Overview
Scheduling orders brings discipline to the ordering process. By setting up an order schedule, you allow AGR to generate order proposals automatically, saving time and ensuring a reliable replenishment process, by creating a smooth and steady flow of goods.
After setting up your scheduled orders, you can enable an e-mail notification, to prompt the user, when an order proposal is ready for review.
Watch the video, or read on.
How to create a new order schedule
Navigate to More and click on Scheduled orders.
Select the plus button, in your top right corner and then select the list of items to order.
Location: Choose the location that is ordering. Note that only one location can be assigned per scheduled order.
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.
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 specific dates in the calendar, by clicking on them, for non-recurring order dates
The default view displays the current year with today marked in a green circle.
8. 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, the user can 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 next order date in the schedule which impacts both the next scheduled order date and the order calculations of the order being created.
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 around Christmas, click on the 23rd and 25th of December. The small dot on those days indicates a changed date, 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. 20th of December. Notice the blue dot indicating a changed date
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
Selects the owner of this Scheduled order and any orders resulting from it. By default, the user who creates the scheduled order becomes the owner.
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 order a stock coverage of 30 days.
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.
Split orders on delivery date
Option to split the orders by delivery date, in case items on the same location/vendor do have different lead times, like off-the-shelf items vs custom-made items.
AGR will always split orders by "order from" (if multiple vendors or transfer locations). This option is to further split orders to vendors, to accommodate different delivery dates.
Auto-confirm orders
Enable this option to allow AGR to auto-confirm the created orders. You can restrict auto-confirmation to minimum and maximum values.
E-mail notifications
To receive an e-mail when the scheduled order has been created, add your e-mail to the notification section.
Currently, there isn't an export button for scheduled orders.
How to duplicate a scheduled order
Select the desired order
Click the Duplicate icon
Do the desired changes
Click "Create"
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.
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.
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