Orders
Use the Orders utility to add and manage inventory item purchase orders with site vendors. The available functions include:
Manually add a new order for a selected site and vendor.
Automatically calculate and create an order for a specific order date, delivery date, and order availability date.
Print a blank order form for a selected site and vendor.
Review, edit, and print previous orders.
Orders Form Overview
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1 | Search | Look for orders based on Store #, Store Name, and Custom Date Range. |
2 | Blank Form | Print a blank order form for a selected site and vendor. |
3 | Calculate Order | Automatically calculate and create an order for a specific order date, delivery date, and order availability date. |
4 | Vendor | Identifies the vendor with whom the order was placed. To open a list of filters, select All located beneath the Vendor heading. |
5 | Store # | Identifies the store number associated with the order. |
6 | Store Name | Identifies the name of the store associated with the order. |
7 | Order Date | Specifies the date the order was placed at the store. |
8 | Delivery Date | Specifies the date the order was delivered to the store. |
9 | Total | Specifies the total monetary amount for the items included in the order. |
10 | Status | Indicates the status of the order. To open a list of filters, select All located beneath the Status heading. |
11 | Vertical Ellipsis | Use to Change, Delete, or Print Order. Select Print All to print all the items for a vendor. |
Things to Know
- Why is the ability to add an order unavailable?
- When is it necessary to adjust the system-suggested amount to order for an inventory item?
- Can an item be manually added to the Add Order form?
- Is it possible to restrict the editable fields on the Add/Change Order form?
- Where can additional ordering information about an item be found?
- What does it mean when the status of an order is Not Placed?
- How does the system automatically calculate order levels?
Why is the ability to add an order unavailable? | |
Permission to add an order is restricted in Security. Contact the Xenial Back Office administrator to request a change to user permissions. | |
When is it necessary to adjust the system-suggested amount to order for an inventory item? | |
Perform a physical count of the item in the store. If the physical count does not match the system-calculated product on-hand value, then adjust the amount to order by the difference between these two values. | |
Can an item be manually added to the Add Order form? | |
From the lower-left of the form, select +Add Item, and then select the item from the dropdown. If the item is not available from the +Add Item list, contact the Xenial Back Office Administrator. | |
Is it possible to restrict the editable fields on the Add/Change Order form? | |
Use the Edit only the quantity toggle to restrict the editable fields. Set this toggle to the desired value:
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Where can additional ordering information about an item be found? | |
Next to the Qty field on the Add/Change Order form, select the information icon
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What does it mean when the status of an order is Not Placed? | |
If the order was sent online the status will set to Placed. If it was not sent the status will be set to Not Placed. It is possible to go back and complete the order at a later time. | |
How does the system automatically calculate order levels? | |
The Calculate Order function automatically calculates order levels for the next inventory period based on a site's projected usage. This ensures a site has enough products to meet demand without having an excessive amount in stock. The following formula is used to calculate order levels:
The Calculate Order function also considers the "Order Based On" setting defined for each inventory item. This setting determines if the order calculation for that item is based on actual usage, customer count, or ideal usage. |
Orders - Instructions
Step by step instructions for managing orders are provided here:
Search - Orders
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To search for a specific site, type the Store # or Store Name into the Search field.
Select the box next to the target site(s) in the Store List. To select all sites in the Store List, select the box to the left of Store # at the top of the list.
With the target site(s) selected, select the calendar icon in the date selector to choose a date range for the search.
In the calendar popup, adjust dates as needed and select Apply.
It is also possible to select Period/Week, Today, or Yesterday as the search date or date range. Once the desired date range is configured, select Apply.
Select Search. Any records that match the Search Criteria will display in the utility to the right.
Add Order Form Overview
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1 | Store and Vendor | Identify the store, vendor and associated purchase order number (if applicable). |
2 | Order Dates | Specify the order date, delivery date, and order availability date. |
3 | Finalize Order | Save, send, and optionally print the order. |
4 | Search | Look for inventory items by their item name. |
5 | Customize Item List | Options to load a default item list, filter the item list, and restrict the editable fields. |
6 | Item List | Details about each item included on the order including:
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7 | Add Item | Add additional items to the item list. |
8 | Totals | Total number of items ordered and the total cost. |
Add Order
Anmerkung
Permission to add an order is restricted in Security. Contact the Xenial Back Office administrator to request a change to user permissions.
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To add an order manually:
From the Orders Search page, select Add Order.
Define the Add Order Settings.
Select Save to save the order and return to the previous screen.
If the order was sent online the status will set to Placed. If it was not sent the status will be set to Not Placed. It is possible to go back and complete the order at a later time.
