

3.1. Reordering variations below reorder level

When an item is below reorder level you can create a reorder. The items below reorder level are displayed as described in chapter Identifying variations for the reorder. The following steps have to be carried out after filtering for the variations mentioned above.

Creating a reorder:

  1. Go to Stock » Stocks.

  2. Carry out a search for variations that have reached or are below reorder level according to the explanations provided in Identifying variations for the reorder.

  3. Click on Accept suggestion to use the suggested reorder quantity.
    → If needed, enter different values in the Quantity column.

  4. Click on Create reorder.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

3.2. Reordering variations per warehouse and supplier

It may be necessary to create a reorder for a particular warehouse or supplier. To do so, proceed as described below.

Reordering variations per warehouse and supplier:

  1. Go to Stock » Reorder management » Purchase order.

  2. Click on the plus icon ().

  3. Click on New reorder.

  4. Select the supplier from the drop-down list in the Supplier field.

  5. Select the warehouse to which the reorder should be delivered in the Warehouse field.

  6. Optional: Select one or several Tags to mark the new reorder.

  7. Optional: Select an Owner, meaning the user responsible for the reorder.

  8. Save () the reorder.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

3.3. Reordering variations from a specific order

It is also possible to create a reorder for one or several variations from an existing order. To do so, proceed as described below.

Reordering variations from a specific order:

  1. Go to Orders » Edit orders.

  2. Open the order for which you wish to reorder variations.

  3. Open the order’s Reorder tab.

  4. Click on Reorder all items if you want to reorder all order items of this order.
    Or: If not all order items should be reordered, select the order items that you wish to reorder and click on Reorder selected items.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

When you select Increase quantities for variations a new window opens in which you can increase the quantities for the reorder.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

Reorder is assigned to the order

When reordering variations from an existing order as described above, the reordered stock is directly assigned to the corresponding order. The respective variations are marked with a shopping cart icon () in the Order items area of the corresponding reorder. By clicking on the icon, the ID of the main order is displayed to you and the Overview tab of the main order is opened.

3.4. Reordering from the order overview

In case you are just working on orders and notice that some order items of an order are not in stock anymore, you can reorder them directly from the order overview. This is a quick way to reorder individual items. To do so, proceed as described below.

Reordering from the order overview:

  1. Go to Orders » Edit orders.

  2. Use the search filters to search () for the needed order.

  3. Click on Calculate stock in the row of the order.
    → Another row opens below and the current stock is displayed. If stock is low, the option Create reorder () is available.

  4. Click on Create reorder (). → A new window opens.

  5. Enter the quantity for the variation you want to reorder.

  6. Select a supplier and link it with this variation, in case no supplier is assigned yet.

  7. Click on save () to create the reorder.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

3.5. Reordering individual variations

This method is useful if you only need to reorder one variation of a specific item. To do so, proceed as described below.

Reordering individual variations:

  1. Go to Item » Edit item.

  2. Open the item that you wish to reorder.

  3. Open the variation that you wish to reorder.

  4. Click on the Stock tab of the variation.

  5. Open the Stock sub-tab.

  6. Click on Accept suggestion or enter a Quantity.

  7. Click on Create reorder.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

Moreover, the functions Recalculate stocks and Reset quantity are also available.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

4. Adding order items

In chapter 3, several methods for creating a reorder in your plentymarkets system have been described. Now, you can enter further variations to the reorder by adding order items.

Adding order items:

  1. Go to Stock » Reorder management » Purchase order.

  2. Use the search filters to search () for the required reorder.

  3. Click on Add () in the Order item area.
    → A menu for adding order items opens.

  4. Select one of the filters described in Table 5 to search for order items.

  5. Select a search term fitting the search filter in the Item search field.

  6. Click on Search ().

  7. Enter the item quantity that should be reordered in the Quantity column of the variation.

  8. Click on the Shopping cart ().
    → The variations are added to the cart.

  9. Repeat the steps described above until all variations that should be reordered are included in the cart in the desired quantities.

