Inventory Reorder Reports - PUR 7

System Settings that Affect the Reorder Reports

Setting Reorder Parameters

Example Purchase Order Reorder Reports

Formulas

Analyzing Your Purchasing Performance

Associated Files

By configuring other parts of the system, and then running option 7 - Print Inventory Reorder Reports on the Purchasing Menu you can let the system do most of the purchasing work for you.

This option produces a report showing inventory that needs to be reordered.

System Settings that Affect the Reorder Reports

System Wide Setting - Reorder Reports

Provides control over what is included on your reorder reports. For example you can use this setting to:

  • Omit Sales from Reorder Reports if GP% on invoice is less than an specified amount,
  • Omit sales if a Serial number is at a certain status codes,
  • Activate the Supplier Reorder Parameters File - This table that can simplify the process of setting up reorder parameters, and eliminate the need for any parameters in the Product Line and Product Line by Warehouse file.
  • Omit Special Orders from Reorder Reports - This option, if selected, directs the reorder reports to completely omits any special order lot numbers and also exclude them from any calculations.
  • Reorder Report Exemptions - Provides an option to flag orders as Unusual Sales, or as Special Orders, which could then be omitted from the usage and activity calculations of the Reorder Reports System. This Reorder Report System Wide Setting can eliminate orders for close out sale material from these same usage and activity figures on the Reorder Reports - but without having to have users flag each order/invoice. The System Wide Setting enables you to eliminate sales that have certain margins, and/or status codes.

Serial# Status Codes to be omitted by Reorder Reports - Omits certain inventory serial numbers from being counted in reorder reports, based on status codes.

Stocking Matrix File - FIL 25

A stocking matrix is a set of rules that govern where stock is carried to meet the demands of each geographic grouping of customers. If you do not use the Stocking Matrix File, the system assumes that stock should be replenished to the warehouse where it was stocked. For example, if the stock was picked from warehouse NYC, then without a stocking matrix, the system assumes that stock in NYC should be replenished. If this replenishment method is satisfactory for your operation, or if you have a single stocking warehouse, you do not need to use this file. With a single central stocking warehouse, you should run the reorder reports for all warehouses combined.

The Stocking Matrix File is used primarily by the reorder reports, but you also have the option for customer back orders to automatically be assigned to the stocking matrix warehouse in order entry. To activate this option for back orders, you your system administrator must set the appropriate option in the Company Settings program on the System Settings Menu.

When you request a reorder report, the program asks whether or not you want the stocking matrix to be used. The stocking matrix applies only to reorder reports versions 1, 2, 3, and 5. It does not apply to versions 4 or 6, which are special versions for imports and sales forecasting. When the stocking matrix option is requested, the heading of the report indicates that the stocking matrix was used.

Setting Reorder Parameters

A series of screens available via option 7 - Print Inventory Reorder Reports on the Purchasing menu allow you to establish reordering information.

  1. On the main purchasing menu, select option 7 - Print Inventory Reorder Reports.
  2. When option 7 is selected, the following screen appears.

    3. Field Name

    Description/Instructions

    Enter a MFGR# or Leave Blank to Include ALL Manufacturers

    Enter a single manufacturer code to limit the report to that particular manufacturer. Optionally, you can leave this field blank to include all manufacturers.

    Enter PRODUCT LINE# or Leave Blank to Include ALL Product Lines.

    Enter a single product line code to limit the report to that particular product line. Optionally, you can leave this field blank to include all product lines.

    Enter a WAREHOUSE# or Leave Blank to Include ALL Warehouses

    Enter a single warehouse code to limit the report to that particular warehouse. Optionally, you can leave this field blank to include all warehouses.

    You can sort reports to be separate for each warehouse, to display multiple warehouses under each item, or to combine multiple warehouse statistics into a single total per item.

    Or Enter a CO# for ALL Warehouses Assigned to That Company

    If the above warehouse field if left blank, you can specify a company number to include all warehouses within that company.

    Or Enter Warehouse Group Code, for All Warehouses in That Group

    The Item Reorder Report can be run for an established group of warehouses that are referred to as warehouse groups. Warehouse groups can be specified allowing the inclusion or omission of warehouses from the report. The warehouse groups, which are used only for reordering, are created within the Reorder Reports parameter.

    To search through the established warehouse groups, place a ? in the field and press Enter. Also enter a ? if you need to create a new warehouse group. A screen appears displaying all the available warehouse group codes and an option (F1) to create a new warehouse group.

    If you try to enter a single warehouse and a warehouse group, you will receive an error message. You cannot specify both. You may specify a company number as well as a warehouse group. If there are warehouses in the group that are not in the specified company, they are omitted.

    Including all inventory for items that need to be ordered

    This functionality, added in March 2020 via spec 6043, created a new version of the reorder report that shows only items that need to be reordered, and activity and inventory in all warehouses for those items.

    Items that have a negative activity stay on the report so they can be reviewed.
    • When a warehouse group is entered....
    • ...and the setting List ALL Selected Items on the second page is set to Y you have the option to include all the warehouses in the group.

    • If the Include all warehouses in the Warehouse Group parameter is set to Yes, do not omit warehouses that have suggested reorder quantity of 0.The reorder report only includes items that have a suggested reorder quantity and all warehouses in the selected group for that item.

