Premvet :: FAQ: Stock Ordering

Electronically Ordering Stock

You can send orders into the wholesalers electronically from within the system.
You do NOT need to have full stock control working, one off orders are possible as is the full scan and update.

This guide will go over the basics.

Other related FAQ's on stock are:

You can also find details in the On-Line manual page.

Supplier Setup

The 1st step (which only needs done once) is to tell the system you will be ordering electronically - take a second or two to set up your account details - refer to the links below for the wholesaler(s) your use:

Centaur	Dunlops	NVS

Stock Card

The minimum requirements on the stock card is that the Supplier Reference (S. Ref) contains the code the supplier uses for that item and that Supplier code (SC) is set to the supplier you order it from.

With the minimum information entered you can start ordering straight away.

If you are wanting the system to automatically suggest what you need to order, then there are another couple of steps.

Stock Quantity has to be correct - if you have never reset the quantities this may involve a stock check.

The Minimum and Re-Order fields need set (the maximum is only used in reporting - it does need changed for ordering to operate).
This is done from the ordering screen (press 'O' from the main stock card).

Minimum - If the quantity in stock falls below this number then the system will put the item on order. If the Minimum is Zero (0) the item will NOT be automatically re-ordered.
Re-Order (N) - You add here how many to re-order when an item falls below minimum. If the re-order is 0 then nothing will be placed on order. The Re-Order (S) is the seasonal re-order field and only applies if the item has a season setting active.

Placing a Specific Item on Order

The ordering screen is at:

Stock Control -> Ordering -> Generate order

When selected the system will show you what is currently waiting to be ordered (if anything) - you can add items during the course of the day and send the order at a later point in time.

To add an item - select the 'Add' option, you will be asked for the 'Stock Number' at this point you can:

Enter a stock number or if using a scanner - scan the item.
Press return - you will be asked for Stock Name
Press return - you will be asked for your reference

Confirm the item is correct - the system will warn you if the supplier you are preparing the order for does not match the supplier code on the item you are asking for.

You will be asked for the number to order (in outers) and it will be placed on the order. You can now add any other item or quit back to the menu - if you quit the order will still be retained. You can come back at any point of time and add new items (or adjust the quantities).

Automatically Scanning for goods to Order

If you have the Minimum/Re-Order values set you can get the system to scan the records and tell you what you need to order. To do this select the generate order screen:

Stock Control -> Ordering -> Generate order

Select the 'Update' option. This will look at all stock items specified on setup screen (see below) and:

Stock Flags are checked to see if they match.
Deleted items (Stock name is Killed) are skipped.
Does the supplier code match if not skip.
If existing quantity is less than -1000 reset it to zero.
Check 'Re-Order' field - if zero skip the item.
If the current quantity in stock PLUS what is On-Order is greater (or equal to) the Minimum - skip the item.
Place the item on order - the amount placed is based on what is currently in stock, currently on-order and the amount you specified in the re-order field.

Changing or Deleting an Item on the list

If you need to alter the quantities or delete an item on the order list before it is sent you should select the 'Edit' option.

The system will display all items currently on the list in a scroll-able box - use the arrow keys to select the item you want and press Return.

Enter either, the new quantity or enter a quantity of zero (0) to delete the item.

Viewing or Printing the order list

The screen will display the last 10 items on the list (you can have up to 1000 items on the order). If you want to see the full list you use either:

Display - Displays all the items in a scroll-able list
Print - Prints out to the printer all items currently on the order. This will also print the totals for the current order.

Changing the Supplier/Settings

The 'Options' option allows you to change some of the basic settings. In general the only option you will need to change is the 'Supplier to Process' option - this should be set to the supplier you electronically order from.

Record to start at                     0
Record to finish at                    0
Supplier to process                    2       (0 to ignore, ? for list)
Flag mask                              ????????
Include the Summary                    Y       (<Y>es or <N>o)
Update files                           Y       (<Y>es or <N>o)
Output type                            M       (<I>gnore, <F>ax, <M>odem)
Generate order file                    Y       (<Y>es or <N>o)

To be Allocated                        Y       (<Y>es or <N>o)
Back order un-delivered?               Y       (<Y>es or <N>o)

These are:

Record to start/finish at	The records you want included in the 'Update' (automatically scan the records). If you leave them set to zero (0) then ALL records will be included.
Supplier to process	The supplier you are preparing the order for. If you are not sure of which number is which enter a question mark (?) for a list.
Flag mask	Limit the report to items that have the flags set. Normally these should all be question marks (????????)
Include the Summary	Do you want a summary printed when the order has been sent?
Update files	Alters the default for the 'Do you want to update the On Order Field' question.
Output type	How do you want to send the order? This alters the default, you can still change it when you are placing the order. The options are: Fax - Send a fax to the number specified in the 'Other Number' option on the Supplier setup screen. Modem - Send the order via the modem. Net - Send the order via the Internet Ignore - Just print the order to the printer.
Generate order file	Alters the default for the 'Do you want to generate a Purchase Order file'.
To be Allocated	Currently un-used
Back order un-delivered?	Alters the default for the 'Keep Un-delivered items on Back Order' question.