Add Order Settings
Setting | Description |
|---|---|
Store | From the dropdown, select the store that is receiving the order. |
Vendor | From the dropdown, select the vendor from whom the order items are purchased. |
Purchase Order Number | Type the associated purchase order number. Depending on system configuration, this field may not be editable. |
Order Date | Type the date to place the order or select the calendar icon to select a date from a popup calendar. The current date is selected by default. |
Delivery Date | Type the date to deliver the order to the site or select the calendar icon to select a date from a popup calendar. |
Available Date | Type the date the order will be available at the site or select the calendar icon to select a date from a popup calendar. |
Status | If the order was sent online the status will set to Placed. If it was not sent the status will be set to Not Placed. It is possible to go back and complete the order at a later time. Additional statuses set by the system upon vendor notification include:
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Load Default Items | List all the default items associated with the selected vendor. |
Edit only the quantity | Set this toggle to the desired value:
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View | From the dropdown, select the desired value:
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Item | From the dropdown, select the item to order. This field can only be edited when the Edit only the quantity toggle is set to Off. |
Vendor Item | From the dropdown, select the vendor item to which the order item is linked/mapped. This field can only be edited when the Edit only the quantity toggle is set to Off. If multiple vendor items are mapped to this inventory item, the item configured as the default item is displayed. |
Qty | Type the number of items to order by unit (e.g. case, gallon). For credit memos: Type a negative number (e.g. -2). The cost is [+] and the quantity is [-]. (For example, -2 cases at 4.89 = -9.78.) In a credit memo, the price is always greater than 0. Next to the Qty field, select the information icon
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X | Select X to remove the item from the order. |
+Add Item | Add another item to the order. This command is only available when the Edit only the quantity toggle is set to Off. |
Cancel | Cancel all changes to the order. |
Send Order | Transmit the order online. To use eOrdering, the vendor must be a Back Office Supply Chain Partner. |
Print the order. The printout contains the order calculations for each item. From the dropdown, select the desired option:
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Save | Save the order. |
Print Blank Order Form
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To print a blank order form:
From the upper-right of the screen, select Blank Form to open the Print Blank Order Form window.
From the Store dropdown, select the store that is receiving the order.
From the Vendor dropdown, select the vendor from whom the order items are purchased.
Select Print. A PDF file is generated.
Select the printer icon to print the PDF file.
Calculate Order
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The Calculate Order function takes the guesswork out of ordering by automatically calculating order levels for the next inventory period based on a site's projected usage. This ensures a site has enough products to meet demand without having an excessive amount in stock.
The following formula is used to calculate order levels:
Quantity On-Hand + Projected Usage (until next order date) - Quantity Ordered (in transit)
The Calculate Order function also considers the "Order Based On" setting defined for each inventory item. This setting determines if the order calculation for that item is based on actual usage, customer count, or ideal usage.
Wichtig
Ensure sales projections are created within the week when the order is calculated. The order is calculated from the time the order is placed until the delivery of the next truck.
To automatically calculate an order:
From the top-right of the screen, select Calculate Order to open the Calculate Order window.
Adjust the following settings:
Setting
Description
Store
From the dropdown, select the store that is receiving the order.
Vendor
From the dropdown, select the vendor from whom the order items are purchased.
Order Date
Type the date to place the order or select the calendar icon to select a date from a popup calendar. The current date is selected by default.
Order Delivery Date
This field contains the date the order will be delivered to the site.
Order Available Date
This field contains the date the order will be available at the site.
Select Calculate. The system prompts for confirmation before generating the order if:
The site does not have an order due on the specified order date.
Projections are missing between the order date and the next order available date.
Please wait while the order is generated.
From the Order Details screen, adjust the Calculate Order Parameters as needed.
Select Save.
Calculate Order Parameters
Setting | Description |
|---|---|
Purchase Order Number | Type the associated purchase order number. Depending on system configuration, this field may not be editable. |
Order Date | The date the order was placed at the store. |
Delivery Date | The date the order was delivered to the store. |
Available Date | The date the order will be available at the site. |
Item | From the dropdown, select the item to order. This field can only be edited when the Edit only the quantity toggle is set to Off. |
Calc Qty | The system-generated order quantity. |
Qty | To order a different quantity than the specified Calc Qty, type the quantity to order. |
+Add Item | Add another item to the order. This command is only available when the Edit only the quantity toggle is set to Off. |
Edit only the quantity | Set this toggle to the desired value:
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View | From the dropdown, select the desired value:
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Cancel | Cancel all changes to the order. |
Print Order/Print All | From the dropdown, select the desired option:
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Change Order
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Anmerkung
It is only possible to change an order that has a status of Not Placed.
To change an order:
Search for the order (if necessary), and then select it from the Orders list.
From the Order Details screen, adjust the Change Order Settings as needed.
Select Save.
Change Order Settings
Setting | Description |
|---|---|
Purchase Order Number | Type the associated purchase order number. Depending on system configuration, this field may not be editable. |
Order Date | The date the order was placed at the store. |
Delivery Date | The date the order was delivered to the store. |
Available Date | The date the order will be available at the site. |
Item | From the dropdown, select the item to order. This field can only be edited when the Edit only the quantity toggle is set to Off. |
Calc Qty | The system-generated order quantity. |
Qty | To order a different quantity than the specified Calc Qty, type the quantity to order. |
+Add Item | Add another item to the order. This command is only available when the Edit only the quantity toggle is set to Off. |
Edit only the quantity | Set this toggle to the desired value:
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View | From the dropdown, select the desired value:
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Cancel | Cancel all changes to the order. |
Print Order/Print All | From the dropdown, select the desired option:
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Delete Order
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To delete an order:
Search for the order (if necessary).
To the right of the order on the list, select the vertical ellipsis.
From the popup menu, select Delete.
When prompted, select Yes to confirm the deletion.
Print Order
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To print an order:
Search for the order (if necessary).
To the right of the order on the list, select the vertical ellipsis.
From the popup menu, select the desired option:
Print Order - Print the items on the order.
Print All - Print all items from the vendor.