    • In the example below, Warehouse group 6043 includes warehouses RAL and ANA. The line for warehouse ANA would be retained even though it has Suggested Qty to Reorder of 0.

    Enter a COST CENTER or Leave Blank to Include ALL Cost Centers

    Enter a single cost center code to limit the report to that particular cost center. Optionally, you can leave this field blank to include all cost centers.

    Enter an ITEM CLASS or Leave Blank to Include ALL Item Classes

    Enter a single item class to limit the report to that particular item class. Optionally, you can leave this field blank to include all item class. This parameter will actually test all three item class fields. Therefore if your item class 1, 2, and 3 codes are all unique, this parameter can access any item class. If you have used the same codes in multiple classes (1, 2, or 3) then the results are unpredictable.

    Enter a Supplier# (usual supplier from the Item File) or Blank for ALL

    Enter a single supplier code to limit the report to that particular supplier. Optionally, you can leave this field blank to include all supplier codes. This supplier number relates to the Usual Supplier# field in the Item File.

    Note: The usual supplier can be established in the Supplier/Product/Warehouse Table.

    Enter a Reorder/Buying Category or Leave Blank to Include ALL

    Enter a single reorder/buying category to limit the report to that particular buying category.

    Use this code to define the buyer of the product line, or to group product lines for efficient use of the reorder reports. Selecting a reorder/buying category will list only the product lines in that category. Since this field is used exclusively for purchasing, it provides the most efficient way to request reorder reports.

    Enter an ITEM RATING/ABC Code or Leave Blank to Include ALL

    Enter a single item ranking or ABC code to limit the report to that item. Optionally, you can leave this field blank to include items with any ABC code.

    Enter up to 4 Characters of COLOR# or Leave Blank to Include ALL

    Enter up to four characters of the color number to limit the report to that particular color number. Optionally, you can leave this field blank to include all color numbers. The color number is the four characters of the item number that immediately follow the manufacturer code.

    Enter a Date Span or Leave Blank to Include ALL

    Select a date span for computing the average usage and for displaying sales statistics. This can be whatever date span constitutes the most applicable trends for the products on the report. For most products, selecting the past one to six months can reveal applicable usage figures. The more subject to fashion and other trends an item is, the shorter and more recent the date span should be. For seasonal products, you can select a date span representing the same season last year. For example, if you are ordering for an upcoming summer season, you can select the date range for last summer. The reorder reports will then use last summer's sales and your current inventory position to determine suggested reorder quantities. If you are ordering for an upcoming promotion, you may want to use the time span of the last similar promotion. Leaving the date span blank causes the system to compute usage based on the past year. We recommend that you always enter the applicable date span. This is one of the most important parameters, since it affects the average usage figures.

    Enter a Growth Factor% to be Applied to the Usage/Activity Qtys.

    This field enables you to apply a simple global growth factor to your usage figures. The growth factor% is controlled via the field Enter a Growth Factor% to be applied to the Usage/Activity Qtys.

    For example, if you expect 10% growth over the historical usage averages, then enter 10.00 in this field. If you expect a 10% decline, enter 10.00- in this field. The average usage figure (and average activity figure) will be adjusted by this percentage, up or down.

    It is recommended that this field be used to adjust for upcoming promotions, seasonality, and other instances where you expect a change the system cannot predict. You can also use this concept after a promotion. For example, if you are basing the forecast on the past three months usage, and there was a promotion during those months, you may want to apply a negative growth factor when the promotion ends.

    Enter Y to Enter Your Own List of Item#s &/or Product Lines

    Enter Y to enter your own list of item numbers or product lines. If you enter Y, an additional screen appears which enables you to request a specific list of manufacturers, product lines, and item numbers. The additional screen appears after you have completed this screen and pressed F7.

  3. Make your entries and press Enter then F7 to continue to Screen 2 of the Reorder Report Parameters.

    4. Field Name

    Description/Instructions

    Sort 1(by Item/Warehouse, 2) by Warehouse/Item,

    3) Extended Options

    Enter 1 to sort by product/warehouse. Enter 2 to sort by warehouse/product. Optionally, you can enter 3 to access additional sort options. Option 1 shows all selected warehouses under each item. Option 2 shows all items for one warehouse followed by all items for the next warehouse. Option 3 causes an additional Selection Screen to display with several more sort options. For example, an additional sorting option accessed via option 3 is option J which sorts inventory reports by Item description within each supplier, based on the Usual Supplier field in the Item Master File. We recommend this option for suppliers or cost centers that do not have meaningful or logically sequenced item numbers.

    The default is option 1.

    ENTER Y to ONLY List Items That Need To Be Reordered, or Enter N to List ALL Selected Items

    Include all warehouses in the warehouse group

    Enter Y to limit the report to only those items that require reordering. Only items that cause the system to suggest a reorder will be printed. Enter N to list all selected items. N is the default.

    Enter 1 to Only Show Totals Per Item, or Enter 2 to List Each Lot# & Warehouse Sub-total Within Each Item

    Enter 1 to combine totals for the lots and warehouses within each item listed in the report. Each item will only show a single line of information which includes all lots and warehouses, according to the sort and selection criteria. Enter 2 to list each lot number and warehouse. Be careful not to confuse lot number with serial number or shade. Option 2 shows each lot and warehouse on a detail line followed by a total for the item. Option 2 is the default.

