Internally Produced Stock and Store Item Replenishment Workflow
Please read in conjunction with KB Articles - Sales Orders Backorder Process and Sales Orders Item Picking and Stock Replenishment
Overview
The Internally Produced Stock Replenishment functionality enables users to streamline inventory control by automatically or manually generating jobs and quotes to restock items based on predefined rules and triggers. This allows businesses to streamline stock management by generating jobs automatically to replenish inventory.
For companies with multiple factories and warehouses, replenishment can be configured individually for each items’ warehouse locations.
Store items can be configured to generate production replenishment jobs based on either Orders being placed or stock levels dropping below a pre-defined stock balance threshold.
‘Base stocks’ that may be overprinted at a later time
can also be configured to auto replenish.
The replenishment configuration is done through the Inventory Item definition or via the sales order item CSV upload.
The frequency of the replenishment check is set
against each item.
Note: The replenishment workflow requires the Inventory Transfer delivery type is set to active in order to transfer the production job into the items' location.
Purpose
To aid in the management of stock levels by:
- Automatically creating production jobs when stock levels are low
- Ensuring on-demand sales items are produced at the required frequencies with the right quantities
- Keeping inventory management separate for each factory
Settings
Settings are located in the replenishment section under Admin -> Customise -> Settings -> Production.
The Replenishment Customer is the customer record to use when the replenishment quotes and jobs are created. For the replenishment of IQStore Items that are produced in-house and are configured as being ‘Owned By’ a customer, the Owned By Customer will be used on the replenishment job for invoicing purposes.
The Daily
Replenishment Check Times depicts hours from 00 (midnight) through to 23.
These are the
times that items that are flagged for ‘Daily’ replenishment checks are checked.
If the checks were to occur at 1pm and 4pm, you would simply select 13 and 16 from the list.
The Auto
Replenish Failed Email Recipient is a multi-user select setting the users who will receive an email on a replenishment job failing to create. This may occur
if things like a required stock or machine has been de-activated, causing the quote to fail to price.
How It Works
Each item in printIQ has an inventory record, managed from the Inventory board. The replenishment workflow can be configured on either the items inventory record or via CSV upload.
There are switches on the Location section of the
inventory items’ details to enable and configure replenishment behaviour for each
item.
Inventory Item Configuration
(This is for Item replenishment configuration where the replenishment is managed at the item level. For location level configuration see further below)
The
replenishment configuration is done on the Inventory Records. The switch to
enable it is in the Items’ Location section.
Replenishment Modes
There are three
replenishment modes:
Manual
Replenish
below re-order level
Replenish
on order
When enabled, various
configuration fields are exposed depending on the replenishment mode selected.
All three modes must
link to a SPC (Single Product Creation) product code.
Manual Mode
When set to Manual mode, the inventory item is basically linked to the SPC product, but all production requirements are managed manually.
Manual
Replenishment can be initiated from either the location section of the
inventory items’ detail record…
Or by selecting one or more items on the inventory board and using the replenishment buttons on the toolbar...
And entering the quantity to produce for each selected item...
Replenish below re-order level
When Replenish
below re-order level mode is selected, a Frequency and Quantity field are also
shown for configuration.
Frequency
There are three
frequency options…
Every 5 minutes
– This is ideal
if you want to create a replenishment job when orders are placed for the
item.
On the hour
- Checks for
outstanding replenishment requirements hourly.
Daily
– When selected
exposes a day selector field. This sets the days of the week the replenishment
check is to be done
When the ‘Daily’
frequency option is selected, the values of the Daily Replenishment Check Times
setting come into play.
The items’
re-order level is set in the Inventory Data section in the inventory detail
modal.
This quantity field
depicts the production amount.
When Replenish
below re-order level is selected, a frequency and quantity field are also
shown. The items’ re-order level is set in the Inventory Data section in the
inventory detail modal.
The quantity
depicts the production amount.
Replenish on order
When Replenish
on order is selected, only the Frequency and Product Code fields are
displayed. Production jobs are created only if orders are placed.
Wise Words.
When the
Frequency Mode is set to Replenish on Order, if multiple orders are placed for
the sales item between the replenishment checks, then the sum of the ordered
quantity is used on the replenishment job. The job will be linked to each order.
If there are
multiple locations defined (and only Item Replenishments configured) the item
transfer from the production job will be to the default location.
Inventory Item Location-Based Configuration
When the item is
in more than one warehouse location, replenishments can be configured and
managed for each of the items location warehouses.
When configuring
for Location Replenishment, the items replenishment switch can be either
enabled or disabled. However, if both item and location(s) are enabled one of them must be set to
‘Manual’ mode.
To configure the
location replenishment, click the Edit Warehouse icon on the location details…
To expose the
replenishment switch for that location…
A couple of extra fields are available when
configuring location replenishment. The Total Quantity on Hand is the quantity
for that particular warehouse. Replenishment Qty is the quantity for the
replenishment production job for this location and Re-Order Level is the
minimum quantity on hand before the automated replenishment workflow kicks in…
When replenishment has been configured at both the
item and location levels, one of them must be set to ‘Manual’ or removed altogether. A validation on
save will present this error if they both have active replenishment settings.
Manual Replenishments
Production jobs can be created at any time for inventory items configured for replenishment.
