Suggested Orders Scheduler Quick Reference Guide

CONTENTS

Introduction

Licence Feature

New Hyperlinks

Suggested Order Schedules

Creating a new scheduled Suggested Order

Suggested Order History

Introduction 

We have added new functionality to allow users to schedule Suggested Orders.  

This Quick Reference Guide (QRG) will take you through this process. 

Licence Feature 

To use the Suggested Orders Scheduler, you will require the Suggested Orders Scheduling Licence Feature. For more information on getting this activated, please contact your Account Manager. 

New Hyperlinks 

Once the required Licence Feature is activated, 2 new options will appear within Merchandise > Suggested Orders. 

These are named;  

• Suggested Order Schedules, &
• Suggested Order History 

Suggested Order Schedules 

To view scheduled jobs, ▪ select Suggested Order Schedules. 

 

Displayed in the Suggested Order Schedule List are all the scheduled Suggested Order jobs created for your current location.  

For each order the following data can be given: ➢ Name – The name that was manually given to the Suggested Order. 

• Next Run At – Displays the Date and Time of when the schedule will next run for that job.
• Frequencies – the day the schedule will run/ once only.
• Locations – the number of locations included in the job.
• Supplier – the number of Suppliers included in the job.
• Status – displays the status of the job.
• Created at Location – will always display the location where the schedule job was created.
• Actions – options to Edit the schedule, Activate, or Suspend.  

This page is designed to only auto display jobs that will run within the next 7 days. This reduces the number of results shown but can be increased by using the page Filter.  

 

Displayed at the bottom of the Suggested Order Schedule list are Batch Actions. From here, you can Suspend, Unsuspend, Delete or Run multiple jobs at once. 

 Note: when a ‘Once Only’ job has ran, the Status will change to ‘Completed’. 

When choosing to ‘Run’ from the Batch Actions, the status for that job must be set as ‘Active’. 

Creating a new scheduled Suggested Order 

To create a new scheduled job, 

• from the bottom of the Suggested Order Schedule List, select New. 

• Complete the relevant fields on the New Suggested Order Schedule page. 

Note: any fields that contain an asterisk* are mandatory.   ➢ Name* - Enter a name for your scheduled job. 

• Delivery Location* - select a location where all the stock is to be delivered to.
• Locations * - select the location(s) that the order is for.
• Suppliers* – select the Supplier(s) you wish to include in the job.
• Categories, Seasons, Brands, Stock Ref, Product List – use these filter options to select the items you wish to include in your schedule job.
• First Run* - enter a date and time of when you first want the schedule to run. By default, today’s date is displayed, and the time will appear as ‘00:00’.
• Frequency* - use the dropdown list to select which days you wish the reoccurring schedule to run. Or, if it is a one-off schedule, tick the Once Only box. Note: you cannot have both options selected at one time.
• Create PO – if selected a Purchase Order is auto created depending on if the total value of the Suggested Order meets the Min Order Val* set against that Supplier.
• Ignore Min Order Value – if the Create PO field above is selected, and you still wish to create a Purchase Order (whether the total value meets the Min Order Val* or not), tick this Ignore Min Order Value field. 

When finished, there are 3 buttons at the bottom of the page:  

• Select Save to save the schedule job and then Back to List to return to the schedule list. Or;
• Select Save and add to save the schedule job and create a new one. Or;
• Select Save and Run Now to save and run that job, ignoring the ‘First Run’ date and time.  

Suggested Order History 

To view the history of all jobs that have ran, 

• from within the Suggested Orders section of the Merchandise menu, select Suggested Order History. 

 

This page is designed to only auto display jobs that have ran within the last 7 days. This reduces the number of results shown, but can be increased by using the page Filter.  

 

As well as increasing the number of jobs displayed, you can also reduce them. 

To hide a specific job, 

• select the Hide button displayed in the Actions column. 

 You will receive a message to advise that the job has been hidden. 

To hide several jobs at once, ▪ select them. 

 

• Click the Batch Actions dropdown list & choose Hide.
• Select Go. 

 

The message displayed will advise how many history records have been hidden: 

Note: when jobs are hidden, they are not deleted and can be re-added via the Include Hidden option on the page Filter. 

• select the Name. 

Once generated, the following information is displayed for each item included in the job: 

• Item Ref
• Item Name
• Category
• Location
• Available Stock in this Location 
• Available Stock in other Locations
• Lead Time
• Min Stock this Location
• Days to reach min stock
• Days to reach zero stock
• POP
• Suggested Order Unit Qty
• Suggested Order Box Qty
• Required Order Box Qty 

Note:  if a Purchase Order has not been created from a Suggested Order, the Required Order Box Qty is editable.  

It is possible to Export the items included in the suggested order, to a .CSV. To use this feature, you must have the ASR_SO_CSV Licence Feature. Please speak to your Account Manager for more information. 

For those jobs that were not set to auto create a Purchase 

Order, it is possible to manually create one. To do this,  

• select the items you wish to include
• click on the Batch Actions drop down list and choose Create PO.
• Select Go

The Purchase Order created off the back of this Suggested Order can now be found within POP > Purchase Orders as standard.