  10. Click on Save () in the Cart area.
    → The cart is saved.
    → The reorder opens.

Note that the reorder has now been created but was not executed yet. This means that the reorder was not conveyed to the supplier yet. Before executing and finishing a reorder you can add further information in the Details area of the reorder. Refer to the following chapters for this. When you execute the reorder now, the order items are no longer editable.

Table 5. Available filters in the item search
Setting Explanation

Item ID

Enter the ID to search for the item with this ID.

Variation ID

Enter the ID to search for the variation with this ID.

Variation number

Enter the variation number to search for the variation with this number.

Barcode

Enter the barcode to search for the variation with this barcode.

Item name

Enter the item data to search for the item with this name.

Supplier number

Enter the number of the supplier to search for items with this supplier number.

Warehouse

Enter the name of the warehouse to search for items linked to this warehouse.

Restrict to supplier

If you activate this option, items of the supplier selected in the order details are displayed in the search results.
Customising the adding order items table

The table for adding order items is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Status

  • Item name

  • Variation ID / no.

  • Supplier information

  • Attributes

  • Purchase price

  • Purchase price system

  • Qty. in target

  • Quantity

  • Cart icon

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation name

  • Variation ID

  • Barcode

  • Supplier item name

  • Model

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

Customising the shopping cart table

The shopping cart table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Item name

  • Variation ID / no.

  • Supplier information

  • Attributes

  • Barcode

  • Purchase price

  • Purchase price system

  • Discount

  • Discounted price

  • Quantity

  • Action

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation name

  • Variation ID

  • Supplier item name

  • Model

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

Customising the order items table

The order items table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Order icon

  • Item name

  • Variation ID / no.

  • Supplier information

  • Attributes

  • Delivery date

  • Purchase price

  • Discount

  • Discounted price

  • Ordered

  • Open

  • Outgoing

  • Incoming

  • Subset

  • Cancel icon

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

  • Barcode

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

5. Editing order items

After adding the order items to the cart, you can edit them in the Order items area. For example, you can change the Quantity or delete order items. In the Purchase price field, you can change the pre-entered purchase price in case your supplier has agreed to a price change on short notice. In the Item name field, you can change the name of the item. The adaptations are only valid for the reorder they are done in. If you want to adapt the item setting in general, you have to do so in the Item » Edit item menu.

Editing the purchase price for variations

Editing the purchase price may affect the prices for variations already saved in your system. If one of the options Save purchase price in variation data or Save purchase price in variation and supplier data is activated for the Purchase price in the Setup » Stock » Stock » Incoming items menu, the previously saved purchase price for the variation is overwritten by your entry during the reorder. For more detailed information on these settings, refer to the Managing incoming items page of the manual.

Once you have made all necessary changes to the order items, click on Save () in the Cart area.

6. Submitting additional information

The Details area of the reorder offers you the possibility to submit additional information for a reorder. Table 6 describes the possible information.

Table 6. Additional information for a reorder
Setting Explanation

Delivery date

You can enter a delivery date manually or use the function Calculate delivery date. The system then calculates the estimated delivery date on the basis of the Delivery time saved in the Supplier tab of the variations included in the reorder. To be calculated correctly, the delivery times have to be added and saved before the reorder is created. For more information on saving the delivery time for a variation, refer to the Managing items page of the manual.
When you set a delivery date in the order details, you can choose whether the same date is also set for order items in the table without a delivery date. Already set delivery dates in the table are not overwritten by this.
You can set an individual delivery date for every order item in the table. The delivery dates remain editable as until the reorder is completed.
Note that all delivery dates in the table are deleted if you delete an already set delivery date in the order details. It is not possible to set a delivery date that is earlier than the order initiated date.
Click on Save () after setting or editing the delivery date.

Payment due date

Choose the date you want to set as the due date for the payment manually. Alternatively, use the function Calculate payment due date to set the current date.