    Enter W to Express Statistics & Usage in WEEKLY Increments or Enter M to Express Statistics & Usage in MONTHLY Increments

    Enter M to express statistics in monthly increments. Enter W to express statistics in weekly increments For example, the report can show average weekly usage or average monthly usage. M is the default.

    Enter Y to list Serial#s, S for S/N Summ, or N to not list S/Ns

    Enter Y to list each serial number under each detail line on the report. Along with the serial numbers are the quantities, receipt dates, shades, and status codes of each serial number. If any back orders exist for an item or warehouse, they are shown as a negative blank serial number. To not show serial numbers, enter N. Enter S to show a serial number summary. The summary shows the number of serial numbers available, the average quantity per serial number, the median quantity of all serial numbers, the largest serial number quantity, and the standard deviation for all serial numbers. These five statistics are shown instead of showing each individual serial number. The serial number summary combines multiple bin locations of the same serial number. The list of serial numbers shows each bin location separately.

    Enter 1 to OMIT Trim, 2 for ONLY Trim, 3 for BOTH Regular & Trim

    • Enter 1 to omit items that have an entry in the Trim Class field of the Item File.
    • Enter 2 to list only those items that have an entry in the Trim Class field of the Item File.
    • Enter 3 to include items regardless of trim class. Option 3 is the default.

    Items are designated as trim by entering a trim class code in the Item Master File. Your trim or support products often sell in very different and erratic cycles than your core products. They usually require different reorder parameters, and you may want to analyze them separately.

    Enter Y to OMIT Remnants From Availability Calculations

    Enter Y to cause the Reorder Reports to compare the available quantity of each serial number to the remnant quantity as entered in the Item File. If the quantity available of a serial number is not greater than the remnant quantity, it is eliminated from the available total for the SKU. N is the default.

    You can include or omit remnants from the availability calculations. Remnants are available quantities of a single serial number or lot number that are less than or equal to the remnant quantity/size as entered individually for each item in the Item Master File. This concept only applies to material that usually must be sold from the same or matching serial numbers, lots, or rolls. This parameter is ignored for items that are not stocked by serial or lot number. If you choose to omit remnants, the reorder report ignores the available quantity of any serial or lot number that is less than the remnant quantity in the item master record.

    For example, let's say the total quantity available = 1000, consisting of three serial numbers of 900, 25, and 75. If the remnant size is 80, then the Reorder Report only considers that you have 900 available.

    Report Versions

    To select more than one report version simultaneously, string together the versions in any sequence. For example, entering version number 153 simultaneously runs versions 1, 5, and 3. Versions 7 and 8 can only be run simultaneously with version 1 and each other.

    Version 1

    Worksheet - lists supporting information to be used in conjunction with other versions. Once you are familiar with all the reports, this version may not be necessary.

    Version 2

    Report with Suggested Reorder Quantities - determines suggested reorder quantities based upon the usage and the reorder parameters you have entered. This version can be lined up exactly side by side with Version 1 for easy cross reference between the two reports.

    This version shows subtotals of the net available inventory after lead time figure by product line. This subtotal is useful for product lines whose items all share the same native unit of measure.

    This version also includes two recaps at the bottom of each report. The first recap is by supplier and the second recap is by manufacturer. The recaps summarize the suggested reorder quantities by weight, pallets, number of items, and value ordered. Refer to Reorder Reports/Recaps by Supplier and Manufacturer.

    Version 3

    Create Purchase Orders For Suggested Qtys - is not a reorder report. It is a purchase order edit automatically created for the items with a suggested quantity to order. It can be used in conjunction with one or more of the other versions. The goal of setting up purchasing parameters is to be able to use this option to generate automatic purchase orders.

    When you select Version 3, the system goes through the process of creating a reorder report, and then automatically creates a purchase order for items that would appear on the reorder report with suggested order quantities. You can then use the Purchase Order Entry program to modify the edit and issue as an actual purchase order.

    Version 4

    Inventory Forecasts - tests your reorder parameters. The report shows either a 12-week or 12-month forecast (depending upon your choice of weekly or monthly usage) using current inventory status and assuming that average usage remains constant. The purpose of this report is to see what would happen to your stock levels if the system was to run on auto pilot based upon the reorder parameters in the Product Line, SKU, and ABC Files. The report deducts the average usage each week or month, and then illustrates when new purchase orders would be generated and received, and what the quantity available would be each week or month. You should then compare the stock levels achieved with the quantity to stock parameters you have entered. If the available quantity is consistently and significantly lower or higher than your desired quantity to stock, then your reorder parameters may need adjusting. Important: If your reorder frequency or lead time is less than one month, then only run this report with weekly usage in order to list meaningful data.

    Version 5

    Gordon Graham Format - contains certain attributes that are consistent with those recommended by Gordon Graham, who writes and lectures on inventory control for distributors. It expresses each statistic in actual quantity and in weeks or months. It also shows a six month trend regardless of the date span selected for usage. The six month trend shows the sales each month. Underneath the sales is an S whenever the month ended with an Out of Stock condition. An S will often explain low sales levels in that or the following month.

