Order Templates

Modified on: 2017-03-01 17:31:10 -0500


Overview

Templates are used as the basis for order creation in Supplyit. Although orders can be created without a template, locations often use templates to automate order generation based on the values and preferences set in the template and the primary location's order generation preference. A location can create one template for each contact, shift and order type. 


Benefits

Templates reduce the time required to create orders. Templates allow a location to forecast orders and to automatically create orders.

Prerequisites

Order templates can only be created for standard and customer location. A shift must exist in the account before a template can be created.


Navigation

Location Console => Orders => Templates

Working with Templates

To create a template specify the the type (purchase, work, sales), the shift and the contact (for sales and purchase orders templates only). Edit the template adding products and configuring each product setting quantities, dates and forecasting parameters as required. Once complete the template can be used to create an order. Orders=>Add Orders=>Generate Template Orders


Specifying Criteria

Order Type: select the order type based on if the template is for purchasing, producing/finishing or selling products.  For customer locations, this would usually be a purchase order and/or a work order and for suppliers a sales order.

Contacts: ability to filter on all contacts or a specific contact within your location.

Shifts: ability to filter templates based on the shift they are assigned to.

Add: select template type, shift and contact(s) when applicable for new template.

Edit: to make changes to an existing template or to remove template.

Products: can be edited, added, deleted, or related to products on another template based on the needs of the location.

Dates: can be set on a product to control when a product will be placed on an order.  Once a product is no longer being ordered best practices is to remove the product from the template. An end date on a product will remove it from all future orders.

Forecasting: can be enabled by editing a product on an template.  Purchase order forecasting is calculated using waste and purchases. For forecasting to work properly waste must be entered into Supplyit. Forecasting uses a waste factor and/or a waste minimum and is set to use 4 weeks of historical data. Forecasting algorithms can be modified on a product by product basis.

More: selecting "More" in the template allows you to review events, set relations, filter products, view details, apply an alternate unit mask, preview or persist forecasted values and preview by day of week the order that will be placed either in summary view or detailed including pricing if set.

Lock Status: templates can be locked so only primary location can modify.

Automatic Generation: when checked will allow orders to be automatically generated based on the primary location's preferences. A primary location is the owner of the order.  For purchase orders, your supplier is the primary location.


Symbol Guide:


Tips & Tricks

  • Templates only display active products. To see inactive products, click more, filter and remove the active items only filter.
  • Removing products from a template once they have been inactivated will help avoid unexpected products from being added to an orders as a results of a supplier activating a prior product (seasonal products).
  • Template quantity changes are not reflected in existing orders.  Existing open orders need to be deleted and regenerated if you want the new template quantities to be on the orders. Orders=>Add Orders=>Generate Template Orders
  • If an order is automatically generated and then deleted, it will not generate again automatically.
  • Use an adjustment(-100%) to stop an order from being created when a location is closed and automatic order generation is turned on. Orders=>Adjustments
  • A template can not be deleted until all of the products on it have been removed. The quickest way to remove all products is to select all and then use the bulk edit feature. If there are inactive products on the template, they must also be removed.
  • Templates are shared objects. Your supplier location's templates are viewed as sales orders. The same template in a customer location will be viewed as a purchase order.
  • Template product values are meant to represent a desired order quatities for a product for each day of any week. Do not use the start and end dates on products to represent the current week. Dates should be used to restrict when a product will appear on orders. Supplier date rules override order template dates when related to product availability.
  • A primary location can lock an order template to prevent it from being changed.
  • When forecasting is turned on for a product, the product values in the template are not the values that will appear on the order, however products with a value of zero on a template will not be placed on an order.

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