Dealer sign

Enter the supplier’s dealer sign.

Owner

Select a user who should be determined as the person responsible for the reorder. Alternatively, the default owner is displayed in this field in case you have made the corresponding settings.

Currency

The system currency is displayed in this field by default. If needed, enter a different Currency for the supplier as well as the Exchange rate that is currently valid for the currency. The Details area will then include a display of the calculated Net order value.

7. Initiating and sending a reorder

After adding all variations that should be reordered to the reorder, you set the order date. To do so, click on Initiate order in the Details area. The reorder is initialised and the current date is set as the order date.
Alternatively, you can manually set a date with the date picker (). After selecting a date, click on Initiate order. The selected date is set as the order date and the reorder is initialised.

Order items cannot be edited any more

As soon as you have set the order date, you cannot add any more order items to the reorder or delete them. Thus, only set the order date after carefully checking whether the reorder is complete.

After initiating the order, you still need to send the reorder to your supplier. To do so, generate the Reorder document. The chapter on Preparing to send the reorder document already explained how to set up the document template and how to automatically send the document to your supplier. In the following, you find instructions on how to generate the document manually and automatically.

7.1. Manually generating a reorder document

Proceed as described below to manually generate a reorder document. Depending on your individual workflow, you can also upload a document in case your supplier has sent it to you.

Manually creating a reorder document:

  1. Open the Documents area.

  2. Click on Add document.

  3. Select the option Create reorder document.
    Or: Select the option Upload reorder document to upload a delivery note generated by and sent to you by your supplier.
    → The reorder document is generated and is available in the Documents area.

  4. Click on Procedures to download or delete the document.

7.2. Automatically generating a reorder document

Set up the following event procedure to automatically generate the reorder document as soon as you have set the order date.

Automate generating the reorder document:

  1. Go to Setup » Orders » Events.

  2. Click on Add event procedure.
    → The Create new event procedure window opens.

  3. Enter a name.

  4. Select the event listed in Table 7.

  5. Save () the settings.

  6. Carry out the settings according to Table 7.

  7. Place a check mark next to the option Active.

  8. Save () the settings.

Table 7. Event procedure for automatically generating the PO delivery note
Setting Option Selection

Event

Purchase order

Purchase order initiated

Filter

Order > Order type

Purchase order, type reorder

Procedure

Purchase order

Generate reorder document
Automatically sending the reorder document to the supplier

If you wish to automatically send the reorder document after it has been generated, set up the additional event procedure described in the chapter Preparing to send the reorder document.

7.3. Sending the reorder document using the Email service

In addition to sending the reorder document automatically using event procedures, you can access the email service from the reorder and thus manually send the created reorder document. Open the menu for sending the email by clicking on Email service.

Setting up an email template

Before using the email service for processing reorders, you have to set up an email template for this purpose in the Setup » Client » [Select client] » Email » Templates menu. For further information, refer to the Emails page of the manual.

Sending the reorder document using the Email service:

  1. Click on Email service in the opened reorder.
    → A window for selecting the email template opens in a new tab.

  2. Select the email template that should be sent to the supplier.

  3. Click on the eye () to open the preview.

  4. If necessary, edit the text of the email.
    Note: Changing the text only affects the email you are editing. The email template itself is not changed.

  5. Click on the envelope () to send the email.

8. Adding procurement costs to the reorder

Different costs arise when stock is reordered. These can be added to a reorder in the Procurement costs area. This way, all known additional costs are saved as properties in the reorder and are displayed so that you can see all relevant information. The additional procurement costs are displayed in the same currency as the one selected for the reorder.

The following procurement costs can be added:

  • Freight charge

  • Packaging charge

  • Transport insurance

  • Drayage

  • Postage

  • Customs duties

  • Brokerage fee

  • Small quantity surcharges

  • Other charges

The procurement costs can only be added when the reorder was created and initiated. Before this is not done, the input fields for the different costs in the Procurement costs area of the reorder are disabled.