Sending the Order

When you are ready to send the order, select the 'Send' option.

All the defaults for the questions come from the Options screen (see above).

You will be asked:

Send the order via Fax, Modem, Net, Ignore - How do you want to send the order - as this guide is for electronic ordering - we will select Modem.
Generate a Purchase order File - This will generate a Purchase Order, and create an order file. If you are NOT processing the reply file automatically (see next question) then you should answer 'Yes' to this. When the order is received you can 'process the order' and update the system then.
Process the reply file (update prices/quantity) - When the order is sent you will receive a reply from the wholesaler telling you what they will be delivering and at what price. You can have the system process it and update the prices and quantities at this time. You will have to check the order for shortages - the system cannot tell you that at this point. If you don't want the system updating at this time you will need to process the order when it is received.
Keep Un-delivered items on back order - If the reply file indicates the item you have ordered is NOT being delivered, do you want the system to place it on 'Back Order'. If placed on back order the system will assume the wholesaler will automatically send it to you when it becomes available. Items placed on back order will be taken into account when the next order is placed, that is if it is on back order it won't be re-ordered.

The system will now connect to the wholesaler, sent the order. If the remote system is busy the system will re-try up to 20 times to get through.

Once successfully sent you will be asked if you want to 'Zero the current order' - the default being yes - you should answer yes. If you answer No then the goods will REMAIN on the order screen and there is a possibility you could re-order them the following day. There is an option 'Zero' on the Generate order prompt line that will reset it for you if you miss-answer this question.

Receiving the Order

When the order has been received. The steps involved depends on what you answered earlier - 'Process the Reply File Automatically' - if you answered Yes then everything will have been updated all you need do is check that what you ordered has been sent. That is, there are no missing items and the quantities agree.

Otherwise:

For Centaur customers with a scanner then select the option:

Stock Control -> Ordering -> Process options -> Scan Delivery Note

Scan the barcode(s) - this will update the stock quantities, prices and batch numbers as appropriate. When scanning the Centaur tote sheet the system will by default printout the details. If you want to suppress this then add 'Scan_Order_Printout = No' in Params.txt.

Otherwise:

Stock Control -> Ordering -> Process options -> Process an Order

You will get a list of all the orders currently outstanding. Select as appropriate. You will be given a chance to confirm the order.

Then you will be asked:

Date order Received	What was the date - used to update the record card with the last time the goods were received.
Process the order automatically	If the order is complete - no shortages etc. then answer Yes and the system will place the whole order into stock without any more questions. Otherwise you will be prompted for each item in turn.
Skip the Bar/Batch details	If the order contains any batch traceable items, answer No and you will be asked to enter the Batch Details otherwise answer Yes and the batch numbers will be skipped. This applies to the Process automatically as well. You can 'suppress' this question by setting 'Stk_Skip_Process_Batch = Yes' in Params.txt.

What is the Stock Scratch File?

During the day you may be too busy to add one off items to the Generate an order screen, or you may not have permission to access the option. The 'Scratch file' is a dummy file that can be used to record what is needed, notes for the person who does the order etc. Anything really relating to generating or processing the order.

It can be accessed from almost any menu by pressing <Ctrl> Z. This will display the existing file you can add comments to suit. A line will be added automatically with user user ID, date and time.

When generating the order bring up the 'Scratch file' - with Control-Z as normal, check for comments. If you want to delete the scratch file there is an option on the main Stock Ordering Menu to delete, view or print it.

What are the other options on the Generate an order screen

There are a couple of other options relating to ordering which are included here for completeness.

Generate An Order Screen
HotSync	If you have the Handheld PalmTop from Genusxpress this option is used to 'Sync' the order on the Palm with the Premvet System
Text	With Centaur - this allows you to add a few lines of text that is sent with the order. Yes the shape of the text box is meant to be like that - that's the format Centaur want it in.

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