    Version 6

    Importing Format - is intended primarily for companies who allocate purchase orders and customer back orders to specific vessels or shipments. Version 6 displays availability statistics separately for current stock and for each incoming vessel or shipment.

    This version can be run in the following formats:

    • Regular

    • Cumulative Months available by vessel - shows the future cumulative quantity available (expressed in months) by vessel by day.

    • Distribution Center - shows the future cumulative quantity available. Additionally this format designates one warehouse as a distribution center, and calculates availability using a special formula.

    The Item Reorder Report can be run for an established group of warehouses that are referred to as warehouse groups. Version 6 includes an option that works well with the warehouse groups concept. Refer to Warehouse Groups Option/Distribution Centers.

    Version 7

    Activity Format - has similarities to versions 2 and 5, but uses a very different inventory concept referred to as activity. Activity replaces usage in all formulas used for reordering on this version. Activity is defined as sales plus the change in open order quantities for the selected date span.

    Version 7 of the report contains the following columns:

    • Activity - Quantity sold plus the change in open order position in the selected date span.

    • Average Activity - Activity divided into the number of weeks or months as shown.

    • Back Orders - Quantity of open customer back orders.

    • Stock Allocated - Quantity of open customer orders that are allocated against stock. Total allocated equals the sum of the back orders and the stock allocated.

    • Pre-Receipts - The quantity in transit from supplier. Located in Pre-Receipts File, but not in inventory yet.

    • Scheduled - The quantity of open purchase orders less those also in pre-receipts.

    An additional parameter screen is displayed when Reorder Report version 7 is selected. The following options are:

    • display a single line on the report for every SKU record shown. The single line displays figures primarily in total quantities.

    • print two lines for every SKU record. The first line is primarily figures expressed as total quantities. The second line shows averages per month or week. The six monthly columns show activity per month, with sales per month underneath.

    This version includes two recaps at the bottom of each report. The first recap is by supplier and the second recap is by manufacturer. The recaps summarize the suggested reorder quantities by weight, pallets, number of items, and value ordered.

    Version 8

    Create Purchase Orders using Activity instead of Usage - Version 8 (create Purchase Order Edit) is the same as Version 3 except it is based on activity instead of sales. Version 8 uses the same formulas and logic as Version 7.

    Version 9

    Fill Rate and Ranking Report - is not actually a reorder report. It is an item ranking by sales activity which shows the fill rate of your top items. This report shows how good (or poor) a job you do at keeping top sellers in stock. For more information, refer to Fill Rate And Ranking Report - Version 9.

    The Fill Rate version of the Reorder reports is a logical place to show lost orders because fill rates and lost orders go hand in hand.

    Enter Version#s

    Enter up to five report version numbers. For example, enter 12 for version 1 and 2, or 235 for versions 2, 3, and 5.

  4. Make the necessary entries and press Enter and then F7 to access the third parameter settings screen.

    5. Field Name

    Description/Instructions

    Enter Y to use the greater of the two reorder points when both the Product Line and SKU Files are used, or X to use the greater of the two quantities to stock and reorder points

    If you enter Y, the Reorder Report programs checks both the Product Line and SKU File reorder points, and uses the greater of the two reorder point values. Use this option if your SKU File reorder point is set as a minimum quantity, yet you want to reorder earlier when sales or demand is rising. During rising sales, the product line parameters might dynamically figure a higher reorder report than the minimum quantity set in the SKU File Reorder Point field.

    If you enter X, the program checks both the Product Line and SKU Files for reorder points and quantities to stock. The program uses the greater of the two values for each of the fields. For example, if the SKU File reorder point is used, then so is the SKU file quantity to stock.

    N is the default.

    Here's how this setting in conjunction with the Quantity to Stock, Reorder Point Qty, and Reorder Amount Qty settings in the SKU file (FIL 13)  to calculate suggested reorder when the SKU File has Reorder Point = 1, Reorder Point Qty - 0, and Quantity to Stock = 1.

    If "N" is entered:

    • Reorder point = SKU file reorder point

    • Reorder Amount = SKU File reorder amount

    If "Y" is entered:

    • Reorder point = greater of SKU file reorder point or product line/Supplier Reorder point

    • Reorder amount = SKU File Reorder Amount

    If "X" is entered:

    • Reorder point = greater of SKU file reorder point or product line/Supplier Reorder point

    • Reorder amount = greater of SKU file reorder amount or product line/Supplier Reorder Parameters file

    Enter Y to list individual P.O.s & quantities under total scheduled qty.

    If you enter Y, each open purchase order will print under the corresponding items and warehouses. The purchase order number prints along with the ETA, the quantity ordered, and the status. If you use this option, we recommend that you also use the following pre-receipts option. N is the default option.

    Enter Y to list individual customer back orders under total allocated qty.

    If you enter Y in this field, each open customer back order prints under the corresponding items and warehouses. The customer's name, order number, status, and quantity of each back order is shown. N is the default.

    Enter Y to list all unposted pre-receipts on reorder report

    If you enter Y, the Reorder Reports will list all unposted pre-receipts under the corresponding items and warehouses. The pre-receipts list with the quantity, serial number, shade, and receipt date. Pre-receipts are receipts that have been entered into the Receiving System, but not yet posted into the actual inventory files.