When no costs were added yet, Not set is displayed. Directly click in this field of the respective costs you want to add and manually insert the corresponding amount. Allowed are amounts with a maximum of 2 decimal places. The costs are automatically added in the same currency as the one set for the reorder. Save () the reorder after you added the costs. The reorder is then updated.

Costs with 0

Because the costs are saved as properties, they will be deleted and not saved if the costs are set to 0 in one of the fields.

You can also edit or delete costs by clicking in the respective field and carry out the required adaptations. After you changed costs, click on save () to update them.

8.1. Using the procurement costs calculator

Depending on your workflow, suppliers and reorders, not all of the procurement costs may be charged in the same currency. You can use the Procurement costs calculator so that all costs of the reorder listed above are displayed in the same currency. The calculator is located next to each cost and opens when you click on it. Take into account the explanations given in Table 8.

Table 8. Settings of the procurement costs calculator for additional costs in the reorder
Setting Explanation

Amount

The amount is set to 0 by default. Enter the amount of the respective cost in the currency it is charged in for this reorder.

Currency

Select the currency in which the amount for this cost is charged.

Exchange rate

An exchange rate is calculated by the system but can be adjusted manually. The currency selected in the procurement costs calculator is converted into the currency set for the reorder.

Preview amount in

The amount converted into the currency of the reorder is shown. This is the amount which is added to the selected procurement cost.

Click on Add cost when everything is set and the costs are correct. Note that the costs are not saved yet. Click on save () in the reorder to save the added costs and thus to update the reorder.

9. Using the backlog list

If you have reordered a large quantity of variations or several reorders are pending at the same time, use the backlog list to keep track of all variations that you have reordered, but that have not been delivered yet. These variations are displayed in the Stock » Reorder management » Backlog list menu. For further information on the backlog list, refer to the Managing backlog lists page of the manual.

10. Booking items in

As soon as the reordered variations arrive at your warehouse, they have to be booked in. Depending on whether all variations included in the reorder arrive at once or whether they arrive in separate deliveries, you book in partial quantities or all variations in one step. Both approaches are explained in the following sections.

Storage location for booking variations in

If you have not set up separate warehouses and storage locations for your variations in your plentymarkets system, the variations are booked into the Default storage location that exists in your system by default.
Customising the Stock movements table

The stock movements table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Icon one

  • Icon two

  • Item name

  • Variation ID / no.

  • Location

  • Created at

  • Booking ID

  • Quantity

  • Action – Delete button

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

  • Best before date

  • Batch

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

You can search for stock movements of a reorder with the filters Open, Booked and Cancelled in the Stock movements area of a reorder. To have all the stock movements of a reorder displayed, use the filter Display all. This filter is the default setting.

10.1. Booking partial quantities in

Proceed as described below to book in partial quantities belonging to separate deliveries of the same reorder.

Booking partial quantities in:

  1. Go to Stock » Reorder management » Purchase order.

  2. Open the reorder for which variations should be booked in.

  3. Open the Order items area.

  4. Enter the quantity of delivered order items in the Subset field.

  5. Click on Create partial delivery.
    → The stock movements for the incoming partial delivery are created.

  6. Open the Stock movements area. The green arrows in the table represent the prepared stock movements.

  7. In the Storage location column, enter the ID of the storage location into which the order items should be booked.

  8. Place a check mark in every line belonging to an item variation that should be booked in.

  9. In the Delivery note number field, enter the number of the delivery note belonging to the reorder.

  10. Click on Book selected stock movements.
    → The delivered partial quantity is booked into the desired storage locations.

10.2. Booking all variations in

Proceed as described below to book in all variations included in the reorder at once.

