Suggested Replenishment

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Created: 15 December 2008. Last Reviewed: 15 December 2008

Suggested (Automatic) Replenishments

Suggested Replenishments are accessed from Inventory -> Replenish Stores (-> New Replenishment). The idea behind replenishment is to suggest what warehouse stock to send to each branch. The suggestion can be based on:

  • Sales made since a specified date (ie “Buy one, get one”)
  • Current, Minimum and Maximum stock levels at the branches (Minimum and Maximum stock levels must be set up for the branches)

The end result of the replenishment process is that store purchase orders are generated by EEE, and sent to the branches to be received against. These replenishment purchase orders are essentially internal stock transfers.


The replenishment process does not attempt to move stock from one non-warehouse branch to another branch.


Required steps

  • Basis – Specify that replenishment is to be based on Sales since a specified time or based on Min/Max levels

Optional steps

  • Product range - It’s possible to limit the product range being re-ordered by Department, Division, Style and Product Code range
  • Inactive items – Normally inactive products are excluded (the checkbox will initially be ticked if the Enabler BOS option in Products -> Product Options -> Inactive Products Options -> “Prevent Purchase Orders” is ticked on).
  • Warehouse has no stock – Normally no replenishment is suggested for items that the warehouse has no stock
  • Branch range - It’s possible to limit replenishment to include branches based on their region, store type, retail/seconds status, or franchise status

No stock transfers were generated, this may be because:This message may be presented for a number of reasons:

  • No sales have been made for each SKU at each branch. (only if Sales basis specified)
  • The current stock level for each included SKU at each included branch equals or exceeds the minimum stock level (only if Min/Max basis specified)
  • No minimum stock levels have been setup for the included SKUs at the included branches (only if Min/Max basis specified)
  • There are already existing Purchase Orders in the system for all the included SKUs, ie where the Order Balance Quantity + Current Stock is equal to or more than the minimum stock level. (only if Min/Max basis specified)
  • There are already existing Store Transfers (generated by POS), such that the Store Transfer Balance Qty + Current Stock is equal to or more than the minimum stock level. (only if Min/Max basis specified)
  • There is no stock at the warehouse for the included SKUs
  • There is an existing (and uncommitted) pending replenishment for each of the included SKUs. (either basis), and regardless of which branch it is going to.
  • There is an existing (and uncommitted) manual stock distribution for each of the included SKUs. (either basis), and again regardless of which branch it is going to.

Replenishment lifecycle


Existing replenishments can be viewed by Inventory -> Previous Store Replenishments. Replenishments can be committed or uncommitted (as in the Status drop-down list). Replenishment line details (accessed by the ‘Detail’ button) are shown as one row for each SKU for each branch. Transfers initiated by replenishment can have their progress viewed by Inventory -> Replenishment Transfer Progress.


Approval (Picking List) - When a replenishment is created, the entire replenishment batch is uncommitted. Each SKU at each branch is also unapproved. At this stage the suggested transfer quantity can be modified, and each SKU transfer can be approved / un-approved separately. At this stage a ‘Picking List’ can be printed, in order to check what actual stock exists at the warehouse.


Commitment (Packing List) - Once selected SKUs at each branch have had their transfer quantity approved, the batch may be committed. After being committed the transfer quantities are locked and a ‘Packing List’ can be printed. Unapproved SKU transfers in the committed replenishment can still be viewed but cannot be approved. Commitment generates store purchase orders which will be sent to stores via the normal EEE-Enabler comms.


Transfer Progress – The store purchase orders that the replenishment process generates can be received against in stores, using the standard POS goods receipting. The screen accessed by Inventory -> Replenishment Transfer Progress allows the receipt of the orders to be tracked, both at an order header level (ie Branch by Branch), and an order detail level (ie SKU by SKU). In addition, EEE may be used to cancel an (un-finalised) replenishment store purchase order (in its entirety, or for SKUs within it). Filters exist on the main replenishment transfer progress screen (and the detail screen) to view orders according to their status: In Transit (Balance Qty > 0), Finalised (Balance Qty = 0), Part Received (Balance Qty > 0 and Received Qty > 0), Part Cancelled (Balance Qty > 0 and Cancelled Qty > 0), Fully Received (Balance Qty = 0, Received Qty = Order Qty), Fully Cancelled (Balance Qty = 0, Cancelled Qty = Order Qty)


Laybys and customer orders – Sales Basis

In deciding what the ‘Sales’ have been at a branch since a specified date, laybys and customer orders that have occurred are also counted. Note that in the same way that returns represent negative sales, cancelled laybys and cancelled customer orders will also be counted as negative sales. Note that the POS configurable recognition of laybys and customer orders as sales at creation or completion does not affect the counting here, laybys and customer orders are in effect always counted as sales on creation regardless of the POS configuration.


Warehouse stock level

The stock level at the warehouse is decreased when the replenishment batch is committed. For products of type “multi-pack”, the stock level of its component product is decreased. The warehouse stock is decreased at the warehouse cost.


It is possible to manually enter replenishment transfer quantities which exceed the current stock level in the system. When the batch is committed the warehouse stock level would then become a negative quantity.


