Working with reorders

In the Stock » Reorder management » Purchase order menu, you do not only carry out redistributions, but you also create reorders. Reorders are used to reorder goods from your suppliers.

A reorder consists of the following steps:

1. Preparatory settings

The following chapters describe some preparatory settings. Carry them out before working with reorders for the first time. Usually, these settings only have to be made once. Set up the reorder level and the quantity suggestion for reorders to determine when items should be reordered. Create new order statuses especially for reorders and create tags to maintain a good overview. In addition, setting up a document for the reorder document is mandatory.

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 the table:

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

  2. Select which columns you want to be displayed.

  3. Move () 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. Setting up the reorder level, quantity suggestion and default settings

Prior to creating your first reorder, you should carry out the settings for the reorder level and the sales period. This way, you determine at which stock level variations are reordered.

Setting up the reorder level and quantity suggestion:

  1. Go to the Setup » Stock » Reorder management » Reorder » Settings menu.

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

  3. Save () the settings.

Table 1. Preparatory settings for reorders
Setting Explanation

Default status

Select a default status that should be preselected when creating a reorder. For further information on how to set up specific statuses for reorders, refer to the chapter Creating statuses for reorders.

Default owner

Select one of the available options.
Active owner preselected: The user creating the reorder in the PlentyONE back end is preselected in the Owner field.
No owner preselected: If you select this option, no Owner is preselected when creating a new reorder.

Sales period

Select a period of time. The sales period defines which period of time will be used to calculate the average consumption of the variation. The average consumption is relevant for suggesting a reorder quantity for a variation. The quantity suggestion for individual variations is displayed in the Stock » Stocks menu.

Default value for reorder level/order quantity

This setting determines the way in which the order quantity for the quantity suggestion for the reorder is calculated.
You can choose between:
Reorder level - net stock - ordered quantity or
(Reorder level - net stock - ordered quantity) + (Average consumption (Replacement time + Stock turnover (in days))

Parameters used for suggesting a reorder quantity:

  • Reorder level = the quantity at which a reorder should be placed. You can select a static or dynamic reorder level.

  • Net stock = the quantity of stock that can be sold.

  • Ordered quantity = the quantity that you already ordered from your supplier, but that is still to be delivered.

  • Average consumption = the average quantity consumed or or sold per day. The sales period that you select defines the period of time that will be used to calculate the average consumption per day.

  • Replacement time = the time needed by a supplier to deliver the ordered variations. The number of days required by the supplier to deliver a variation needs to be entered in the Supplier tab of a variation.

  • Stock turnover (in days) = The stock turnover (in days) saved. The stock turnover (in days) represents the number of days that you want your stock to last. The stock turnover (in days) is saved for each variation per warehouse in the Warehouse tab of the variation.

Source for item name

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

Default sorting

Select from the drop-down list in which order the order items of a reorder are sorted.

Default value for partial delivery

Select from the drop-down list which value is preselected in the Subset column in the order items of a reorder. The values remain editable in the reorder, irrespective of the chosen default value.
0 = No value is entered.
Total open amount = The ordered amount still open are entered.

Default sender

If you select one of your suppliers as default sender, this supplier is preselected when you create a new reorder.

Default receiver

If you select one of your warehouses as default receiver, this warehouse is preselected when you create a new reorder.

Filter option "Restrict to supplier" is preselected in item search

Activate this option if you want it to be preselected in the item search. It means that only items of the supplier that have been selected in the order details are displayed in the search results.

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

Activate this option if you want it to be preselected in the item search. 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 statuses for reorders

A certain number of statuses is saved in your system by default. Those default order statuses can also be used for reorders. However, you can also create a number of individual statuses for particular uses. Creating new order statuses is described in detail in the respective chapter on the Using order statuses page of the manual.

Creating own statuses for reorders

We recommend setting up separate statuses that you use exclusively for working with the order type reorder. Make sure that the statuses can be distinguished from the statuses used for other order types by assigning different names.

1.3. Creating tags for reorders

Tags are keywords that you create centrally before you can use them in different sections of your system. How to use tags for reorders 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 the reorder document

The reorder document is a specific document that serves as an order form for the reorder. This document contains information on all variations included in the reorder. You as the seller send it to your supplier.
The document template for the reorder document has to be set up before creating such a document for the first time. As long as no document template has been set up, the reorder document cannot be created. To create the template you can either apply the default template or you can carry out your own settings. Both ways of setting up the template are described below.

