Running the Advanced Reorder Process

You can run the advanced reorder process from the Process > Inventory menu. You define the parameters for the run before executing the process on this form.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Re-Order file name

This is a unique name for the reorder run, up to 30 characters. You can recall a previous reorder run using this name and edit, recalculate, or reprint the run.

If the parameters of your reorder runs do not change, you can recall a reorder name to process. Greentree Desktop recalculates the suggested order quantities using the current date, and applies the parameters associated with the run name.

Re-order Calendar

This is taken from the calendar assigned on the Defaults tab on the Module Control form. You can change it. The calendar specified determines the periods that the sales forecasting is accumulated by.

Daily periods are the most accurate for making predictions, but they run slowly. Weekly periods are a good compromise as monthly periods rarely give the accuracy you need.

Report Name

Select these pre-defined reports:

Advanced Reorder Report - You can copy this report and customise it to change the output or format.
None - Calculate only - If you select this report, the Print button is disabled. You can select this option calculate a reorder run for 1000 items, but not print all items on one report. For example, if you have more than one user who is responsible for raising purchase orders and to print the reorder calculation output by item code range, or location.

Warehouse Option

Select these pre-defined options:

Company - Select this option to calculate reorder quantities for the whole company (all locations, all warehouses).
If you select this option, the location is disabled in the parameters table.
Warehouse Range - Select this option to calculate reorder quantities by warehouse, or range of warehouses. Select this option to also select the One order per supplier option.

Generate PO

Select these pre-defined options:

None - Select this option to generate purchase orders using the calculated suggested reorder quantities.
Purchase Orders - Select this option to generate purchase orders using the calculated suggested reorder quantities.
If you select this option, these parameters may also be selected.

Use default status

Select this option to apply the default hold status for the re-ordered item's supplier. If you don't select this option, you can assign a status to apply.

Note: If a hold status is assigned, automatically generated purchase orders is hold, and require human

Include supplier discount

Select this option to include the supplier's discount in automatically-generated re-order values.

Branch

Select the branch by which to filter re-order output.

One order per supplier

Select this option to combine multi-warehouse reorders (if the Warehouse Option is Warehouse Range) into a single purchase order if the reorder supplier is the same.

If you select this option, you can select a Location so that a single receipt location can be specified. If the option is not selected, a separate order is generated by warehouse or supplier.

Location

This field represents the purchase order receiving location, which defaults to the order header and lines.

This filter is available if the Warehouse Option is Company or the option to create One order per supplier is selected. The location is taken from the PO User Preferences form. If no location is assigned on that form, it is taken from the Inventory Module Control form.

Note: You can leave this field empty.

Inventory item order within purchase order

This option determines the order in which the inventory items are generated in the purchase order — by item code, or by item description.

Include the period of the calculation date x in the sales analysis

Select this option to include the period of the reorder calculation date in the sales analysis periods used to calculate the suggested reorder quantities.

Parameter Table

You can filter the output of the reorder report by supplier code, inventory analysis code, or item code. If you selected the Warehouse Range option, you can filter the output by location. If you do not specify a From and To range, the reorder process includes all codes.

Sales Weighting

Select this option to fine tune the sales forecasting process. You can enter a weighting from 0 to 100:

A value below 50 reduces sales from Greentree-calculated average towards the lower confidence level.
A value above 50 will lift the sales from Greentree-calculated average towards the upper confidence level.
50 is the default value - leave this as it defaults to use the calculated sales average.

If you apply a weighting that lowers sales, the consequence is that the suggested reorder quantities is lower, but the risk of stock-outs is increased, and visa versa. You can, for example, use sales weightings to include smoothing items that are exposed to seasonal fluctuations, or reducing the average sales if you know a promotion has distorted recent sales history.

Use suppliers default delivery method

Select this option to the reorder process to use the delivery method specified for each single supplier.

If you don't select this option, Greentree Desktop uses a single delivery method, which you will specify in the Delivery Method field.

Exclude indent items

You can specify that an item is an indent item on the Defaults tab on the Inventory Item Maintenance form. Select this option to exclude these items from the reorder process.

If you don't select this option, the reorder process includes them. Using indent items, a reorder quantity is suggested for any indent item that has some demand against it (for example, a backorder).

Exclude POs allocated to jobs

If you select this option, the suggested re-order quantity will not take into account any quantity on a purchase order that is allocated to a job. This increases the suggested re-order quantity.

Generate

This button is enabled if the option to generate purchase orders has been selected, and the reorder run is calculated Calculate has already been activated.

Click the button to generate purchase orders, using the suggested reorder quantities. You can only click the Generate button once, even though click the Calculate and Print buttons more than once for a reorder run.

This applies to the creation of purchase orders:

When you click the Generate button, you are prompted to specify a narration which defaults to purchase orders at both the header and line levels. You can identify purchase orders that were generated by the reorder process. For example, you can enter a narration Generated by Advanced Reorder Process 01/09/04.
Where the Company warehouse option is selected, a single purchase order per supplier is generated. If locations are being used, the purchase orders is assigned the default location specified on the Defaults tab on the Module Control form.
Where the Warehouse Range warehouse option is selected, a single purchase order per supplier is generated for the warehouses in the reorder run.
The order in which item lines are created on purchase orders is determined by the Inventory Item Order within Purchase Orders option that is selected.
If a hold status is set for purchase orders, you can't print purchase orders until the hold status is released.
The default delivery address assigned to each order is determined from the default option set on the Purchase Order Module Control form.
If an item has a purchasing unit of measure in use that is different from the stocking unit of measure, suggested order quantities and values are represented in the purchasing unit Greentree Desktop converts stocking to purchasing as part of the reorder process.

This button is enabled when you click the Calculate button to start the reorder process.

Click this button to print the advanced reorder report, which prints details for your selections, and the calculated suggested reorder quantities.

You can recall a reorder run and recalculate or reprint it. When you click the Print button, another form displays if you can specify output parameters.

Calculate

Click this button to run the reorder process, and calculate the suggested reorder quantities, using the parameters you have entered. This process can take a considerable amount of time, depending on the reorder calendar, the number of inventory items included in the selection, and the number of warehouses and locations.

You can recall a reorder run and recalculate or reprint it if the process parameters and selections never change. You can recall the same reorder name at the same time every month, and recalculate to generate suggested reorder quantities for the new month

You can save a reorder run (selections and parameters) without calculating it. You can recall it later.

If you expect an item to include in a reorder run, and it does not print on the report, the most likely reasons for the item not being included are:

Inventory locations are not set to being both stocking, and warehouse.
Active supplier details are not set up.
Delivery methods are not assigned to suppliers.