Booking all variations in:

  1. Go to Stock » Reorder management » Purchase order.

  2. Open the reorder for which variations should be booked in.

  3. Open the Order items area.

  4. Click on Create complete delivery.
    → The stock movements for the incoming partial delivery are created.

  5. Open the Stock movements area. The green arrows in the table represent the prepared stock movements.

  6. In the Storage location column, enter the ID of the storage location into which the order items should be booked.

  7. In the Delivery note number field, enter the number of the delivery note belonging to the reorder.

  8. Click on Book all stock movements.
    → The complete quantity is booked into the desired storage locations.

11. Finishing a reorder

As soon as you have received and booked in all variations included in the reorder, you can finish the reorder. To do so, go to the Details area of the reorder and click on Finish reorder. The current date is set as the finish date and the reorder cannot be edited any more.
Alternatively, you can manually set a date with the date picker (). After selecting a date, click on Finish reorder. The selected date is set as the finish date and the reorder cannot be edited anymore.
Note that the finish date cannot be earlier than the order date. If you select a date in the future, the reorder remains editable. It is only locked once the date is reached.

Unlocking a reorder

In case you have set the finish date by mistake, unlock the reorder by clicking on Unlock purchase order (). This way, the reorder is unlocked and can be edited again.

You should also finish the reorder if it is clear that particular variations included in the reorder will definitely not be delivered to your warehouse, for example due to loss during the delivery process. This way, the undelivered order items will also be removed from the Backlog list.

12. Cancelling a reorder

You cancel a reorder in the details view of a reorder, e.g. when open quantities will not be delivered anymore.

To do so, proceed as follows:

  1. Go to Stock » Reorder management » Purchase order.

  2. Select the required reorder and open it.

  3. Click on Cancel open quantities in the Order items area of the reorder.
    → Items not delivered are cancelled and taken out of the Supply.

  4. Next, finish the reorder by clicking on Finish reorder in the details of the reorder.
    → The open order items of the reorder are no longer in the Supply, the reorder will also no longer be listed in the backlog list and is thus completed.

13. Copying reorders

You can copy a reorder. To do so, use the Copy () function above the order details in an opened reorder. A new ID is assigned to the newly created reorder, same as with other reorders. The following data is copied into the new reorder:

  • Supplier

  • Warehouse

  • Exchange rate

  • Currency

  • Dealer sign

  • Order items (incl. the properties discount, package unit, minimum purchase, original quantity, delivery time in days, external order ID, supplier item name)

  • Tags

No dates are copied, you can set these in the newly created reorder. The owner is not copied as well. The current user is set as the owner of the reorder. The status is set to the default status for reorders defined by you.

The behaviour of the new reorder is the same as that of other reorders. You can edit the reorder as you are used to until you set the finish date.

14. Searching for reorders

When opening the Stock » Reorder management » Purchase order menu, all existing reorders and redistributions are displayed. You can change the result by changing the filter settings. You can either choose to use more filters or to reset the filters and to get all reorders.

Searching for reorders:

  1. Go to Stock » Reorder management » Purchase order.

  2. Select one or several of the filters listed in Table 9 to limit the search results.

  3. Click on Search ().

Customising the overview table

The overview table for reorders and redistributions is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Order type

  • Order ID

  • Ordered date

  • Finish date

  • Sender

  • Receiver

  • Status icon

  • Status name

  • Item amount

  • Delivery date

The following table columns can be displayed but are not shown by default:

  • Dealer sign / ext. order ID

  • Created at

  • Payment due date

  • Net order value

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customise table:

  1. Click on Configure columns ().
    → The window Configure columns opens.

  2. Select which columns you want to be displayed.

  3. Move () the columns so they are displayed in the order you need them.

  4. Click on Confirm to save your settings.

15. Automating reorders

Reorders can be partly automated with the help of the event procedures available in your plentymarkets system. One possibility of automating the generation of the reorder document has already been described in the Automatically generating a reorder document chapter. In the Setup » Orders » Events menu, the events, filters and procedures available in the groups named Purchase order allow you to automate certain steps of the reorder.

For more detailed information on setting up event procedures, refer to the Event procedures page of the manual. If you are working with event procedures for the first time, pay attention to the information provided on creating event procedures in the chapter Creating a new event procedure.

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