    Enter Y to list individual lost orders under sales:

    Lost order information can be included in Reorder Reports. This functionality pertains to versions 1, 2, 5, 7 and 9.

    An order may be considered lost due to several reasons such as the following:

    • You do not carry the product the customer is requesting

    • The price was too high

    • The item was not available and back order time was too long

    • The specific dye lot could not be matched

    The following entries are available:

    • Y - generates a detail list of lost orders for the entered date range shows. Essentially each lost order is displayed on the report. This is similar to the detailed lists of purchase orders, back orders, and pre-receipts that are also available.

    • S - a summary line is added for each item showing the monthly lost order averages and also the corresponding monthly sales and activity figures. This adds a line to each item on the reorder report(s).

    Enter the warehouse that automatic P.O. entries should be shipped to, or enter ALL to create P.O.s for all warehouses with suggested reorder quantities

    This parameter is used only if you have selected Version 3 or 8, which creates automatic purchase orders.

    Enter a specific warehouse to direct all automatically created purchase orders to that warehouse.

    Enter ALL to automatically create purchase orders for all warehouses that show suggested reorders. This method is a perfect compliment to the stocking matrix option. Purchase orders are automatically created for the items and warehouses that need to reorder material. In most cases, ALL is the recommended option.

    The warehouse ALL causes purchase orders to be created at the SKU level instead of the item level. This means that POs for multiple warehouses can be created in a single run of the reorder programs. The ALL warehouses parameter also activates the use of SKU level reorder parameters, such as fixed quantity stocking levels. Note: This is even true when you have selected only a single warehouse to include.

    Adhere to the following guidelines:

    • Entering a specific warehouse in the Auto PO Warehouse parameter causes the reorder system to create POs at the item subtotal level, diverted to the specified warehouse.

    • Entering ALL as the Auto PO Warehouse parameter cause the reorder system to create POs at the default warehouse (SKU) level.

    • Leave blank to direct automatically created purchase orders to the last warehouse needing a reorder that is shown on the report for each item. This option may have unpredictable results in a multiwarehouse environment.

     1 = stock items only

    2 = non-stock

    3 = both

    4 = back orders only

    1 Stock Only Ã¢â‚¬â€œ The reorder reports suggest quantities to order based upon all of your reorder parameters – lead time, order frequency, desired days to stock, etc. The programs order to cover all customer orders and reach the desired days to stock.

    2 Non-Stock Only Ã¢â‚¬â€œ The reorder reports suggest quantities that fill the back orders for non-stock items. These do not include special orders, which are already managed by the special orders system. All of the logic for determining optimum reorder quantities for stock items is bypassed for non-stock items. It is replaced by the following formula; suggested reorder amount for non-stock items equals zero minus net available if net available is negative. In other words, back orders are covered by ordering the exact amount back ordered. No stock quantities are ever suggested for non-stock items. This allows a thorough and seamless ability to generate automatic purchase orders for all items.

    3 Both Stock & Non-Stock Ã¢â‚¬â€œ This is the recommended reorder method, because for each supplier it will order both stock and non-stock items on the same purchase order. Stock items are brought up to your desired days to stock, and non-stock items are ordered only to fill back orders.  

    4 Back Orders Only – This method should be used when:

    • Due to cash restraints, you can only afford to purchase what you need to fill orders in house, rather than buying for stock.

    • You can not wait to fill a truck, and you need order on an LTL basis to cover your back orders.

    This option has no affect on how non-stock items are purchased, because only back orders are ever covered for non-stock. However, for stock items it will only order enough to cover the back orders, instead of enough to achieve the desired stock quantities.

    An example of how this option can be helpful, is if you need to order on an emergency basis, and don't have time to fill your next truck. You are filling on an LTL (less than truckload) basis, and just want what is absolutely needed to fill the back orders in house.

    Notes about option 4:

    • Supplier purchasing rules apply

    • If the ISO setting cannot mix serial numbers is off, the system orders what is back ordered less what is still available in stock. If the ISO setting cannot mix serial numbers is on, then the program ignores available quantities and covers the full back order qty.

    • Existing open P.O.s are considered. If enough is already scheduled, the system will not create another P.O.

    • In the Qty-To-Stk column, non stock items usually show NON-STK. When back order only is selected, the message BO's ONLY is printed, so users are aware that only back orders are being covered, and not the qty to stock (this applies to versions 2,5,7).

    • If the program finds there are back orders - and there is available stock > or = to the back orders, then a warning is printed note: available stock is > = back orders. The program assumes that you back ordered the items because of shade/dye lot considerations, but will warn you just in case. (versions 2,5,7).

    • All of this logic is only applied when the default option of 2 to List Each Lot# & Warehouse Sub-Total Within Each Item on the second screen of settings is selected.

    Ignore back orders required after this date, or leave blank for all

    This field enables you to buy only enough products to cover back orders through a specified date.

    The reorder reports also include a note at the bottom, indicating if this option is used. Furthermore, if you use the reorder report option that lists all back orders, back orders that are omitted from the availability calculations on the report are noted with astericks.  

    This option does NOT affect the Inventory Activity calculation. Activity still includes all back orders. However, report versions based upon Activity are affected, because the future back orders are removed from the allocations used to calculate availability. Therefore reports based upon either usage or activity omit the future back orders, and do NOT purchase those quantities. The activity calculation, which is a measure of trends in open orders, is still influenced by all back orders.

