How do I Run a Reorder Report?

Summary

The following article explains how to run a re-order report in Platinum.

More Information

Go to " Stock Control Reordering".

The intention with this option is to provide you with tighter, more efficient stock control by having the system review your maximum and reorder levels regularly, taking sales, orders and stock levels into account, and once you have reviewed and confirmed your maximum and reorder levels, you can then place orders based on these levels. It is intended to help you to achieve the best possible stocking levels and stock turn.

Set the ranges as below for the report on this screen.

You will then move to a results screen showing maximum level, reorder level and quantity to order, followed by an order screen, where you will place your orders. If you choose the 'Auto' ordering method, orders will be created automatically following the results screen.

Maximum & Reorder Levels

The system can calculate your Maximum and Reorder Levels for you based on your Stock Optimisation settings or based on formulae you specify here. The levels will be taken into account when the system calculates the quantity to order.

• To allow the system to calculate either or both of the Maximum and Reorder Levels for you, choose 'Yes' at the relevant prompts.
• To use your own formulae to calculate Maximum and Reorder Levels:
  • Choose 'Yes' at either or both of the two prompts.
  • Search for the appropriate Formula by pressing <Ctrl+F1>.
  • Click on the relevant formula and click [Choose].
• To use your existing Maximum and Reorder Levels, set "Calculate maximum level" and "Calculate reorder level" to 'No'.

Ordering Method

• If you wish to review items to be ordered, choose 'Review'. This option will allow you to amend quantities and select alternative suppliers prior to creating Purchase Orders.

• If you would like the system to calculate items to be ordered and automatically create Purchase Orders for you, choose 'Auto'.

If your Platinum system is set to create orders for preferred suppliers, the system will work out from whom to order items and create the relevant purchase orders. Items without a preferred supplier will be added to an order for the 'POP001' Unallocated Orders Account.

You will be able to view and amend orders through the " Purchase Order Processing Add or Edit Purchase Orders menu".

Current Orders

Choose 'Include' to take outstanding orders into account when calculating the items and quantities to order.

• The other options are:
  • 'Exclude' - look at your current stock level and order enough to take you back to your Maximum or Reorder level, whichever is greater. This will ignore any customer requests and any existing purchase orders. Use with caution to avoid overstocking!
  • 'Only' - look at customer order items that are not already on a purchase order.

Show Details

• Select 'Changes' to view stock items where action is required i.e. items to be ordered and items for which the system has calculated new Maximum and/or Reorder levels.

• Alternatively select 'All' to view all items within the ranges specified.

Ranges

Enter the range of items for which you want to reorder. Leave blank any by which you do not want to limit the report.

• "Supplier" - Only show items that need reordering from this supplier.
  • "Preferred only" - Choose 'Yes' to include items for which this is the preferred supplier. Choose 'No' to include any items which this supplier could provide.

• "Depot" - This will default to the depot assigned to your user.

Alter this if you are ordering on behalf of a different Depot. Their stock levels and existing orders will be used when calculating order quantities.

• • To find a depot, press <Ctrl+F1> and click [List].
  • Highlight the depot code and click [Choose].

• "Stock From/To" - Enter a range of stock codes to include in the report.
  • Press <F1> or <Shift+F1> to scroll through your stock file to find an item or press <Ctrl+F1> to search for an item by entering part of the description.
• "Group" - Only show items within this Stock Group.
• "Text Filter" - Only show items whose Stock Description contains the text you enter here.

Click [Reset Range] to clear the ranges used previously.

Running the Report

Once you have set your ranges, click [Start].

The system will display your new Maximum and Reorder Levels and recommended Order Quantities.

• Check the results.
  • Click on an item to override the Maximum, Reorder Level or Order Quantity.
  • To prevent a calculated quantity being applied, click [No Change] on the relevant quantity, under the relevant column.
  • To view current orders or statistics for an item, click the button on the right of the screen. The details shown relate to the item you have selected.

Print Report

If you wish to print a report, click [Print] and select from the three options shown:

• The [Brief Order] report will list all items on screen including the preferred supplier of each item.
• The [Full Order] report will list all items on screen including all suppliers for each item and the Sales history for the last 12 months.
• The [Levels] report will list only items whose Maximum and/or Reorder levels will be altered.

Alternatively press <Ctrl+P> or click on the [Print] icon at the top of the screen.

• Select the relevant output to print a report or create a file of the data as it is displayed on the screen.

Create Purchase Orders

To start creating your orders, click [Process].

If the Maximum and/or Reorder levels of several items are going to be altered you will be asked if you wish to continue. Clicking [Yes] confirms you are happy for the new levels to be applied to your items.

Automatic Orders

If you selected 'Auto' as your Ordering Method, the system will now create Purchase Orders for you. You will be returned to the range screen when all orders have been created.

• Click in the "Stock from" field and click [Amend Orders] or press <F7>.
• All orders created will be listed.
• Select an order to View or Amend and click [Amend].

When you exit the Reordering option, this screen is reset. To view and amend orders, you should then go to " Purchase Order Processing Add or Edit Purchase Orders".

Manual Orders

If you selected 'Review' as your Ordering Method, the system will load the [Order Review] screen.

The system will tag all items for whom the supplier highlighted at the top of the screen is the 'preferred supplier'.

• "Order to use" - If an existing order, dated today and as yet unprocessed, is found the system will default to adding to the 'Open' order else it will create a 'New' order.

Alternatively, to add items into an existing order, click 'Chosen'. Any outstanding orders will be listed. Those which have been processed in any way e.g. where the order has been printed (implying it has been sent to the supplier) or where goods have been received, will be highlighted pink.

Be wary of adding into such orders as it is easy to overlook the unprocessed items and therefore forget to order them!

• To order additional items from this supplier, click [Tag] or press <F3> on an item.
• You may override the "Order Qty" and "Order Value".
• The buttons on the right of the screen let you check suppliers, current orders and statistics for each item.

The key to the right of the screen will help identify items with multiple suppliers.

• Items in green are the tagged items. The colour of the text highlights the relationship between the items and the supplier for whom you are creating an order.
• Items in yellow are untagged but relate to the supplier for whom you are creating an order.

To place an order, click [Order].

• Repeat the steps for the next supplier and continue until you have placed all your orders.
• You may click [Cancel] to exit without ordering the remaining items.

See also

• How do I View or Amend my Stock Optimisation Settings?
• How do I Write my Own Reorder Formula?
• Adding a Reorder Level to a Stock Code
• Adding a Maximum Level to a Stock Code
• Creating a Stock Item
• How do I find a stock code?
• Adding a Stock/Bin Location to a Stock Code

Feedback

Thank you for using our Knowledge Base, we value your feedback. Did you find this article useful? 'Yes' or 'No'

Keywords AND Misspellings

reorder, reordering, supplier, stock, part, purchase, preferred supplier, projected, maximum, minimum, reorder level, level, levels, orders, ordering