When a committed batch is cancelled fully or in part in EEE, an automatic adjustment is made to the warehouse stock level to reverse the cancelled replenishment (or part-replenishment).


Customer Orders – Min/Max basis

The tick box to “Consider customer orders in replenishment process” is only available when the basis for store replenishment is to use Min/Max levels.


For the purposes of EEE Re-plenishment, there are two types of customer orders. The first is customer orders which ‘hit stock on creation’ or ‘bin transfer’; the second is customer orders which ‘hit stock on completion’ (see POS Sales -> Customer Order configuration).


The first type of customer order is ALWAYS taken into account during re-plenishment on a Min/Max basis - the stock is decremented immediately. The second type of customer order can be optionally taken into account by ticking the box.


Laybys – Min/Max basis

Laybys which hit stock on creation will be taken account of in the sense that the stock on hand will be immediately decreased. Laybys which hit stock on completion will not be taken account of until the layby actually completes.


Transfer Quantity and Pack Size


A suggested transfer quantity is suggested for each branch for each SKU. This is the quantity of units to be transferred. It may not be a multiple of pack size. The warehouse therefore has the option of splitting packs to be sent to the branches. The pack size is also displayed for each SKU at each branch. The Picking List printout has two columns, showing the number of units and the number of packs.


There are options to round the transfer quantity up or down to the nearest pack size at a per branch per SKU level, or for the entire batch (if the warehouse does not want to split packs). The button to “Round to Pack Size” is only available when the SKU pack size is greater than 1.

If, in rounding the batch, the total suggested replenishment quantity exceeds the stock available at the warehouse, the branch with the highest suggested transfer quantity will be decreased by 1 pack. This ensures that rounding by itself will not exceed warehouse available stock. It does not “fix” quantities typed in manually that cause the total to exceed warehouse stock.


Store Purchase Orders and Pack Size


When a whole number of packs are to be transferred, the Store Purchase Order that is created will be for a number of packs, with a pack size specified. When a fractional number of packs are to be transferred (ie split pack products), then the Store Purchase Order will show a quantity which is the number of units, with a pack size set to be 1.


Formulae

  • Sales Basis – Suggested Transfer Qty = Net Sales (inc Net Laybys and Net Customer Orders)
  • Min/Max Basis


“Current replenishment stock level” = Stock On Hand + Outs’ing Stock Transfers IN - Outstanding Stock Transfers OUT + Outstanding Balance of existing repl’shmnts - Outstanding Customer Orders (which hit stock at completion) [If option to “Consider customer orders in replenishment process” is on]

If “Current replenishment stock level” is less than the stock minimum, then:

Suggested Transfer Quantity = Maximum Stock Level - “Current replenishment stock level”, otherwise no replenishment is suggested.


Branch initiated Store Orders


Manually created purchase orders are not considered when deciding how much to replenish from the warehouse. It is unlikely that a branch would create its own purchase order for an item which is ordered and stocked by the warehouse.


Branch prioritisation – Branch Grade (A – Z)


In the case that there is not enough stock at the warehouse to fully replenish each branch (when working on either a Sales or Min/Max basis), then a branch prioritisation is preformed. ‘A’ grade branches are first given all that they need, then ‘B’, etc. If there is not enough stock available to fully replenish any particular grade, then that grade receives all the remaining stock, but distributed pro-rata according to the needs of each branch in that grade. Rounding may happen during this pro rata distribution to ensure that the total replenishment quantity does not exceed the stock available at the warehouse.


Branch Grades are setup in Location Management -> Branch -> Edit. By default, all branches start with a grade of ‘C’.


Multi-packs

When entering a product code for a product which has a product type of ‘multi pack’, it’s possible to enter the product code for the multi-pack component item, eg CIGAR, or for the multi-pack itself, eg CIGAR_BOX. The re-plenishment process will suggest the same number of CIGAR_BOXes regardless of what is entered. In this case, the suggested replenishment transfer quantity (of CIGAR_BOXes) may include a fractional amount of on CIGAR_BOXes. Note that the “Round to pack size” may also be applied to multi-pack products (if their pack size if greater than 1). For example, if the CIGAR_BOX pack size is 12 and the suggested replenishment transfer quantity is 8.5, then the “Round to pack size” will change the 8.5 to 12.


When replenishing on a min/max basic the minimum and maximum stock levels considered are those for the CIGAR_BOXes. Any minimum and maximum levels set for CIGARs will be ignored.


Branch exclusion

An option exists in Location Management -> Branch -> Edit, to not consider a branch when re-plenishing.


Store Purchase Order generation – Supplier “STOREWH”

The end result of the replenishment process is the creation of store purchase orders. These purchase orders will be associated with a special supplier. This special supplier is automatically generated by EEE the first time replenishment is committed. The supplier code is “STORE” and then the warehouse branch code (eg WH), with a description of “Warehouse”, and it is marked both as an Internal Supplier and a GST Exempt Supplier. (e.g. “STOREWH” would be the supplier code in this example).


Store Purchase Order costs

The cost sent to the store is the cost of the item at the warehouse.

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