    You may also set the Enter Y to list individual back orders under total allocated qty field to Y to list back orders, and all individual back orders will be listed on the report.

    The back order date works as follows:

    Any back orders that have a date required greater than the date specified are omitted from the availability calculation. In other words, the program will NOT attempt to purchase material to fill those future back orders. The quantity available is not reduced by those future back orders.

    For example, if you have none onhand and four back orders for an item:

    • 500 required on 10/15/03

    • 300 required on 10/31/03

    • 400 required on 11/15/03

    • 800 required on 11/25/03

    If you exclude back orders after 11/01/03, the quantity available is considered to be <800>, (0-500-300), and the program orders at least enough to cover that 800. If you do not enter a date, then all back orders are considered, and the quantity available is <2000> (0-500-300-400-800). In that case, the program orders enough to at least cover 2000.

    The affected back orders appear on the report but are denoted with astericks (**).

  5. Enter your parameter settings and press Enter then F7 to access the Unit of Measure Selection screen as shown below.

    6. This screen enables you to control the units of measure in which the report prints.

    Field Name

    Description/Instructions

    Enter 1 to Print Quantities in Native (Usual) U/M

    This option is the default. It causes the report to print in the normal unit of measure. The normal (native) unit of measure is the unit measure in which an item is priced.

    Enter 2 to Print Quantities in Sales U/M

    This option converts the report to the sales unit of measure for each item as defined in the Item File. For rolled goods, this options causes the report to print in RL (whole rolls).

    Enter 3 to Print Quantities in Pick U/M

    This option converts the report to the pick unit of measure for each item as defined in the Item File. For rolled goods, this option causes the report to print in LF (lineal feet). For items with a pick unit of measure of PC, EA, CT, or blank, the report attempts to convert to cartons (CT).

    Enter 4 to Print Quantities in Order Entry U/M

    This option converts the report to the Order Entry unit of measure for each item as defined in the Item File. This unit of measure will always be the pricing unit of measure.

    Enter 5 to Print Quantities in Supplier U/M

    This option converts the report to the supplier unit of measure for each item as defined in the Item File. If the supplier's unit of measure is properly set in each item, this is the most logical choice. This creates the Reorder Report in the unit of measures in which the supplier expects you to order.

  6. Select an option and press Enter. The next screen lets you decide if you want to use the stock matrix file. A stocking matrix is a set of rules which govern where stock is carried to meet the demands of each geographic grouping of customers. If you do not use the Stocking Matrix File, the system assumes that stock should be replenished to the warehouse where it was stocked. Enter Y to use the stocking matrix in order to calculate usage.

Example Purchase Order Reorder Reports

Reorder Reports/Recaps by Supplier and Manufacturer

Warehouse Groups Option/Distribution Centers

Fill Rate And Ranking Report - Version 9

Reorder Reports/Recaps by Supplier and Manufacturer

The Reorder Reports (Version 2 and 7) include two recaps at the bottom of each report.

The first recap is by supplier and the second recap is by manufacturer. The recaps summarize the suggested reorder quantities by weight, pallets, number of items, and value ordered.

Use the recaps when you are building trucks or ordering to a pre-defined weight limit or budget. You can run the reorder reports until you achieve the weight or value limit, and then run automatic PO creation.

The report column Lines Without Weight lets you know if the total weight is complete, or if some of the items to be ordered have no weight factors in the Item File. The report column Lines Without Pallet Conversions shows how many items have no factors to convert to PA (pallets). If the number of lines is greater than zero, then the number of pallets may be understated.

Warehouse Groups Option/Distribution Centers

The Item Reorder Report can be run for an established group of warehouses that are referred to as warehouse groups. Version 6 includes an option that works well with the warehouse groups concept. This option enables you to specify which of the warehouses included on the report should be considered the distribution center. The distribution center warehouse is usually the warehouse where imports are received prior to shipment to other warehouses.

The following screen is displayed when you select Version 6. It allows you to select the format for the Version 6 Importing report.

  1. Select option 3 to set up a distribution center. The warehouse must be one of the warehouses in the selected warehouse group.
  2. Enter the three character warehouse code that will be set up as the distribution center.
  3. When you select the Distribution Center format, you are effectively considering the available product in this warehouse to be part of the cumulative future availability that can service the other warehouses in the group. In effect, the distribution center is like a port - a temporary holding place for material that is moved to your other branches/warehouses.

Fill Rate And Ranking Report - Version 9

This version of the reorder report is both a ranking report, and a fill rate analysis report. The fill rate on this report is defined as the percentage of stock items considered in stock. The report allows you to measure your ability to fill orders for your best sellers, sequenced in descending order by sales or order activity.

The parameters above control the format of the new Item Reorder Report Version 9, Fill Rate And Ranking.

Parameter

Description

Enter S to use Sales, or A to use Order Activity as the ranking category.

Enter S to cause the report to be sorted, highest to lowest, based on sales. Enter A to cause the report to be sorted, highest to lowest, based on order activity.

Only print the Top ___% of the Running/ Cumulative Sales or Order Activity.

