Movement: Transfer goods

To redistribute stock between different warehouses you create a redistribution in your system. You do this in the same menu where you create and edit reorders, namely in the Stock » Reorder management » Purchase order menu. In this menu, there is not only an overview table with your redistributions and reorders available, you can also add new reorders or redistributions as well as search for them or edit them. A redistribution consists of the following steps:

All of the steps are explained in this chapter of the manual. As a first step, we recommend carrying out some preparatory settings before you create and process your first redistribution.

1. Preparatory settings

To optimise your workflow using warehouse redistributions, we recommend carrying out some preparatory settings. Create new order statuses especially for redistributions and create tags to keep a good overview. Setting up a document template for the PO delivery note is required as well.

The overview table in the Stock » Reorder management » Purchase order menu as well as the tables in an opened redistribution are customisable. This means that you can decide which information is displayed in the table columns. To do so, proceed as follows:

Customising tables:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

1.1. 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 the Setup » Stock » Reorder management » Redistribution » Settings menu.

  2. Carry out the settings according to the information provided in Table 1.

  3. Save () the settings.

Table 1. Default settings for redistributions
Setting Explanation

Default status

Select a Default status that should be preselected when creating a redistribution. How to create statuses for redistributions is explained in chapter Creating statuses for redistributions.

Default owner

Select one of the available options.
Active user preselected:The user creating the redistribution in the PlentyONE back end is preselected in the Owner field.
No owner preselected:The Owner field remains empty when creating a new redistribution.
Moreover, all users set up in your system are shown in the dropdown-list as well. If you select one of those users, this user is preselected when a new redistribution is created.

Source for item name

Select from the drop-down list which item name is displayed in the redistribution. Name 1, name 2 and name 3 are assigned in the text tab of the item data of an item.

Default sender

If you select one of your warehouses as default sender, this warehouse is preselected when you create a new redistribution as the warehouse from which items are booked out.

Default receiver

If you select one of your warehouses as default receiver, this warehouse is preselected when you create a new redistribution as the warehouse in which items are booked in.

Filter option "Only display active items" is preselected in item search

Activate this option for it to be preselected in the item search of the redistribution. It means that only activated items are displayed in the search results.

Display of added items in the shopping cart

Select how items are added to the shopping cart. The default setting is As one order position, quantities of order items are increased.
As separate order positions = Same items are added separately as well, meaning that each item is displayed in a separate row.
As one order position, quantities of order items are increased = Same items are added as one order item, only the quantities are adapted.

1.2. Creating order statuses for redistributions

A certain number of statuses are saved in your 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 Using order statuses 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 individual 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.

1.3. Creating tags for redistributions

Tags are keywords that you create centrally before you can use them in different sections of your system. How to use tags for redistributions and which user rights are required is explained below.

1.3.1. Assigning rights for back end users

Users with roles that are not of the type Administrator can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If employees be able to work with tags, they need at least the following rights:

  • Setup > Tag

Tip: How to grant rights

Note that only users with roles of the type Administrator can grant rights.

Assigning rights:

  1. Open the menu Setup » Account management » Roles.
    → The roles overview opens.

  2. Click on New (add).
    → The role creation menu opens.

  3. Enter a name for the role.

  4. Switch to the advanced mode by toggling Advanced (toggle_on) slider.

  5. Assign the rights for the respective section by ticking the check boxes indicated above.
    Note: You can either grant rights for complete sections or limit the rights you grant the user. To only grant limited rights in a certain section, expand the section.

  6. Save (save) the settings.

The simple mode and advanced mode are connected. If you check menu visibilities in the simple mode the corresponding permissions in the advanced mode will be checked automatically. The connection only exists in this direction. If you check permissions in the advanced mode no menu or plugin visibilities will be checked automatically.

1.3.2. Creating tags

Tags are texts, like keywords or phrases. First, create all of the necessary tags.