Applying the default template for the reorder document:

  1. Go to the Setup » Stock » Reorder management » Reorder » Documents menu.

  2. Open the Transfer tab.

  3. Select the language from the drop-down list above the tab title.

  4. In the Apply settings from default document template section, click on Accept.
    → The default document template is applied to the document.

Carrying out individual settings for the reorder document template:

  1. Go to the Setup » Stock » Reorder management » Reorder » Documents menu.

  2. Stay in the Template tab.

  3. Carry out the settings according to Table 5.
    → Use the Preview () to check the settings.

  4. Save () the settings.
    → The chosen settings are applied to the document.

Table 5. Settings document template reorder
Setting Explanation

Basic settings: Reorder

Font

Select one of the standard fonts Arial/Helvetica, Times New Roman or Courier.
Within the font group Extended alphabets you can choose between the options East Asian, Arabic and Cyrillic if you wish to set up document templates for languages such as Chinese or Russian.

Character set

Select whether the character set ISO-8859-1 or Unicode should be used. Note that generating PDF documents takes longer if you select Unicode.

Document template

Select whether the document template is only displayed on the first page or on the subsequent pages of the document as well.

Page break

Select whether paragraphs should be continued on subsequent pages or whether there should be a page break.

Structure of the delivery address

Select the elements that are to be included in the delivery address and in which order these elements are to be positioned.
Activate the option Title if the title that is saved in the Addresses in the contact data should be positioned in front of the contact name.
Activate the option Contact person if the information on the contact person saved in the contact data should be included in the invoice and delivery address.

Items’ language

Select in which language the item information are to be displayed on the reorder document. Supplier’s language can only be selected if the item data is actually maintained in this language.
Attribute values: Select for the attribute values whether they are displayed in the language just chosen or whether the description given in the Name (internal) field should be used for the reorder document.

Margins

Top

Enter a value (in mm) for the top margin on the page. 44.0 mm are set by default. To avoid overlapping elements, make sure to leave enough space to display a header containing the logo of your company.

Left

Enter a value (in mm) for the left margin on the page. 20.0 mm are set by default.

Bottom

Enter a value (in mm) for the bottom margin on the page. 30.0 mm are set by default.

Positioning the mandatory elements

Address field

Positions the field in which the supplier’s address is displayed. Additionally, determine the font size.

Document name/number (e.g. Reorder)

Enter a name for the document, such as Reorder or Reorder no., for example. Additionally, determine the position and size of the field’s content.

Date

Displays the current date on the document. Additionally, determine the position and size of the field’s content.

Ordered on

The date on which the reorder was initialised. Additionally, determine the position and size of the field’s content.

Currency

The currency of the corresponding reorder is displayed on the document. Additionally, determine the position and size of the field’s content.

Delivery deadline

The delivery deadline is taken from the corresponding reorder. Additionally, determine the position and size of the field’s content.

Internal customer number

Your customer number for the reorder’s supplier is displayed on the document if you saved it in the contact data. Additionally, determine the position and size of the field’s content.

Own VAT number

Your VAT number is displayed on the document. Additionally, determine the position and size of the field’s content.

Page number

Displays the page number on each page of the document. Determine the position and size of the page number.

Columns stock units

Stock units

Use the section Columns stock units to position the entries in the header of the table containing the order items. Enter a field name for each available column. The field name is a name that is displayed in the header. Field names are only displayed if a value is selected in the respective Pos drop-down list. If Pos is selected, the column is not displayed on the document. Use these settings to determine the order in which the field names are displayed in the header.

Number of decimal places of an order item

Select whether 2 or 4 decimal places are to be displayed. This setting is only for the documents and does not determine with how many decimal places prices are calculated.

Position

This columns displays the listing of the order items. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Quantity

Displays the quantity of order items. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Item ID

Optionally, you can use this column to display the item IDs on the document. The item IDs are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation ID

Optionally, you can use this column to display the variation IDs on the document. The variation IDs are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation number

Optionally, you can use this column to display the variation numbers on the document. The variation numbers are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Weight

Optionally, you can use this column to display the weight of the order items on the document. The weight is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Item name

Optionally, you can use this column to display the item names on the document. The item name, which is assigned in the item data, is taken from the reorder. You can display more fields from the item data by using Additional information. The fields must be maintained in the item data in order to be displayed here. Additionally, you can decide which storage and other information you want to have displayed. Enter a name for the column and determine the table position as well as the size of the column.
Important: For internal reasons this field is marked as a mandatory field. But displaying it on the documents is optional. When you set the position to Pos, this field is not displayed on the document.

Storage location

Optionally, you can use this column to display the storage location of the order items on the document. The storage location is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Unit price

Optionally, you can use this column to display the unit price of the order items on the document. The unit price is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Total price

Displays the total amount of the order items on the document. Enter a name for the column and determine the table position as well as the size of the column.
This is a mandatory field.