Enter a number between 1 and 100 to control through what percentage of cumulative sales or order activity to print. 80% is the default. For example, if you enter 80, only the items representing 80% of cumulative sales or item activity are printed. This leaves off the items comprising the bottom 20%. Usually you are interested in the fill percentage of your top items.

Page Break Options

  • Enter 1 to run a single cumulative ranking report. All selected items are ranked by sales or order activity. Enter 2-7 to run separate ranking reports, with a page break after each one, based on the categories shown.

  • Enter 2 to sort by sales or order activity within each Manufacturer.

  • Enter 3 to sort by sales or order activity within each Product Line.

  • Enter 4 to sort by sales or order activity within each Item Class 1.

  • Enter 5 to sort by sales or order activity within each Cost Center.

  • Enter 6 to sort by sales or order activity within each ABC Code.

  • Enter 7 to sort by sales or order activity within each Buying Category - If each of your buyers are represented by a buying category code, use this option to check each buyer's fill percentage.

Consider an Item to be In Stock if one of the following

This option determines how the report should consider an item to be in stock or not. Select one of the three options:

  • Items are considered in stock if the reorder report does not suggest a reorder quantity.

  • Items are considered in stock if the quantity available is at least equal to the average sales quantity per invoice.

  • Items are considered in stock if a certain fixed quantity is available. To select this option, enter the fixed quantity representing an in stock quantity.

Enter Y to Include Back Orders Against Available Qty, or N to Omit Back orders.

Enter Y to include back orders in the total allocations.

Enter N to omit back orders from total allocations. Only include orders allocated against stock. This option causes your fill percentage to be higher. However, this may give a more fair analysis, as items that have stock that can be sold can be counted as ‘in stock, even though back orders can exist. Sometimes back orders are created in order to have special shade or dyelots, and not because you are actually out of stock.

The columns on this report are defined as follows:

Field

Description

Item#

Item number.

Lot#

Lot number if applicable. Do not confuse lot numbers with serial numbers.

Description

Description of the item.

WARE

Warehouse related to each line on the report.

Manufacturer (or other category)

This column is a variable depending on the category selected. In the example, Manufacturer was the selected category.

Qty Sold

The quantity sold in the date span selected. If you select order activity, the order activity appears here instead of quantity sold.

% of Total

The cumulative (running) percentage of the items printed versus the total for the report. Note: the total of the report is always based on 100% of the selected items, even when only a percentage of the items are requested to be printed. For example, if you only elect to print 80% of the sales volume, the items comprising to 80% are shown in detail, but 100% of the items are included in the totals.

# of Invoices

The total number of invoices for each item/warehouse in the date span selected.

Avg Qty Per Inv

Average quantity per invoice=quantity sold divided by number of invoices.

Avg Mthly Qty Sold

Average Monthly Quantity Sold=quantity sold divided by the number of months shown on the report.

Qty Available

The current quantity available for each item or warehouse shown. This quantity may or may not include the effect of back orders, based on the parameters selected.

Stock?

The first character is the inventory field from the Item Master File. Y indicates this is a stock item. N or S means this is a non-stock item. The second character shown is an I if the item is considered to be in stock, or an O if the item is considered to be out of stock. Items are considered to be in stock or out of stock based on your response to the parameter defining what in stock means.

Stock Items Count

This is the cumulative (running) number of stock items shown.

In Stock Count

This is the cumulative (running) number of items considered to be in stock based on the selected formula for determining what in stock is.

Fill Rate %

Fill Rate %= In Stock Count divided by Stock Items Count. It is the percentage of items which should be in stock, that are actually in stock.

Net Avail Aft Lead Time

Net Available After Lead Time is the forecasted available quantity after the lead time for this item has elapsed.

Suggested Reorder Qty

This is the suggested quantity to reorder, if any, based on various reorder parameters and formulas.

Reorder Formulas for Non-Stock Items

There are two formulas for suggested reorder quantity for non-stock items:

(a) Suggested order = (Qty Back Ordered - Qty Scheduled), if positive and if ISO is coded to NOT mix serial#s. (Onhand not counted)

or

(b) Suggested order = (Qty Back Ordered - Qty Scheduled - Qty available to sell) if ISO is coded to allow mixing of serial numbers

This means that when an item requires a single serial number, a new PO for the entire back ordered quantity is created, so there is no chance of the customer's back order being filled from part current stock and part future stock. The assumption is that if the current available quantity of that nonstock item was OK to fill the order, then it would have been used.

An Example:

  • A back order is placed for the non-stock item ABC123 for 100 SF

  • A PO should be generated automatically for 100 SF of ABC123

  • A return of previously sold material is made, and 20 SF of ABC123 is now in inventory

  • A customer order allocates 5 of the 20 SF, leaving 15 SF available

  • Another back order is placed for 200 SF of ABC123

  • A PO should be automatically generated for:

    • 200 SF if the Item's ISO Table is for No Mixing of Serials
    • 185 SF if the Item's ISO Table allows mixing of serial numbers.

ABC

The ABC code from the Item File.