  1. Go to Setup » Settings » Tags.

  2. Click on .
    → A pop-up window opens. This window is divided into several steps.

  3. Carry out the settings in each step.

Tags can not be created via import

Tags can only be created manually, as described here in the instructions. It is not possible to create tags with the import tool.

Step: Name

Setting Explanation

Tag name
(Mandatory field)

Enter a name for the tag. The name is the keyword or phrase that highlights the data record.

Tip: The name can include spaces. As such, tag names can consist of multiple words.

Note: Once you’ve created the tag, you can translate the name into other languages.

Tag colour
(Mandatory field)

What background colour should the tag text have? Click on square and choose the colour.

How do I choose a colour?

  • Enter the colour values directly. Click on unfold_more to toggle between the different options:

    • Enter the colour’s RGB values.

    • Enter the colour’s HSL values.

    • Enter the colour’s hexadecimal value.

  • Click in the colour spectrum and use the slider.

  • Click on and select the colour from somewhere on your screen.

Step: Availabilities

Setting Explanation

Availability type
(Mandatory field)

What do you want to use the tag for? In other words, what types of data records will you link to the tag? Select all of the appropriate availabilities ().

Category

Do you want to highlight specific categories in the back end?

Example: Specify that a category should only be used for seasonal offers.

Note: Category tags are not visible to customers in the online store.

Contact

Do you want to highlight specific contacts?

Example: Specify the customer’s preferred method of communication.

Variation

Do you want to highlight specific variations?

Example: If you sell ladders, specify that some ladders were awarded a seal of approval for their safety features.

Note: Variation tags can be made visible to customers in the online store. Once you’ve finished creating the tag, open the advanced settings and select the appropriate clients.

Order

Do you want to highlight specific orders?

Example: Add important information such as the priority or purpose of an order.

Note: Tags can be created and used for all order types.

Reorder

Do you want to highlight specific reorders?

Example: Specify which kind of products were reordered.

Redistribution

Do you want to highlight specific redistributions?

Example: Specify which kind of products were redistributed.

Messenger conversations

Do you want to highlight specific conversations within the messenger tool?

Example: Specify that the message relates to a specific sales channel like Amazon or eBay.

Messenger: Billable messages

Do you occasionally write fee-based messages in the messenger tool? In other words, should the customer be charged for the minutes that elapsed while writing the message?

While writing a fee-based message, you’ll need to select at least one tag with this availability. Otherwise, the message cannot be created.

Step: Done

Setting Explanation

Summary

Here you can see a summary of the settings that you selected. Click on Create tag if you are satisfied with the settings.

Afterwards, you will have the following options:

To the tag

The pop-up window will close and the newly created tag will open for further editing.

Create another tag

The pop-up window will re-start for the next tag.

Close

The pop-up window will close.
To the tag: which advanced settings are available?
Setting Explanation

ID

The tag ID is automatically assigned and cannot be changed. It is used to uniquely identify your tags.

Use case: Tag links can be imported. For example, while you import item and variation data, you can also directly link the appropriate tags. This is done, e.g. by specifying the tag ID.

Client

In which plentyShops should the tag be visible to customers? Select all of the appropriate webshops ().

Note: This option only appears if you selected the availability Variation.

Name DE
Name FR
Name IT
etc.

Is your plentyShop available in multiple languages? Variation tags can be made visible to customers in the online store. If your online store is available in multiple languages, then the tag names should also appear in these languages.

  1. Click on and select a language version from the drop-down list.

  2. Enter a translation of the name.

1.3.3. Searching for tags

Use the search function to find your tags and edit them further.

  1. Go to Setup » Settings » Tags.

    1. Option 1: Click on to see a list of all tags.

    2. Option 2: Enter a number or text into the search field and click on one of the automatic suggestions. Then click on to start the search.

    3. Option 3: Click on tune to narrow down the search results with filters. See the table below.

Table 2. Search filters
Filter Explanation

ID

Enter the ID for a tag.

Note: The tag ID can not be changed. It serves to uniquely identify a tag. This search field is useful if you want to find a specific tag.

Name

Enter the name of a tag.