Unit

Optionally, you can use this column to display the unit of the order items on the document. The unit is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Variation name

Optionally, you can use this column to display the variation name on the document. The variation names are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Supplier item number

Optionally, you can use this column to display the supplier item number on the document. The supplier item number is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Supplier item name

Optionally, you can use this column to display the supplier item name on the document. The supplier item name is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

GTIN

Optionally, you can use this column to display the GTIN on the document. The GTIN is taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Attribute selection

Optionally, you can use this column to display the attributes chosen for an item on the document. The attributes are taken from the reorder. Enter a name for the column and determine the table position as well as the size of the column.

Pick number

Optionally, you can use this column to display your pick number on the document. The number can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Customer ID (Commission)

Optionally, you can use this column to display your customer ID on the document. The customer ID can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Customer name (Commission)

Optionally, you can use this column to display your customer name on the document. The customer name can only be displayed if it is added in the contact data record. Enter a name for the column and determine the table position as well as the size of the column.

Totals

Column width

Enter a value (in mm) to determine the width of the column for the amounts.

Order total

In this column, the net total of the order is displayed. Enter a name for the column and determine the font size.

Subtotal (each page)

If the reorder document is longer than one page, a subtotal is displayed on each page. Enter a name for the column and determine the font size.

Optional elements

Return address line (1)

Optionally, you can have an address line with the return address displayed. To do so, select YES and then determine the position of the address line as well as the font size. Use the text field underneath to enter the address. What you enter here is then displayed on the document.
If you select NO, this field is not displayed on the document.

Optional elements below stock unit table

Font size

If you select to display optional elements below the stock unit table, you can set the font size and column width for those here.

Print messages for reorder

Select YES if you want the messenger messages from the corresponding reorder to be displayed on the document. All of the messages are printed. Additionally, determine the font size.
Select NO if the messages should not be printed on the document.

Note

Enter a note or short text in the text field, to have it printed on the document. You can also enter available place holders, if required. Additionally, determine the font size.
Leave the text field empty if you don’t want notes or text on the document.

You can find more information about document templates, for example linking a PDF template, in the manual section Order documents.

1.5. Preparing to send the reorder document

After setting up the document template for the reorder document in the previous step, you should carry out the settings for sending the document to make sure that your supplier receives your reorder data. To do this, use the EmailBuilder in the CRM » EmailBuilder menu to set up an email template that contains the order form as a PDF attachment. Further information on email templates can be found on the EmailBuilder page of the manual.

In the next step, you can automate sending the reorder document to your supplier. This way, the reorder document is automatically sent to your supplier after it has been generated.

Set up the following event procedure.

Automatically sending the reorder document to the supplier:

  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. Activate the option Active.

  8. Save () the settings.

Table 6. Event procedure for automatically sending the reorder document to the supplier
Setting Option Selection

Event

Purchase order

Reorder document generated

Filter

Order > Order type

Purchase order, type reorder

Procedure

Customer

Send email > Customized template e.g. "Reorder to supplier"

1.6. Defining the reorder level of a variation

If you wish to be notified as soon as it is time to reorder variations, you should set up a reorder level for each variation in your system. The reorder level represents the quantity that is left in stock at which a variation should be reordered.

Set up warehouses to enter the reorder level

You can only enter a reorder level if you have assigned a warehouse to the variation. If you have not yet assigned a warehouse, do this beforehand.

Entering a static reorder level:

  1. Go to Item » Edit item » Open item » Open variation » Edit variation » Tab: Warehouse.

  2. Enter a quantity for the reorder level.

  3. Save () the settings.

Displaying items below the reorder level on the dashboard of your system

You can add an element that shows you variations that are below the reorder level on the dashboard of your system. Displayed there are items below reorder level, that are active, and without item bundles. To do so, add the element Items below reorder level. By clicking on the number of variations, you can open the Stock » Stocks menu and filter the variations that are below the reorder level. Note that also items with negative net stock for which no reorder levels are maintained are displayed on the dashboard.

Status of the dynamic reorder level

For each warehouse, you can decide whether you would like to use the dynamic reorder level or not. If you use the dynamic reorder level, your system calculates the dynamic reorder level automatically every night. This calculated reorder level is then displayed in the table column RL in the Stock » Stocks menu.
The difference to the reorder level, the RLΔ, is also calculated based on this calculated reorder level. The difference is displayed e.g. in the stock overview. This way, you can identify the variations that have to be reordered in the stock overview.

