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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:

We recommend carrying out some preparatory settings before working with reorders.

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.

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 Setup » Stock » Reorder management » Reorder » Settings.

  2. Carry out the settings according to the information provided in <table-reorder-level-quantity-suggestion-reorder>.

  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 field.
No owner preselected: If you select this option, no Owner is preselected when creating a new redistribution.

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.

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 exlusively 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. To do so, follow the instructions on the Managing 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.

Document template must be set up

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.

The following instructions describe how to transfer the default document template saved in your plentymarkets system.

Setting up a template for the reorder document:

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

  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.

If you wish to make individual changes to the Reorder document, such as displaying your company logo or further information, proceed according to the instructions provided on the order documents page of the manual.

1.5. Using 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.

Click on the plus to add a new message. Select a recipient and assign one or several tags to the message. You can also attach as many files as you like to the message.

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.

For further information, refer to the chapter Managing messages with the messenger on the Managing contacts page of the manual.

1.6. 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 2.

  5. Save the settings.

  6. Carry out the settings as desired. Pay attention to the information given in table Table 2.

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

  8. Save the settings.

Table 2. Event procedure for automatically sending the reorder document to the supplier
Setting Option Selection

Event

Purchase order > Reorder document generated

*Filter *

Order type > Purchase order, type reorder

Procedure

1.7. 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 variations 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. 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.

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 not visible in your system yet, meaning that the actual value is not displayed to you. However, if you use the dynamic reorder level, the general reorder level is based on this calculated value. 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.

1.8. 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 settings.

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

1.9. 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 [tabelle-rechte-nachbestellung] to those users.

For general information on assigning user rights, refer to the Managing user accounts 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 3. Required right for back end users
Setting Explanation

*Start > Dashboard

Authorises the back end user to see the start page of the back end as well as the dash board.

POS > Show POS

Authorises the back end user to see the integrated POS.

Orders > Show orders

Authorises the back end user to display 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

Authorises the back end user to create and see order documents. Activate the options Create document and Show document.

Items > Item editing

Authorises the back end user to edit items.

Items > Item editing > Variation > Show variation

Authorises the back end user to see variations.

CRM > Contact > Show contact

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

CRM > Messenger > Show message

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

Setup > Property > Show property

Authorises the back end user to see item properties.

Setup > Tag > Show tag

Authorises the back end user to see tags.

Setup > Tag > Delete tag

Authorises the back end user to delete tags.

Setup > Tag > Tag relationship

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

Stock > Show stock

Authorises the back end user to see stocks.

Stock > Warehouses

Authorises the back end user to see information regarding warehouses. Activate all of the following options: Edit warehouse, Warehouse addresses, Warehouse location

Stock > Warehouse location management

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

Stock > Reorder

Authorises the back end user to see and edit reorders.

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 of 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. These methods are briefly described in the following chapters.

3.1. Reordering variations below reorder level

This chapter describes how you create a reorder for variations that are below reorder level. The Identifying variations for the reorder chapter already explained how to identify which variations have reached the determined reorder level or are below it. 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.
    → Manually enter your desired quantities, if necessary.

  4. Click on Create reorder.
    → The reorder opens.

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 green 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.

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. Opens the Orders » Edit orders menu.

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

  3. Open the order’s Reorder tab.

  4. Click on Reorder all items.
    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 opens.

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 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. Open the Item » Edit item menu.

  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 opens.

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

4. Adding order items

In the previous chapters, 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. In the Order items area, click on Add.
    → A menu for adding order items opens.

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

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

  4. Click on Search.

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

  6. Click on the Cart icon.
    → The variations are added to the cart.

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

  8. In the Cart area, click on Save.
    → The cart is saved.
    → The reorder opens.

Table 4. 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.

5. Editing order items

After adding the desired variations to the cart, you can edit them in the Order items area. For example, a Delete option which you can use to remove variations from the reorder is displayed for each variation. In the Purchase price field, you can change the pre-entered purchase price in case your supplier has agreed to a change in price on short notice.

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-additional-information-reorder> describes the possible information.

Table 5. Additional information for a reorder
Setting Explanation

Delivery date

Manually select the delivery date in case your supplier has informed you about it. Alternatively, 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. For more information on saving the delivery time for a variation, refer to the /en/item/managing-items, Managing items>> page of the manual.

Dealer sign

Enter the dealer sign as communicated by the supplier.

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. Finishing 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.

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.

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!

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 6.

  5. Save the settings.

  6. Carry out the settings as desired. Pay attention to the information given in table Table 6.

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

  8. Save the settings.

Table 6. Event procedure for automatically generating the PO delivery note
Setting Option Selection

Event

Purchase order > Purchase order initiated

*Filter *

Order type > Purchase order, type reorder

Procedure
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 Sending 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. 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.

9. Booking variations 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.

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.

9.1. 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.

9.2. 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.

10. 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.

Unlocking a reorder

In case you have set the finish date by mistake, unlock the reorder by clicking on the icon once more. 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.

11. 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 7 to limit the search results.

  3. Click on Search.

12. 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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