Overview
Scheduled orders will create order proposals for chosen items according to a pre-defined schedule, saving time and ensuring a stable replenishment rythm.
When scheduled orders are in place the order view will contain all the orders that need to be placed each day or week, making sure nothing get's overlooked.
When you feel confident with the order calculations and settings, you can automate the order confirmation in AGR. By doing so, AGR will calculate and transfer the orders automatically over to your ERP system during the nightly job.
You simply choose filters and set up a calendar and your scheduled orders will be ready when you need them.
How to create a new order schedule
Navigate to More and click on Scheduled orders.
Select the Create Schedule, in your top right corner and then select the list of items to order.
Location: Choose the location that is ordering.
Order from: Select one or more suppliers or internal locations to order from - only suppliers/locations with a primary order route to the selected location will be displayed.
if left empty, the scheduled order will create an order for all available primary order routes, vendors and internal locations
available to the location chosen in the previous step.
Add schedule to control how often the order proposal is created
You can select between a weekly or a monthly schedule on the left side of the schedule.
As you select the schedule, the dates will appear on the calendar to the right.
You can also select and/or de-select specific dates in the calendar, by clicking on them, to make exceptions.
The default view displays the current year with today marked in a green circle.
To see week numbers, click the W icon in the top left corner of the calendar
Public Holidays for a number of countries can be displayed by selecting them in the top right corner, public holiday drop-down
the public holidays will appear as purple circles over the applicable dates,
hover the mouse over to see which holiday in which country
Lead time exception is optional for orders with a weekly rythm, where you can tailor the delivery date in case an order date + lead time wouldn't fit.
Click Continue and then Create to finish the Scheduled Order.
The settings option will be covered at the end of this article.
After hitting the create button, you have successfully created your first scheduled order and can see a new line appear.
On the Next order date, the order proposal will be generated in the night run, and the user can navigate directly to Orders, and review & confirm the proposals of the day.
Manually running a scheduled order
Regardless of when the next order date is, you can always manually create a an order from a scheduled order, by selecting the line and clicking on the shopping cart.
The default behavior is to calculate an order quantity that will last until the next scheduled order will arrive.
There is an option to change the order period, by ticking the "Edit schedule" box. Here you can for example skip the next scheduled order date, in case you just want to order now instead. The scheduled order will then continue as usual on order date from now.
How to change a scheduled order
To modify an existing scheduled order:
Select the order schedule you want to change.
Click the eye icon or double-click the selected line.
This will open the settings sidebar for that order schedule, allowing you to edit the item selection, schedule, and other settings.
How to adjust the schedule
On the calendar, it’s simple to adjust the schedule by:
Removing existing order dates
To skip the orders that land on public holidays, i.e 31st of August, click on the date. A small dot on the cancelled day will indicate the change, no underline means there is no order creation on the day.
Adding a new order order
Click on the date you wish to add i.e. 1st of September. Notice the blue dot indicating a changed date
Click on the W icon to enable ISO week numbers in the calendar
How to accommodate for dynamic lead times
Some suppliers require orders to be placed on specific days of the week, with different delivery lead times and coverage periods.
on a weekly order calendar, after selecting the schedule, there is an option to create exceptions to the lead times based on the order date.
Lead time exception example
Example: Tuesday orders have 2 day lead time, but Thursday orders have a 5 day lead time. how to schedule this?
Supplier Requirements
Orders can only be placed on Tuesdays and Thursays.
Orders placed on Tuesday are delivered on Thursday.
Orders placed on Thursday are delivered on the following Tuesday.
As a result, the supplier's lead time is dynamic:
Order Day | Delivery Day | Lead Time | Order quantity must cover |
Tuesday | Thursday | 2 days | 5 days |
Thursday | Tuesday | 5 days | 2 days |
For this scenario, we would set up a scheduled order with a weekly schedule reflecting Tuesdays and Thursdays
And use the Lead time exception option and toggle in the order dates to tailor the delivery dates for.
Settings
Each scheduled order line has its own settings to control how the order(s) will be processed. Here's a breakdown of the key settings:
Active / Inactive
This controls if the selected Scheduled Order line is active or not, i.e. if it makes actual order proposals or not.
Name/Description
By default, AGR gives the scheduled order a name based on who is ordering and from whom. If the name has been overwritten or customized, it’s possible to revert to the default name by clicking the revert button on the right:
Owner
The owner of the Scheduled order will also be the owner of all orders that result from it. By default, the user who creates the scheduled order becomes the owner. To add and/or change the owner, select the + Add Owner button
Order coverage days
This is the period which we want the order to cover. See more about it here.
Example: set up a weekly order schedule to check on the order need and when it is time to order then calculate order quantity that will cover 30 days of demand.
Note. This does not expand the entire order to make a large order for all the items in it, only items with actual order needs will get a proposal covering the order coverage days.
Create orders based on:
This is an option to split the order creation based on any of the following criteria:
Item no
Responsible
Item Group Level 1
Item Group Level 2
Date of next expected delivery
By standard AGR will create a unique order for location + vendor.
Item No will create a unique order pr location/ item no.
Responsible will create a unique order per location/ vendor/ responsible.
Item group lvl 1 or 2 will could fit well for splitting up internal transfer orders.
Date of Next expected delivery will for example seperate the order creation further by item specific delivery date.
Here we have an option to combine multiple order needs within a single scheduled order where the common denominator is the Rhythm or the Order Calendar.
The idea is that the fewer scheduled orders, the better overview and less maintenance for the user down the road, in case the schedule needs an adjustment.
Auto-confirm orders
If you have the automatic order transfer set up, then you can enable the automatic confirmation and ERP transfer of a scheduled order.
Optionally you can restrict auto-confirmation to minimum and maximum values pr order.
If the order is not within the limit, the order will not transfer automatically but show under Orders > in process in AGR Orders
E-mail notifications
To receive an e-mail when the scheduled order has been created, add your e-mail to the notification section.
How to duplicate a scheduled order
Select the desired order
Click the Duplicate icon
Do the changes as needed
Click "Create"
How to export a list of scheduled orders
Right-click and select your desired export option:
Scheduled Orders shown in Item Card
The order schedule will be visible in the item card - details. Here the user has a quick, read-only view of the replenishment rythm of each item as set in the scheduled orders.
If an item has more than one scheduled order, the calendar will have more than one color.
By clicking on the calendar, the full year appears on the screen, with a link on top with a name of the scheduled order, which can be clicked and the user is redirected to the Scheduled Orders page.
if preferred, the user can view the upcoming scheduled orders in a list view
Daily process
After setting up the scheduled orders, navigate to Orders to review the order proposals for that day, or when an e-mail notification has arrived.
For visibility, you can also add in the "Order Origin" column into your Order view. It will show the scheduled order that created a certain order ID.
If it is blank, the order was created manually.
If any order proposals were calculated the previous day, you can recalculate them to incorporate the latest stock and sales data. Once you've sent the orders out, check for any exceptions using the "urgent orders required" report. You can create additional orders as needed, ensuring you remain on top of your stock management.
Read more here on how to Review order proposals.
The video below takes you through the entire process of scheduling an order.
Video