Do not save a static reorder level while using the dynamic reorder level

If you use the dynamic reorder level, you must not enter a static reorder level manually. Leave the reorder level for the variations in the warehouse on 0. If a reorder level bigger than 0 is saved manually, the calculation of the dynamic reorder level is not carried out.

The dynamic reorder level is calculated each night using the following formula:

\(\mbox{Dynamic reorder level} = {(\mbox{Ø Sales period} \cdot \mbox{Stock turnover}) + (\mbox{Ø Sales period} \cdot \mbox{Shortest delivery period})}\)

Explanation of the parameters:

  • Ø Sales period = Average quantity of items sold

  • Shortest delivery period = Shortest delivery period, regardless of which supplier

The difference to the dynamic reorder level (RLΔ) is carried out by the system and is calculated as follows:

\(\mbox{RLΔ} = {(\mbox{Dynamic reorder level} - (\mbox{Net stock} + \mbox{reordered quantity}))}\)

Set up the dynamic reorder level for each warehouse in the warehouse settings.

1.7. Defining the minimum order quantity of a variation

The minimum order quantity is the quantity that you need to order as a minimum from your supplier. The suggested reorder quantity will be at least as hight as the minimum entered here. However, you will only get a suggestion if the reorder level has been reached.

Assign a supplier to enter a minimum order quantity

You can only enter a minimum order quantity if you have assigned a supplier to the variation. If you have not yet assigned a supplier, do this in the next step.

Defining the minimum order quantity of a variation:

  1. Go to Item » Edit item » Open item » Edit variation » Tab: Supplier.

  2. Enter a minimum order quantity.

  3. Save () the setting.

The reorder suggestion remains on 0 if you do not enter a reorder level.

1.8. Assigning rights for back end users

Back end type users can only see certain sections and menus in PlentyONE. This means they only have limited access to the system. If you want back end type users to create and process reorders, you have to grant them the following rights:

  • Items > Settings > Edit

  • Items > Item > Variation > Show

  • Orders > Show

  • Orders > Order items > Transactions

  • Orders > Purchase order

  • Orders > Booking

  • Orders > Documents > Create

  • Orders > Documents > Show

  • CRM > Contact > Show

  • CRM > Message > Show

  • Setup > Property > Show

  • Setup > Tag > Show

  • Setup > Tag > Delete

  • Setup > Tag > Create

  • POS > Show

  • Stock > Show

  • Stock > Warehouses

  • Stock > Warehouse location management

  • Stock > Reorder

Tip: How to grant rights

Note that only Admin users can grant rights.

Assigning rights:

  1. Go to Setup » Settings » User » Rights » User.
    → The user accounts are displayed in an overview.

  2. Click on a user account.
    → The Rights menu item containing the visibilities opens.

  3. 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.

  4. Save () the settings.

The Rights and Menu visibilities are linked. This means that if you grant a right in one of the two sections, PlentyONE automatically grants the corresponding rights in the other section.

1.9. 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 reorder menu or open the messenger in the lower area of the reorder menu.

Proceed as follows to create a new message:

  1. Open the reorder.

  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 reorder 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 reorder 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. Identifying variations for the reorder

To manage your stocks effectively, it is important to identify variations that have to be reordered in time before you run out of them. This way, you avoid running out of stocks and thus having to inform your customers about longer delivery periods.

The variations that have to be reordered are most easily identified by checking them for their reorder levels. If you have not set up reorder levels, you can alternatively filter variations by their net stock.

Identifying variations for the reorder:

  1. Go to Stock » Stocks.

  2. Select the option Reorder level reached/below for the limitation filter.
    Or: Select the option Negative net stock or net stock equals 0 if you have not set up reorder levels.

  3. Select a warehouse (optional).

  4. Click on Search ().
    → A list of variations that should be reordered is displayed.

3. Creating a reorder

Depending on your needs, your system offers you different methods to create reorders. You can either reorder items directly when they are below reorder level or reorder items for specific warehouses and suppliers. You can also create a reorder directly from an order or reorder individual variations specifically. All of these approaches are explained in the following chapters so that you can choose one according to your needs and workflow.

3.1. Reordering variations below reorder level

When an item is below reorder level you can create a reorder. The items below reorder level are displayed as described in chapter Identifying variations for the reorder. The following steps have to be carried out after filtering for the variations mentioned above.

Creating a reorder:

  1. Go to Stock » Stocks.

  2. Carry out a search for variations that have reached or are below reorder level according to the explanations provided in Identifying variations for the reorder.

  3. Click on Accept suggestion to use the suggested reorder quantity.
    → If needed, enter different values in the Quantity column.

