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Carrying out redistributions

To redistribute goods between different warehouses you create a redistribution in your plentymarkets system. You do this in the same menu where you create and edit reorders, namely in the Stock » Reorder management » Purchase order menu. In this menu, there is not only an overview table with your redistributions and reorders available, you can also add new reorders or redistributions as well as search for them or edit them. A redistribution consists of the following steps:

All of the steps are explained in this chapter of the manual. As a first step, we recommend carrying out some preparatory settings before you create and process your first redistribution.

1. Preparatory settings

To optimise your workflow using warehouse redistributions, we recommend carrying out some preparatory settings. Create new order statuses especially for reorders and create tags to keep a good overview. Setting up a document template for the PO delivery note is required as well.

1.1. Carrying out default settings

You can determine default settings to reduce the workload involved in creating a new redistribution. The default settings are then automatically displayed in the data fields when creating a new redistribution. To do so, proceed as described below.

Carrying out default settings:

  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. Default settings for redistributions
Setting Explanation

Default status

Select a Default status that should be preselected when creating a redistribution. How to create statuses for redistributions is explained in chapter Creating statuses for redistributions.

Default owner

Select one of the available options.
Active user preselected: The user creating the redistribution in the plentymarkets back end is preselected in the Owner field.
No owner preselected: The Owner field remains empty when creating a new redistribution. Moreover, all users set up in your system are shown in the dropdown-list as well. If you select one of those users, this user is preselected when a new redistribution is created.

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 sender

If you select one of your warehouses as default sender, this warehouse is preselected when you create a new redistribution as the warehouse from which items are booked out.

Default receiver

If you select one of your warehouses as default receiver, this warehouse is preselected when you create a new redistribution as the warehouse in which items are booked in.

1.2. Creating order statuses for redistributions

A certain number of statuses are saved in your plentymarkets system by default. Those default order statuses can also be used for redistributions. You can create statuses that are exclusively used for this particular order type. Creating new order statuses is described in detail on the Managing orders page of the manual.

Creating own order statuses for redistributions

We recommend creating separate order statuses that you only use for working with redistributions. Assign individual names to the order statuses to distinguish between redistributions and other order types. This is particularly important when automating the redistribution with the help of event procedures.

1.3. Creating tags for redistributions

Tags are keywords that you create centrally before you can use them in different areas of your plentymarkets system. If you want to use tags with redistributions, 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 a template for the PO delivery note

Working with redistributions requires using the document type PO delivery note (PO Purchase order). This delivery note lists all variations included in a redistribution. Warehouse staff and logistics partners can use this document to keep track of the variations included when booking the order items in in the receiving warehouse.

Document template must be set up

The document template for the document PO delivery note has to be set up before creating the document for the first time. As long as the document template has not been set up, no delivery note can be generated for a redistribution.

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

Setting up a template for the PO delivery note:

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

  2. Open the Transfer tab.

  3. Select the language in which the document is to be generated from the dropdown-list above the tab title.

  4. In the Apply settings from default document template area, click on Accept.
    → When you confirm the message, the default settings are applied to the document. Note that by doing this, other settings you might already have chosen for the document are overwritten.

If you want to individualise the PO delivery note, for example by 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

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 opened redistribution 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 ID of the redistribution 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. Creating a redistribution

After having carried out the preparatory settings, you can proceed with creating an order of the type redistribution. To do so, proceed as follows.

Creating a new redistribution:

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

  2. Click on plus icon () and select New redistribution.
    → The detail view of the redistribution opens.

  3. In the Status field, select an initial status that should be assigned to the new redistribution. This status can be changed at a later point in time.

  4. In the Sender field, select the warehouse from which items should be booked out.

  5. In the Receiver field, select the warehouse into which the items should be booked.

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

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

Selecting an owner

If the desired Owner is missing, check if the user has been activated as an owner. For general information about user accounts, refer to the User accounts and access page of the manual. In addition, check the default settings for owners described above.

2.1. Adding order items

The next step consists of adding the items that should be redistributed from one warehouse to another. Use the search to find the required order items.

Adding order items:

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

  2. Select the right filters for the search and also take the explanations given in Table 2 into account.

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

  4. Click on Search ().
    → The item variations that are in stock in the sending warehouse are displayed.

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

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

  7. Repeat steps 1 to 6 until all variations that should be redistributed are included in the cart in the desired quantities.

  8. Click on Save () in the Cart () area.
    → The cart is saved.
    → The redistribution is created and opened.

Table 2. 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.

Results of the item search

The item search in this menu only lists items and variations that are in stock in the sending warehouse. If items or variations are not listed, check the available stock in the Stock » Stocks menu or in the Stock tab of the respective item or variation.

2.2. Generating a PO delivery note

After adding the order items to the redistribution, the stock movements are already prepared. The red arrows on the Stock movements table represent those prepared stock movements. We urgently recommend that you check the stock movements as well as the quantities included in this table before proceeding with the redistribution. Afterwards, proceed with generating a PO delivery note that lists all order items included in the redistribution.

You can also upload other documents belonging to this redistribution in the Documents area.

2.2.1. Manually create a PO delivery note

Proceed as described below to manually create the document PO delivery note.

Manually creating a PO delivery note:

  1. Open the Documents area of a redistribution.

  2. Click on Add document ().

  3. Select the option Generate delivery note.
    → The PO delivery note is generated.

2.2.2. Automatically creating a PO delivery note

Set up the following event procedure to automatically generate the document PO delivery note as soon as you have booked out the items included in the redistribution from the sending warehouse.