Note: This is a fuzzy search. The search results will also include tags whose names are similar to the text that you entered.

Example: If you enter "collect", then the search results will also include the tags "collectors item" and "collection".

Availability

Select one or more availabilities.

Note: This is an “or” search. If you select the availabilities "Category" and "Variation", then the search results will include tags that were activated for categories or for variations.
Table 3. Control elements
Element Explanation

Resets the selected filter criteria.

SEARCH

Starts the search.
Filter settings can be saved

When you start a search, your search settings are displayed up top as so-called “chips”. You can save these search settings to apply them again more quickly and easily in the future.

Saving the current filters:

  1. Start a search.

  2. Click on Saved filters (bookmarks).

  3. Click on bookmark_border Save current filter.

  4. Enter a name and toggle the optional settings as needed (toggle_on).

  5. Click on Save.
    → The filter settings now appear under Saved filters (bookmarks).

Element Explanation

Set as default

toggle_on = When you open the menu Setup » Settings » Tags, the filter settings will already be selected and the search will automatically start with these settings.

toggle_off = The filter settings will not already be selected.

Create filter for all users

toggle_on = The filter preset will be visible for all user accounts.

toggle_off = The filter preset will only be visible for your own user account.

Applying saved filters:

  1. Click on Saved filters (bookmarks).

  2. Click on an existing filter preset.
    → The search is started and the search settings are displayed up top as so-called “chips”.

When you start the search, you’ll see the results in an overview.

  • Option 1: Click on a tag to open it and edit its settings further.

  • Option 2: Select multiple tags () and click on the pencil icon (). This opens all of the selected tags at once and you can edit their settings further.

1.3.4. Exporting tags

Proceed as follows, to export your tags as a CSV file:

  1. Open the Setup » Settings » Tags.

  2. Click Download data as CSV [matsymbol:download].

  3. Select which pages of the table you want to export.

  4. Click matsymbol:download EXPORT DATA.

Your selected tags will be downloaded as a CSV file.

Export either specific tags or whole pages. See Table 4 for more information.

Table 4. Export options
Option Explanation

All pages

All tags on all pages are exported.

Current page

Only tags on the current page are exported. Set the amount of tags per page via Results per page.

Selected rows

Only tags you selected are exported. Can only be selected, if rows are selected.

Set the range of table pages

Enter the range of pages that you want to export.

1.4. Setting up a template for the PO delivery note

Working with redistributions requires using the 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 into the receiving warehouse.

Document template has to 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.

Setting up document templates in DocumentBuilder
To set up document templates, you can use the DocumentBuilder (menu: Setup » Documents » DocumentBuilder). For more information on how to use DocumentBuilder, refer to the manual page DocumentBuilder.

If you want to individualise the PO delivery note, for example by displaying your company logo or further information, proceed according to the instructions provided on the order documents page of the manual.

1.5. Using the messenger

Use the messenger to create messages about your contacts in the back end. These messages are only visible in your PlentyONE back end and cannot be accessed by your contacts. To use the messenger, click on Messenger on the left-hand side of the opened redistribution menu or open the messenger in the lower area of the redistribution menu.

Proceed as follows to create a new message:

  1. Open the redistribution.

  2. On the left side, click on Messenger.

  3. Click on New message (add).
    → A text editing window opens.

  4. Select one or more recipients.
    Note: The ID of the redistribution is already preselected.

  5. Enter the subject.

  6. Enter the text.
    → When double-clicking on the word, some formatting options for this message become visible.

  7. Optionally, attach a file by clicking on attach_file (Add attachments).

  8. Click on visibility_off WHISPER to send the message.
    Note: If you want to bill the message, click before sending on more_vert and activate (toggle_on) the option Capture minutes. The button changes from WHISPER to CAPTURE MINUTES. After clicking on CAPTURE MINUTES, you can decide whether the captured minutes are Free minutes or Paid minutes.

The message is automatically linked to the ID of the redistribution as soon as you have sent the message. After you have completed all related tasks, you can mark the message as done. For further information, refer to the Messenger page.