  4. Click on Create reorder.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

3.2. Reordering variations per warehouse and supplier

It may be necessary to create a reorder for a particular warehouse or supplier. To do so, proceed as described below.

Reordering variations per warehouse and supplier:

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

  2. Click on the plus icon ().

  3. Click on New reorder.

  4. Select the supplier from the drop-down list in the Supplier field.

  5. Select the warehouse to which the reorder should be delivered in the Warehouse field.

  6. Optional: Select one or several Tags to mark the new reorder.

  7. Optional: Select an Owner, meaning the user editing the reorder.

  8. Save () the reorder.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

3.3. Reordering variations from a specific order

In the Orders » Orders menu you can reorder variations from a specific order as described below.

Reordering variations from a specific order:

  1. Go to Orders » Orders.

  2. Carry out the search (search) to display orders.

  3. Open the order for which you want to create a reorder.

  4. At the top, click on Create orders (shopping_cart).

  5. Select the option Reorder » For specific order items.
    → The settings for the reorder open.

  6. Add the desired items to the reorder. Pay attention to the explanations given in Table 7.

  7. Save (save) the settings.
    → The reorder is created.

Table 7. Settings for reorders
Setting Explanation

Add items to existing reorders if possible

Select from the drop-down list whether the items should be added to an existing reorder with the same supplier and warehouse or whether a new reorder should be created instead.

Item information

Add all open order items into the cart (playlist_add)

Adds all open order items to the shopping cart.

Item ID

Shows the item ID.

Variation ID

Displays the variation ID.

Variation no.

Shows the variation number.

Quantity

Displays the item quantity. If needed, adjust the quantity.

Item name

Shows the name of the item.

Add items to shopping cart (add_shopping_cart)

Only adds specific items to the reorder. This button is only displayed if at least 1 item is available.
Tip: If needed, adjust the item quantity in the Quantity field.

Shopping cart

Remove items from shopping cart (delete)

Removes all items from the shopping cart. If you only want to remove specific items, click on Remove item from shopping cart (delete) on the right of the respective item.

Item ID

Shows the item ID.

Variation ID

Displays the variation ID.

Quantity

Displays the item quantity. If needed, adjust the quantity.

Item name

Shows the item name.

Variation supplier

Shows the supplier of the variation. If needed, select another supplier from the drop-down list.

3.4. Reordering individual variations

This method is useful if you only need to reorder one variation of a specific item. To do so, proceed as described below.

Reordering individual variations:

  1. Go to Item » Edit item.

  2. Open the item that you wish to reorder.

  3. Open the variation that you wish to reorder.

  4. Click on the Stock tab of the variation.

  5. Open the Stock sub-tab.

  6. Click on Accept suggestion or enter a Quantity.

  7. Click on Create reorder.
    → The reorder is created and is displayed and editable in the Stock » Purchase order menu.

Moreover, the functions Recalculate stocks and Reset quantity are also available.

Afterwards, follow the steps described in chapters Adding order items to Finishing a redistribution to complete the reorder process.

4. Adding order items

In chapter 3, several methods for creating a reorder in your system have been described. You can now enter further variations to the reorder by adding order items. Carry out a search (search) to find the required order items and to add them to the reorder.

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 (tune). → The available filters are shown. Enter a value in the desired filter. Click on Search once you have set all needed filters.
Remove the chip if you want to delete a set filter. The available filters are explained in Table 8.

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. Click on Save.

Adding order items:

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

  2. Search the required reorder and open it.

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

  4. Search for the required variations.

  5. Enter the item quantity that should be reordered in the Quantity column of the variation.

  6. Click on the Shopping cart ().
    → The variations are added to the cart.

  7. Repeat the steps described above until all variations that should be reordered are included in the cart in the desired quantities.

  8. In the Cart section, click on Save ().
    → The cart is saved.
    → The reorder opens.

Note that the reorder has now been created but was not executed yet. This means that the reorder was not transmitted to the supplier yet. Before executing and finishing a reorder you can add further information in the Details section of the reorder. Refer to the following chapters for this. When you execute the reorder now, the order items are no longer editable.

Table 8. 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 numbers, 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 items in stock

If you select this option, only items with stock are displayed.

Only display active items

If you select this option, only active items are displayed in the search results.
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.

  • Supplier information

  • Attributes

  • Purchase price

  • Purchase price system

  • 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

  • Supplier item name

  • 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 ().
    → The window Configure columns opens.

  2. Select which columns should be displayed.

  3. Move () 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 before the table is customised:

  • Item name

  • Variation ID / no.