The production job can be created from within the inventory record manually by clicking the Trolly icon on the right of the Items locations on the inventory record.
When clicked a new modal opens prompting for the SPC product to use and a quantity to apply to the production job...
After entering the replenishment quantity, the Location can be changed to one of the items other locations if required.
And after clicking Save and Close a new quote is created based on the product linked to the inventory item.
The quote is accepted and a job is created...
Replenishment Production
In its simplest forme, a job can be regarded as being a Replenishment Job by having the total quantity ‘dispatched’ via one or more Inventory Transfer type deliveries.
When created manually the linked inventory item and
inventory location to produce the job into are selected manually. When the jobs
are the result of an automated replenishment workflow, the inventory item and
location are populated automatically.
In Job Details, the Dispatch tab is renamed to
Replenish.
When the job is the result of a replenishment mode of Replenish on Order, there is an indicator showing the number of sales
orders that are linked to this job.
Clicking on Replenishment Items opens a modal showing a list of orders linked to the replenishment job…
When clicked, the order numbers will take you to the
order details screen.
When a replenishment job has been created either manually or because of the item falling below the re-order level, there is no ‘Replenishment Items’ link shown next to the job number as the production job is not linked directly to the sales order requirements.
But the renamed Dispatch tab indicates this is a
replenishment job.
The third tab will only read as ‘Replenish’ when the
jobs’ total quantity is being transferred to inventory.
From here, users can:
Remove
Replenishment allowing editing of the transfer / delivery details.
Create a partial
transfer
Create a new Miscellaneous or Manufactured item
Print an
Inventory Barcode
Transfer the
items into stock
Removing the replenishment allows the user to edit the
delivery details.
Initially the only change that has occurred is the
delivery / transfer details can now be edited…
Wise Words
When an item has been transferred into stock from a production job, the delivery / transfer cannot be edited or the transfer reversed. Movement of any stock that has been transferred into inventory will need to be performed with item or location transfers and / or adjustments.
When an item has been transferred into stock from a production job, the delivery / transfer cannot be edited or the transfer reversed. Movement of any stock that has been transferred into inventory will need to be performed with item or location transfers and / or adjustments.
The inventory Board depicts the items that have replenishment enabled with the green icon on the right hand side. If there are existing production jobs linked to the item, the icon on the Reorder field provides a snapshot of linked replenishment jobs.
The Sales Orders Board provides a visual link between the sales orders and any replenishment jobs that are linked to them.
A sales order with multiple products may have more than one replenishment job linked to it.
The replenishment job number and job status are also depicted in the sales order details under the sales item.
The job number links to the production job from here
Managing Failed Replenishment Requests
Overview
When printIQ is unable to create a replenishment job, the request is recorded as a Failed Replenishment. This typically occurs when the linked product fails to price during the replenishment process. Common causes include inactive operations or deactivated stock.
If a replenishment request fails a system-generated email is sent to the users configured in the Auto Replenishment Failed Email Recipient settin
The email includes:
- The product code that failed
- The linked inventory code
- The affected sales order(s)
- The reason for the failure
This
notification alerts users that action is required before the replenishment can
be retried.
Resolving the Issue
Before retrying the replenishment, the underlying issue must be corrected. Examples include:
Reactivating inactive stock
Reactivating
a deactivated operation
Updating the linked product to use a
different stock item
Updating the ordered item to use a
different linked product
Once the issue has been resolved, the replenishment request can be retried.
Accessing the Failed Replenishments Board
The Failed Replenishments board is located at:
Admin → Inventory → Failed
Replenishments
This board displays all replenishment requests that failed to process.
This board displays all replenishment requests that failed to process.
Managing Failed Replenishments
From the Failed Replenishments board, you can:
- Retry Individual
Replenishments
Click the Retry button on an individual line item.
If the retry is successful, the entry is removed from the board.
- Mark as Processed
Use this option when the replenishment job was created manually for an order.
Marking an item as processed removes it from the board.
- Process Multiple Replenishments
Select multiple entries and process them together.
Confirm the action to proceed.
Wise Words
If you have multiple orders for the same item, you can use the Search function to search for an item code and process them all together to create a single production job for all selected orders.
If you have multiple orders for the same item, you can use the Search function to search for an item code and process them all together to create a single production job for all selected orders.
Confirmation and Status Messages
After an action is taken:
- A confirmation popup appears in the bottom-left corner of the screen indicating the action was completed.
- A popup will appear on the bottom left of your screen
to show the action has been completed.
Note: This message confirms the retry attempt,
not that the replenishment was successful.
Important Notes
If the product still fails to price:
- The entry remains
on the Failed Replenishments board.
- A new failure
notification email is sent to the configured recipients.
If the product prices successfully:
- The production
replenishment job is created and linked to the items on the sales order.
- The processed entries are automatically removed from the Failed Replenishments board.
The following reporting views have been updated to include replenishment details:
VW_Reporting_InventoryItemReplenishment - Dedicated view with full replenishment tracking
VW_Reporting_InventoryItems - Replenishment Product Code
VW_Reporting_InventoryHistory - Replenishment Job No
VW_Reporting_SalesOrder_Item - Replenishment Job No
VW_Reporting_Dispatch_New - Replenishment Job No
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