2. Creating a redistribution

After having carried out the preparatory settings, you can proceed with creating an order of the type redistribution. To do so, proceed as follows.

Creating a new redistribution:

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

  2. Click on Redistribution in the navigation on the left.
    → The detail view of the 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 for the redistribution.

Selecting an owner

If the required owner is missing, check if the user has been activated as an owner. For general information about user accounts, refer to the User accounts and access page of the manual. 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. Carry out a search (search) to find the required order items based on the items in stock.

Search functions

There are several ways of using the search. You can enter a value in the search field and then select the required filter. When you enter a number or a letter, available filters are suggested, e.g. order ID or variation number. Enter the value in full and then select the required filter from the suggestions. Repeat this to combine filters. Click on Search (search) to carry out the search.
If you first want to select a filter from the filter list, click on Filter l(tune). The available filters are displayed. Enter a value in the required filter. Click on Search once you have set all needed filters.
Remove the chip if you want to delete a set filter. Available filters are explained in Table 5.

Additionally, you can save selected filters in the UI by using the Saved filters (bookmarks) component. The saved filters can then be selected from this component every time you open or work with this menu, similar to bookmarks. Every user can save own filter sets.

Saving filters:

  1. Set the filters with the required values

  2. Carry out the search.

  3. Click on Saved filters (bookmarks).

  4. Click on Save current filter (bookmark_border).
    → The window Save filter opens.

  5. Enter a Filter name.

  6. Decide if this filter set should be used as default.

  7. Decide if this filter set should be available to all users.

  8. Save the settings.

Adding order items:

  1. Click on Add (add) in the Order item section.
    → A menu for adding order items opens.

  2. Search for the required items or variations.
    → The item variations that are in stock in the sending warehouse are displayed.

  3. Enter the item quantity that should be redistributed in the Quantity column.

  4. Click on the Add to cart (add_shopping_cart).
    → The variations are added to the shopping cart.

  5. Repeat steps 1 to 4 until all order items that should be redistributed are included in the shopping cart in the required quantities.

  6. Click on Save () in the Cart section.
    → The cart is saved.
    → The redistribution is created and opened.

Table 5. Available filters in the item search
Setting Explanation

Variation ID

Enter the ID to search for the variation with this ID. You can enter several IDs, separated by comma.

Item ID

Enter the ID to search for the item with this ID. You can enter several IDs, separated by comma.

Variation number

Enter the variation number to search for the variation with this number. You can enter several IDs, separated by comma.

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.

Only display active items

When you select this option, only active items are displayed in the search results.
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.
Customising the adding order items table

The table for adding order items is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Status

  • Item name

  • Variation ID / no.

  • Attributes

  • Qty. in source

  • Qty. in target

  • Quantity

  • Cart icon

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

  • Barcode

  • Model

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

Customising the shopping cart table

The shopping cart table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Item name

  • Variation ID / no.

  • Attributes

  • Barcode

  • Stock information

  • Quantity

  • Action button

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

Customising the order items table

The order items table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Order icon

  • Item name

  • Variation ID / no.

  • Attributes

  • Ordered

  • Open

  • Outgoing

  • Incoming

  • Subset

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

  • Barcode

  • Delivery date

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

The order items are editable as long as the order has not been initiated. For example, you can change the Quantity or delete order items.
In the Item name field, you can change the name of the item. The adaptations are only valid for the redistribution they are done in. If you want to adapt the item setting in general, you have to do so in the Item » Edit item menu.

You can enter a delivery date in the order details of a redistribution. Enter the delivery date by typing it in or by using the calendar. When you set a delivery date in the order details, you can choose whether the same date is also set for order items in the table without a delivery date. Already set delivery dates in the table stay as they are.The values are not overwritten.
You can set an individual delivery date for every order item in the table. he delivery dates remain editable until the redistribution is completed.
Note that all delivery dates in the table are deleted if you delete an already set delivery date in the order details. It is not possible to set a delivery date that is earlier than the order initiated date of the redistribution.
Click on Save () after setting or editing the delivery date.