Automatically generating a PO delivery note:
  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 generating the PO delivery note
Setting Option Selection

Event

Purchase order

Purchase order initiated

Filter

Order > Order type

Purchase order, type redistribution

Procedure

Purchase order

Generate PO delivery note

After the document has been generated, the PO delivery note is permanently available in the Documents area, where it can be downloaded and deleted. If your supplier sends you an external delivery note, it might not make sense to create your own delivery note. You can upload the external delivery note in the Documents area as well. To do so, click on Add delivery note and select the option Upload delivery note.

2.2.3. Uploading further files

You can upload further documents in the Documents section of a redistribution if you require it.

Adding further documents:

  1. Open the Documents area.

  2. Click on Add document ().

  3. Select Upload other document.
    → The selected document is uploaded and is available in the Documents section.

Files can be uploaded as pdfs, but also as csv, zip, doc, docx, xls, xlsx. Files with a size up to 20 megabyte can be uploaded.

2.3. Booking items out

After adding all items that should be redistributions, book the order items out of the sending warehouse.

Redistribution is locked

After carrying out the steps described in the following, the redistribution cannot be edited any more. Order items can neither be deleted nor added after this step. Only book items out after carefully checking the redistribution!

Booking items out:

  1. Click on Initiate order () in the Order details of the redistribution.
    → The redistribution is created and outgoing items are booked in the sending warehouse.

2.4. Booking variations in

As soon as the items from the sending warehouse arrive, book the order items into the receiving warehouse. To do so, proceed as described below.

Booking variations in:

  1. Open the Order items area.

  2. Enter the delivered order items in the Subset column.

  3. Click on Create stock movements ().
    → The stock movements are created.

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

  5. Enter a storage location in the Storage location column.

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

  7. Click on Create all stock movements.
    → Incoming items are booked in the receiving warehouse.

2.5. Package content list

The package content list is primarily for staff in the warehouses or for fulfilment service provider. It informs about the contents of pallets and packages. Since a redistribution means that stock is moved from one of your warehouses to another, usually warehouse staff is involved in carrying it out. This is way the package content list can also be displayed in a redistribution. To do so, proceed as follows.

Adding a package content list:

  1. Go to the Package content list area of an opened redistribution.

  2. Click on Add ().
    → You are redirected to the package content list of the redistribution.

  3. Search for the required variations of the redistribution by using the filters Barcode, Variation-ID or Variation number. You can only add items that are included in the redistribution.
    → Items are added directly when you search for them and it is displayed how many packages and pallets are created.

  4. Click on Close package or Close pallet to close the package or the pallet. Note that when you cannot change anything in this pallet or package once you closed it. You would have to open a new one.

When you go back to the redistribution after this, the created package content list is displayed in the corresponding area of the redistribution. In case you want to add further pallets or packages, click on Edit () and you are redirected again to the package content list. If a redistribution is already finished, the package content list cannot be edited anymore. You can find more information about package content lists on the corresponding manual page.

2.6. Finishing a redistribution

As soon as all order items included in the redistribution have been booked in in the receiving warehouse, finish the redistribution in your plentymarkets system. To do so, proceed as described below.

Finishing a redistribution:

  1. Open th redistribution.

  2. Open the Order details area.

  3. Optional: Enter the date on which the order items were delivered as the Delivery date.

  4. Click on Finish redistribution ().
    → The current date is automatically set as the finishing date of the redistribution.
    → The redistribution is locked and cannot be edited any more.

Unlocking a redistribution

In case you finished the redistribution by mistake, click on Unlock purchase order (). This way, the redistribution is unlocked and can be edited again.

3. Searching for redistributions

When opening the Stock » Reorder management » Purchase order menu, all existing redistributions and reorders 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 redistributions.

Searching for redistributions:

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

  2. Select one or several of the filters listed in Table 4 to limit the search results.

  3. Click on Search ().

Table 4. Available filters for searching for redistributions
Setting Explanation

Order ID

Enter the order ID of the redistribution to search for this particular redistribution.

Order type

Select the order type Redistribution to only display orders of the type Redistribution.

Sender

If you selected the order type Redistribution, you can choose one of the warehouses you listed in your plentymarkets system as the sender. The warehouse selected as Sender is the one from which the items are booked out.

Recipient

If you selected the order type Redistribution, you can choose one of the warehouses you listed in your plentymarkets system as the receiver. The warehouse selected as Receiver is the one into which items are booked in.

Reorder status

Select from the drop-down list between Open, Ordered and Closed.

Item ID

Enter an item ID to search for redistributions containing an item with this ID.

Variation ID

Enter a variation ID to search for redistributions containing a variation with this ID.

Variation number

Enter a variation number to search for redistributions containing a variation with this number.

Dealer sign

Enter a dealer sign to search for redistributions in which this dealer sign was added.

Item data

Enter a search term or a numeric value to search for redistributions that contain items with the term or number. The Item ID, Item number and Name are searched. In addition, set the Order type filter to Redistribution.

External delivery number

Enter the number of an external delivery note to search for redistributions with this specific delivery number.

Status from and Status to

Select a status range from the drop-down list. In addition, set the Order type filter to the option Redistribution to search for redistributions within this status range. If you want to search for redistributions with a specific status, select the same status in both filters, Status from and Status to.

Owner

Select an owner from the list. In addition, set the Order type filter to the option Redistribution to search for redistributions with this owner.

Order date type

Choose from the drop-down list between the date types Order date, Finished date and Created at and select the date range with the filters Order date from and Order date to. With these settings, the redistributions that were ordered, finished or created during this date range are displayed.

Order date from and Order date to

Select a start and an end date from the calendar. In combination with the filter Order date type, redistributions that were ordered, finished or created during this date range are displayed.

4. Automating redistributions

Use event procedures to automate the separate working steps of a redistribution. One possibility of automating the generation of the PO delivery note has already been described in the Automatically generating a PO delivery note 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 redistribution.

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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