  • Supplier information

  • Attributes

  • Barcode

  • Purchase price

  • Purchase price system

  • Discount

  • Discounted price

  • Quantity

  • Action

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

  • Item ID

  • Variation ID

  • Variation name

  • Supplier item name

  • 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 ().
    → The window Configure columns opens.

  2. Select which columns should be displayed.

  3. Move () 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.

  • Supplier information

  • Attributes

  • Delivery date

  • Purchase price

  • Discount

  • Discounted price

  • Ordered

  • Open

  • Outgoing

  • Incoming

  • Subset

  • Cancel icon

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

  • Item ID

  • Variation ID

  • Variation name

  • Barcode

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 ().
    → The window Configure columns opens.

  2. Select which columns should be displayed.

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

  4. Click on Confirm to save your settings.

5. Editing order items

After adding the desired items to the cart, you can edit them in the Order items section. For example, you can change the Quantity or delete order items. In the Purchase price field, you can change the pre-entered purchase price in case your supplier has agreed to a price change on short notice. In the Item name field, you can change the name of the item. The adaptations are only valid for the reorder they are done in. If you want to adapt the item settings in general, you have to do so in the Item » Edit item menu.

Editing the purchase price for variations

Editing the purchase price may affect the prices for variations already saved in your system. If one of the options Save purchase price in variation data or Save purchase price in variation and supplier data is activated for the Purchase price in the Setup » Stock » Stock » Incoming items menu, the previously saved purchase price for the variation is overwritten by your entry during the reorder. For more detailed information on these settings, refer to the Managing incoming items page of the manual.

Once you have made all necessary changes to the order items, click on Save () in the Cart section.

6. Submitting additional information

The Details section of the reorder offers you the possibility to submit additional information for a reorder. Table 9 describes the possible information.

Table 9. Additional information for a reorder
Setting Explanation

Delivery date

You can enter a delivery date manually or use the function Calculate delivery date. The system then calculates the estimated delivery date on the basis of the Delivery time saved in the Supplier tab of the variations included in the reorder. To be calculated correctly, the delivery times have to be added and saved before the reorder is created. For more information on saving the delivery time for a variation, refer to the Managing items page of the manual.
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. The delivery dates remain editable until the reorder 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 reorder.
Click on Save () after setting or editing the delivery date.

Payment due date

Choose the date you want to set as the due date for the payment manually. Alternatively, use the function Calculate payment due date to set the current date.

Dealer sign

Enter the supplier’s dealer sign.

Owner

Select a user who should be determined as the person responsible for the reorder. Alternatively, the default owner is displayed in this field in case you have made the corresponding settings.

Currency

The system currency is displayed in this field by default. If needed, enter a different Currency for the supplier as well as the Exchange rate that is currently valid for the currency. The Details section will then include a display of the calculated Net order value.

Above the order details of an already created reorder, info boxes with basic information about the reorder are displayed. The status of these is displayed by different colours.

  • Order ID = The ID of the current reorder.

  • Net order value = The net order value of the ordered items is displayed. Grey means that the value is zero (e.g. because the reorder has not been initiated yet). Green means that the value is above zero.

  • Ordered items = The number of ordered items is displayed. This info box is always grey.

  • Open items = The number of items not yet delivered is displayed. Grey means that no items are open because the reorder has not been initiated yet. Green means that no items are open because all of them have been delivered. Orange means that items are open.

  • Delivered items = The number of already delivered items is displayed. Grey means that no items were delivered yet. Orange means that the items were partially delivered and green that all the items of this reorder were delivered.

  • Cancelled items = The number of cancelled items is displayed. Grey means that no items were cancelled. Black means that at least one item was cancelled.

  • Procurement costs in total = The total sum of procurement costs is displayed. Grey means that the total sum of procurement costs is zero. Red means that the total sum of procurement costs is above zero.

7. Initiating and sending a reorder

After adding all variations that should be reordered to the reorder, you set the order date. To do so, click on Initiate order in the Details section. The reorder is initialised and the current date is set as the order date.
Alternatively, you can manually set a date via the date picker (). After selecting a date, click on Initiate order. The selected date is set as the order date and the reorder is initialised.

Order items cannot be edited anymore

As soon as you have set the order date, you cannot add any more order items to the reorder or delete them. Thus, only set the order date after carefully checking whether the reorder is complete.

After initiating the order, you still need to send the reorder to your supplier. To do so, generate the Reorder document. The chapter on Preparing to send the reorder document already explained how to set up the document template and how to automatically send the document to your supplier. In the following, you find instructions on how to generate the document manually and automatically.