Deleting a redistribution

Redistributions can be deleted in the detail view as long as the redistribution has not been initiated by setting the order initiated date. To delete a redistribution, click on Delete purchase order (delete) in the right-hand corner above the info boxes.

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 this redistribution in the Documents section.

2.2.1. Manually creating 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 section of a redistribution.

  2. Click on Add document (add).

  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 out the 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 6.

  5. Save () the settings.

  6. Carry out the settings according to Table 6.

  7. Set the event procedure to Active.

  8. Save () the settings.

Table 6. Event procedure for automatically generating the PO delivery note
Setting Option Selection

Event

Purchase order

Purchase order initiated

Filter

Order > Order type

Purchase order, type redistribution

Procedure

Purchase order

Generate PO delivery note

After the document has been generated, the PO delivery note is permanently available in the Documents section, 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 section as well. To do so, click on Add delivery note and select the option Upload delivery note.

2.2.3. Uploading further files

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

Adding further documents:

  1. Open the Documents section.

  2. Click on Add document (add).

  3. Select Upload other document.
    → The selected document is uploaded and is available in the Documents section, same as the delivery note.

Files can be uploaded as pdfs, but also as csv, zip, doc, docx, xls, xlsx. Files with a size up to 20 megabyte can be uploaded.

2.3. Booking items out

After adding all items that should be redistributed, book the order items out of the sending warehouse. To do so, click on Initiate order in the Details section. The redistribution is initialised and the current date is set as the order date.
Alternatively, you can manually set a date with the date picker (). After selecting a date, click on Initiate order. The selected date is set as the order date and the redistribution is initialised.

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.

2.4. Booking variations in

As soon as the items from the sending warehouse arrive, book the order items into the receiving warehouse. To do so, proceed as described below.

Booking variations in:

  1. Open the Order items section.

  2. Enter the delivered order items in the Subset column.

  3. Click on Create stock movements ().
    → The stock movements are created.

  4. Open the Stock movements section. The green arrows in the table represent the prepared stock movements.

  5. Enter a storage location in the Storage location column.

  6. Select every row belonging to an item variation that should be booked in.

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

Customising the Stock movements table

The stock movements table is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Icon one

  • Icon two

  • Item name

  • Variation ID / no.

  • Storage location

  • Created on

  • Booking ID

  • Quantity

  • Action – Delete

The following table columns can be displayed but are not shown by default:

  • Item ID

  • Variation ID

  • Variation name

  • MHD

  • Batch

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

2.5. Package content list

The package content list is primarily for staff in the warehouses or for fulfilment service provider. It informs about the contents of pallets and packages. Since a redistribution means that stock is moved from one of your warehouses to another, usually warehouse staff is involved in carrying it out. This is way the package content list can also be displayed in a redistribution. To do so, proceed as follows.

Adding a package content list:

  1. Go to the Package content list section of an opened redistribution.

  2. Click on Add (add).
    → You are redirected to the package content list of the redistribution.

  3. Search for the required variations of the redistribution by using the filters Barcode, Variation-ID or Variation number. You can only add items that are included in the redistribution.
    → Items are added directly when you search for them and it is displayed how many packages and pallets are created.

  4. Click on Close package or Close pallet to close the package or the pallet.
    → Note that you cannot change anything in this pallet or package once you closed it. You would have to open a new one.

When you go back to the redistribution after this, the created package content list is displayed in the corresponding section of the redistribution. In case you want to add further pallets or packages, click on Edit (edit) and you are redirected again to the package content list. If a redistribution is already finished, the package content list cannot be edited anymore. You can find more information about package content lists on the corresponding manual page.

2.6. 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 system. To do so, go to the Details section of the redistribution and click on Finish redistribution. The current date is set as the finish date and the redistribution cannot be edited any more. Alternatively, you can manually set a date with the date picker (). After selecting a date, click on Finish redistribution. The selected date is set as the finish date and the redistribution cannot be edited anymore.