Formulas

The following terms and formulas can be used on the reorder reports:

Term

Description

onhand

The amount physically in stock.

allocated

The amount of stock committed to customer orders.

available

The amount onhand less the amount allocated.

scheduled

The amount currently on open purchase orders (on order) from suppliers.

net available

The amount available plus the amount scheduled, It is the total available including what is on purchase orders.

net available after lead time

Net available after lead time is the amount you will have net available after a time frame equal to your lead time. If this figure is negative, you will probably be out of stock even if immediate action is taken. Net Available After Lead Time equals Net Available less lead time in weeks multiplied by average weekly usage.

credited returns

Amount in credit memos that was automatically received to stock by the invoicing program.

usage

The total quantity sold in selected date range unless it is expressed in weeks or months, in which case it is the average per week or month.

average usage

The total usage (quantity sold in date range selected on report) divided by the number of weeks or months in the selected date range.

reorder amount

(or reorder quantity)

The quantity to reorder based on the average usage and the reorder parameters in the Product Line, ABC, Purchasing Rules, and SKU Files.

suggested quantity to reorder

The quantity to reorder which will cause net available to equal the amount to stock within the lead time (amount needed in order to achieve the amount to stock based upon usage and the reorder parameters).

quantity sold

The total quantity sold within the date range selected for the report.

highest quantity sold

The largest individual sales quantity in the date range selected for the report.

months available

The quantity available divided by the average monthly usage.

weeks available

The quantity available divided by the average weekly usage.

months scheduled

The quantity scheduled divided by the average monthly usage.

weeks scheduled

The quantity scheduled divided by the average weekly usage.

fill percentage

The percentage of quantity that was ready for invoicing (not including back orders) that was actually invoiced. This statistic is calculated from invoices only, not from open orders. For example, if an order for 100 each is invoiced as 100 each, that is a 100 percent Fill%. If an order for 100 each is back ordered it does not affect Fill% until it is invoiced. If an order for 100 each is invoiced as 95 each, that is a 95 percent Fill%. The fill% shown on reorder reports is accumulative Fill% for each product, including total quantity invoiced for date range.

demand

Actual usage divided by Fill%. If Fill% is less than 100%, then demand was higher than actual use.

transfers

The quantity transferred on stock-to-stock transfers. Stock-to-stock transfers are processed via the stock transfer account, or by using the Inventory Transfer program. Stock-to-stock transfers are not included in usage. However, Version 5 of the reorder reports lists transfers next to usage and demand.

Largest Serial#

The serial number with the largest available quantity. For non-rolled goods all bin locations with the same serial number, for an item at the specified warehouse, are combined and then sorted to determine the largest serial number.

Average Serial#

The average quantity available of all available serial numbers for the specified item and warehouse. For non-rolled goods all bin locations with the same serial number and warehouse are combined before being averaged.

Median Serial#

If there is an odd number of available serial numbers, the median is the quantity available of the middle serial number, when sorted smallest to largest. If there is an even number of available serial numbers, the two middle serial numbers are averaged to compute the median. For non-rolled goods, all bin locations for the same serial number and warehouse are combined before calculating the median.

Standard Deviation

The average deviation, in quantity, between all serial numbers and the average serial number. For non-rolled goods, all bin locations for the same serial number and warehouse are combined before calculating the standard deviation.

Activity

When reorder reports versions 7 and 8 are requested, quantity sold is replaced by activity, and average usage is replaced by average activity. Activity equals the quantity sold plus the change in open order quantity within the specified date span.

Stock Allocated

The portion of the allocated figure that has been assigned to stock. (Allocated - Back Orders = Stock Allocated)

Quantity Backordered

The portion of the allocated figure that has not been assigned to stock. (Qty Back Ordered = Allocated - Stock Allocated)

Analyzing Your Purchasing Performance

Once you have set your reorder parameters and started purchasing accordingly, you will want to monitor the relative success and/or failures of each buyer, category, manufacturer, and so on. Pay special attention to your GMROI (Gross Margin Return On Investment) figures in all categories. GMROI is the ratio of gross profit dollars generated to average inventory investment. Use the Turn, Earn, and GMROI Analysis Reports which contain the exact definitions and formulas for Turns, GMROI, and Turn and Earn.

Use the following reports to compare your current inventory value to profitability. Reading the reports from the bottom up will reveal dead stock (products whose generated profit does not merit the current inventory value) can help you analyze purchasing trends.

  • Product Line Forecast Report - RIV 106 - The Product Line Forecast Report is accessed via option 106 on the Inventory Reports Menu (RIV). This report is designed primarily for manufacturers and importers. It can allocate total future production capacity or container capacity to the individual items required within the product line based on the percentage of sales that each item represents of the total product line. For example, if only 30,000 pounds of a certain product line can be ordered or produced, it will list the quantities of each item within that product to produce or to order, that would total 30,000 pounds.

    • We also recommend that you run the Item and Product Line Ranking Reports regularly using the following options:

    • Rank by Gross Profit $
    • Rank for past 3-6 months (use date span option)
    • Run 198 column version (contains much more info than 132 column version). Select to show Inventory Onhand Value in extra columns
    • Omit Consignment Stock

  • Reorder Exceptions Report - RIV 109 - The Reorder Exceptions Report is accessed via option 109 on the Inventory Reports Menu (RIV). This report enables you to focus on inventory levels that do not comply with the levels and ratios you expect or desire. For example, you can list all items with inventory exceeding twice their optimum stock levels or more. The Reorder Exceptions Report is accessed from page two of the Inventory Reports Menu.

Associated Files