Deleting a reorder

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

7.1. Manually generating a reorder document

Proceed as described below to manually generate a reorder document. Depending on your individual workflow, you can also upload a document in case your supplier has sent it to you.

Manually creating a reorder document:

  1. Open the Documents section.

  2. Click on Add document.

  3. Select the option Create reorder document.
    Or: Select the option Upload reorder document to upload a delivery note generated by and sent to you by your supplier.
    → The reorder document is generated and is available in the Documents section.

  4. Click on Procedures to download or delete the document.

7.2. Automatically generating a reorder document

Set up the following event procedure to automatically generate the reorder document as soon as you have set the order date.

Automate generating the reorder document:

  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 10.

  5. Save the settings.

  6. Carry out the settings according to Table 10.

  7. Activate the option Active.

  8. Save the settings.

Table 10. 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 reorder

Procedure

Purchase order

Generate reorder document
Automatically sending the reorder document to the supplier

If you wish to automatically send the reorder document after it has been generated, set up the additional event procedure described in the chapter Preparing to send the reorder document.

7.3. Sending the reorder document using the Email service

In addition to sending the reorder document automatically using event procedures, you can access the email service from the reorder and thus manually send the created reorder document. Open the menu for sending the email by clicking on Email service.

Setting up an email template

Before using the email service for processing reorders, you have to set up an email template for this purpose in the Setup » Client » [Select client] » Email » Templates menu. For further information, refer to the Emails page of the manual.

Sending the reorder document using the Email service:

  1. Click on Email service in the opened reorder.
    → A window for selecting the email template opens in a new tab.

  2. Select the email template that should be sent to the supplier.

  3. Click on the eye to open the preview.

  4. If necessary, edit the text of the email.
    Note: Changing the text only affects the email you are editing. The email template itself is not changed.

  5. Click on the envelope () to send the email.

8. Adding procurement costs to the reorder

Different costs arise when stock is reordered. These can be added to a reorder in the Procurement costs section. This way, all known additional costs are saved as properties in the reorder and are displayed so that you can see all relevant information. The additional procurement costs are displayed in the same currency as the one selected for the reorder.

The following procurement costs can be added:

  • Freight charge

  • Packaging charge

  • Transport insurance

  • Drayage

  • Postage

  • Customs duties

  • Brokerage fee

  • Small quantity surcharges

  • Other charges

The procurement costs can only be entered once the reorder has been created and initiated. Before that, the fields for the various costs in the Procurement costs section of the reorder are locked.

Click directly in the field where you want to add a price, and manually enter the corresponding amount. Amounts with a maximum of 2 decimal places are allowed. The costs will automatically be added in the currency set for the reorder. After adding the costs, Save () the reorder. It will then be updated.

Costs with 0

Because the costs are saved as properties, they will be deleted and not saved if the costs are set to 0 in one of the fields.

You can also edit or delete costs by clicking in the respective field and carry out the required adaptations. After you changed costs, click on save () to update them.

8.1. Using the procurement costs calculator

Depending on your workflow, suppliers and reorders, not all of the procurement costs may be charged in the same currency. You can use the Procurement costs calculator so that all costs of the reorder listed above are displayed in the same currency. The calculator is located next to each cost and opens when you click on it. Take into account the explanations given in Table 11.

Table 11. Settings of the procurement costs calculator for additional costs in the reorder
Setting Explanation

Amount

The amount is set to 0 by default. Enter the amount of the respective cost in the currency it is charged in for this reorder.

Currency

Select the currency in which the amount for this cost is charged.

Exchange rate

An exchange rate is calculated by the system but can be adjusted manually. The currency selected in the procurement costs calculator is converted into the currency set for the reorder.

Preview amount in

The amount converted into the currency of the reorder is shown. This is the amount which is added to the selected procurement cost.

Click on Add cost when everything is set and the costs are correct. Note that the costs are not saved yet. In the reorder, click on save () to save the added costs and thus to update the reorder.

9. Using the backlog list

If you have reordered a large quantity of variations or several reorders are pending at the same time, use the backlog list to keep track of all variations that you have reordered, but that have not been delivered yet. These variations are displayed in the Stock » Reorder management » Backlog list menu. For further information on the backlog list, refer to the Managing backlog lists page of the manual.

10. Booking items in

As soon as the reordered variations arrive at your warehouse, they have to be booked in. Depending on whether all variations included in the reorder arrive at once or whether they arrive in separate deliveries, you book in partial quantities or all variations in one step. Both approaches are explained in the following sections.