Unlocking a redistribution

In case you finished the redistribution by mistake, click on Unlock purchase order (). This way, the redistribution is unlocked and can be edited again.

3. Searching for redistributions

hen opening the Stock » Reorder management » Purchase order menu, all existing redistributions and reorders are displayed. Carry out a search (search) to limit the search results to the required redistributions and reorders.

There are several ways of using the search. You can enter a value in the search field and then select the required filter. When you enter a number or a letter, available filters are suggested, e.g. order ID or variation number. Enter the value in full and then select the required filter from the suggestions. Repeat this to combine filters. Click on Search (search) to carry out the search.
If you first want to select a filter from the filter list, click on Filter l(tune). The available filters are displayed. Enter a value in the required filter. Click on Search once you have set all needed filters.
Remove the chip if you want to delete a set filter. Available filters are explained in Table 7.

Additionally, you can save selected filters in the UI by using the Saved filters (bookmarks) component. The saved filters can then be selected from this component every time you open or work with this menu, similar to bookmarks. Every user can save own filter sets.

Saving filters:

  1. Set the filters with the required values

  2. Carry out the search.

  3. Click on Saved filters (bookmarks).

  4. Click on Save current filter (bookmark_border).
    → The window Save filter opens.

  5. Enter a Filter name.

  6. Decide if this filter set should be used as default.

  7. Decide if this filter set should be available to all users.

  8. Save the settings.

Table 7. Available filters for searching for redistributions
Setting Explanation

Order ID

Enter the order ID of the redistribution to search for this particular redistribution.

Order type

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

Sender

If you selected the order type Redistribution, you can choose one of the warehouses you listed in your system as the sender. The warehouse selected as Sender is the one from which the items are booked out.

Recipient

If you selected the order type Redistribution, you can choose one of the warehouses you listed in your system as the receiver. The warehouse selected as Receiver is the one into which items are booked in.

Reorder status

Select from the drop-down list between Open, Ordered and Closed.

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.

Dealer sign

Enter a dealer sign to search for redistributions in which this dealer sign was added.

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.

External delivery number

Enter the number of an external delivery note to search for redistributions with this specific delivery number.

Status from and Status to

Select a status range from the drop-down list. In addition, set the Order type filter to the option Redistribution to search for redistributions within this status range. If you want to search for redistributions with a specific status, select the same status in both filters, Status from and Status to.

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 type

Choose from the drop-down list between the date types Order date, Finished date and Created at and select the date range with the filters Order date from and Order date to. With these settings, the redistributions that were ordered, finished or created during this date range are displayed.

Order date from and Order date to

Select a start and an end date from the calendar. In combination with the filter Order date type, redistributions that were ordered, finished or created during this date range are displayed.

Tags

Select a tag to search for redistributions to which this tag was assigned. You can select several tags. This is an "or" search. This means that all redistributions with at least one of the selected tags assigned are shown in the search results if you select more than one tag.
Customising the overview table

The overview table for reorders and redistributions is customisable. This means that you can decide which table columns are displayed in which order. The following table columns are selected by default when you go to the purchase order menu:

  • Order type

  • Order ID

  • Ordered on

  • Finish date

  • Sender

  • Recipient

  • Status

  • Tags = A maximum of three tags are displayed in the table. If more tags were assigned to the redistribution, three dots (…​) are shown. Move your mouse over the tags and a tooltip with all assigned tags is displayed.

  • Item quantity

  • Delivery date

The following table columns can be displayed but are not shown by default:

  • Dealer sign / ext. order ID Order ID

  • Created on

  • Value of items (net)

  • Payment due date

Adapt the table according to your requirements and your workflow. When you have adapted the table, these settings are saved. The table remains editable, you can change it any time.

Customising the table:

  1. Click on Configure columns (settings).
    → The window Configure columns opens.

  2. Select which columns are to be displayed.

  3. Move (sort) the columns so they are displayed in the order you need them in.

  4. Click on Confirm to save your settings.

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 Purchase order 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.