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Carrying out redistributions

In the Stock » Reorder management » Purchase order, your plentymarkets system offers you to redistribute items between different warehouses.

A redistribution consists of the following steps:

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

1. Preparatory settings

To optimise your workflow using warehouse redistributions, we recommend carrying out some preparatory settings. These settings are described in the following. 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. Creating order statuses for redistributions

A certain number of statuses is 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 particular 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.

1.2. Creating tags for redistributions

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 redistributions, you need to create those tags beforehand in the Setup » Settings » Tags menu. To do so, follow the instructions on the Tags page of the manual.

1.3. 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 Setup » Stock » Reorder management » Redistribution » Settings.

  2. Select a Default status that should be preselected when creating a redistribution.

  3. Carry out the desired settings for the Default owner. Pay attention to the information provided in Table 1.

  4. Save the settings.
    → The selected default settings are displayed when creating new redistributions.

Table 1. Available settings for the default owner
Setting Explanation

Active owner 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.

1.4. Setting up a template for the PO delivery note

Working with redistributions requires using the particular 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 Setup » Stock » Reorder management » Redistribution » Documents » PO delivery note.

  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.

To set up the document PO delivery note according to your individual wishes, proceed as described in the Setting up a document template chapter.

2. Creating a redistribution

After having carried out the preparatory settings, you can proceed with creating an order of the type redistribution.

Creating a new redistribution:

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

  2. Move the cursor over the Plus icon and click on New redistribution.
    → The menu for creating a new 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 redistribution.

Selecting an owner

If the desired Owner is missing, check if the user has been activated as an owner. Proceed according to the instructions on the Managing user accounts page of the manual to activate owners. 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 Filter to search for the desired order items according to the available item and variation data.

Adding order items:

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

  2. Select a filter to search for items. The filters are described in Table 2.

  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 Cart icon.
    → 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. In the Cart area, click on Save.
    → The cart is saved.
    → The redistribution opens.

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 a redistribution in the Documents section.

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.

  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 outthe 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 as desired. Pay attention to the information given in table 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 type > Purchase order, type redistribution

Procedure

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 other documents

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

Adding other documents:

  1. Go to the Documents section.

  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 tp 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. In the Order details area, click on the gear-wheel icon next to the Order initiated field.
    → 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 arriv,, 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 item quantity that should be booked in in the Quantity column.

  3. Click on Create all 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. In the Delivery note number field, enter the number of the delivery note that was generated during the process of booking items out.

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

2.5. 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. Click on the gear-wheel icon next to the Finish date field.
    → 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 have set the finish date by mistake, unlock the redistribution by clicking on the icon once more. 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.

Order type

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

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.

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.

Status

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

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 from …​ to

Select a start and end date from the calendar. This selection limits the time period to include the order date of the redistribution.

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 Goods 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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