Storage location for booking variations in

If you have not set up separate warehouses and storage locations for your variations in your system, the variations are booked into the Default storage location that exists in your system by default.
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

  • BBD

  • 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 ().
    → The window Configure columns opens.

  2. Select which columns should be displayed.

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

  4. Click on Confirm to save your settings.

In the Stock movements section of a reorder, you can search for stock movements by using the filters Open, Booked and Cancelled. Use the filter Display all to display all stock movements of a reorder. This filter is the default setting.

10.1. Booking partial quantities in

Proceed as described below to book in partial quantities belonging to separate deliveries of the same reorder.

Booking partial quantities in:

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

  2. Open the reorder for which variations should be booked in.

  3. Open the Order items section.

  4. Enter the quantity of delivered order items in the Subset field.

  5. Click on Create partial delivery.
    → The stock movements for the incoming partial delivery are created.

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

  7. In the Storage location column, enter the ID of the storage location into which the order items should be booked.

  8. Place a check mark in every line belonging to an item variation that should be booked in.

  9. In the Delivery note number field, enter the number of the delivery note belonging to the reorder.

  10. Click on Book selected stock movements.
    → The delivered partial quantity is booked into the desired storage locations.

10.2. Booking all variations in

Proceed as described below to book in all variations included in the reorder at once.

Booking all variations in:

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

  2. Open the reorder for which variations should be booked in.

  3. Open the Order items section.

  4. Click on Create complete delivery.
    → The stock movements for the incoming partial delivery are created.

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

  6. In the Storage location column, enter the ID of the storage location into which the order items should be booked.

  7. In the Delivery note number field, enter the number of the delivery note belonging to the reorder.

  8. Click on Book all stock movements.
    → The complete quantity is booked into the desired storage locations.

11. Finishing a reorder

As soon as you have received and booked in all variations included in the reorder, you can finish the reorder. To do so, go to the Details section of the reorder and click on Finish reorder. The current date is set as the finish date and the reorder cannot be edited any more.
Alternatively, you can manually set a date via the date picker (). After selecting a date, click on Finish reorder. The selected date is set as the finish date and the reorder cannot be edited anymore.
Note that the finish date cannot be earlier than the order date. If you select a date in the future, the reorder remains editable. It is only locked once the date is reached.

Unlocking a reorder

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

You should also finish the reorder if it is clear that particular variations included in the reorder will definitely not be delivered to your warehouse, for example due to loss during the delivery process. This way, the undelivered order items will also be removed from the Backlog list.

12. Cancelling a reorder

You cancel a reorder in the details view of a reorder, e.g. when open quantities will not be delivered anymore.

To do so, proceed as follows:

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

  2. Select the required reorder and open it.

  3. Click on Cancel open quantities in the Order items section of the reorder.
    → Items that haven’t been delivered yet are cancelled and taken out of the Supply.

  4. Next, finish the reorder by clicking on Finish reorder in the details of the reorder.
    → The open order items of the reorder are no longer in the Supply and the reorder will no longer be listed in the backlog list which means that it is completed.

13. Copying a reorder

You can copy a reorder. To do so, use the Copy () function above the order details in an opened reorder. A new ID is assigned to the newly created reorder, same as with other reorders. The following data is copied into the new reorder:

  • Supplier

  • Warehouse

  • Exchange rate

  • Currency

  • Dealer sign

  • Order items (incl. the properties discount, package unit, minimum purchase, original quantity, delivery time in days, external order ID, supplier item name)

  • Tags

No dates are copied. You can set these in the newly created reorder. The owner is not copied either. The current user is set as the owner of the reorder. The status is set to the default status for reorders that you defined.

The behaviour of the new reorder is the same as that of other reorders. You can edit the reorder as you are used to until you set the finish date.

14. Searching for reorders

When opening the Stock » Reorder management » Purchase order menu, all existing reorders and redistributions 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 (tune). The available filters are shown. Enter a value in the desired filter. Click on Search once you have set all needed filters.
Remove the chip if you want to delete a set filter. The available filters are explained in Table 12.

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. Click on Save.

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 is displayed in the table. If more tags were assigned, three dots (…​) are shown. Move your mouse over the tags to see all assigned tags in the tooltip.

  • Item quantity

  • Delivery date

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

  • Dealer sign / ext. order ID

  • Created on

  • Net order value

  • 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 ().
    → The window Configure columns opens.

  2. Select which columns should be displayed.

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

  4. Click on Confirm to save your settings.

15. Automating reorders

Reorders can be partly automated with the help of the event procedures available in your system. One possibility of automating the generation of the reorder document has already been described in the Automatically generating a reorder document 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 reorder.

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.