Order Worksheet

Overview:

The Order Worksheet is used to record inventory item orders if they are not being entered via a mobile device. After an Order Worksheet is completed, the recorded order can be entered into COGS-Well via the enter orders feature. An example of the worksheet is shown below:

Things to know!

This worksheet will only be accessible and visible to users who are given access to this feature.
The Order Worksheet runs for a specific Site and a specific Vendor.
The Order Worksheet can optionally list only the Inventory Items in a selected Inventory Item Group.
The Order Worksheet can optionally list a specific Order Template or a specific Vendor.
The Order Worksheet can calculate suggested quantities to order using Suggested Quantity Types.
When Suggested QuantityTypes are set up to calculate suggested orders, there will be more fields on the Criteria display and more columns on the Worksheet. This article therefore will show examples for both when Suggested Quantity Types are not used and when they are used.
For more information on Orders, please see help for the Orders feature: Orders.

Report Parameters (Suggested Quantity Type Not Used)

To Run an Order Worksheet, use the Sidebar to navigate to the Ordering menu option and then select the Order Worksheet from the submenu. Upon selection, a parameters screen like the one below will display:

Site: The Site selection prompt only appears if you are not logged into a system Site already. Select the Site from the drop-down search that will be recording an Inventory Order.

Order date: Select the date from the calendar for when the Inventory Order will be recorded.

Order Template: Optionally, use the drop-down to select an Order Template you have set up. Because an Order Template is built for a specific Vendor, the Select Vendor option will go away if you select a Template. For more info on the Order Templates click this link: Order Templates.

Vendor: Select the Vendor from the drop-down search that the Order will be placed with.

Inventory Item Group: Optionally, select an Inventory Group if you want to only include the Inventory Items in that Group. Leaving this field blank will include all Groups.

Run Report: Once you have selected your report parameters, click the Run Report button to list the Worksheet. An example is below:

Report Columns: The Pack Size, Packs On-Hand, Packs On-Order, Order Pack Size, and Vendor Item Code columns are all there to provide extra information about the Inventory Item. In the above example, we did not select to Suggest an Order Quantity. You can record the quantity for an item that you plan to order on the lines in the Order Quantity Column.

Report Parameters (Suggested Quantity Type IS Used):

The way COGS-Well knows if you are using Suggested Quantity Types is by checking to see whether a Suggested Quantity Type(s) for orders has been set up via the Inventory Setup features. Click this link for more information on Suggested Quantity Types.

If you have included a Usage Projection in your Suggested Quantity calculation, then the parameters on the Ordering Worksheet will be similar to the display below: Please click this link for more information on Usage Projections. The example below uses a Suggested Quantity type that is configured for Par Levels, but not to also include a Usage Projection:

Suggested Order Type: Suggested Order Types provide a way to preconfigure the metrics that are used to calculate a Usage Projection. You can configure one or multiple Suggested Order Types. Please click this link for more information on Suggested Order Types. In this example, we used the drop-down to select a type.

Next Delivery Date: Please note that there is a Delivery Date and a Next Delivery Date when using a Usage Projection. The Next Delivery Date is the date that your second delivery will be made by your Vendor. This date is needed because a Usage Projection needs to not only cover the days between the Order Date and the Delivery Date.

It also needs to cover the days until the Next Delivery Date. For example, if you are ordering today and you only order enough to cover the projected usage through the Delivery Date, then you will run out of stock on the Delivery Date. COGS-Well, therefore, needs to know when the Next Delivery Date is to project enough usage.

When you order again between the Delivery Date and the Next Delivery Date, COGS-Well will take into account what is already on order during the suggested order calculation.

Par Level Type: The Par Level Type will default to the value configured in the Selected Quantity Type. Use the drop-down if you want to select a different Par Level for the suggested quantity calculation.

Order Worksheet - No Suggested Quantity Type:

Selecting to Run the Order Worksheet without a Suggested Quantity type will display a report similar to below:

Item Name: This is the Vendor's Item Name.

Pack Size: This is how the vendor packages and prices the Item.

Packs On-Hand: This is a calculated value that takes the last inventory count for the item, adds the quantity received since the last count, subtracts the quantity transferred since the last count, subtracts any quantity on order (based on delivery date), and subtracts the theoretical usage from sales since the last count (if you are importing sales mix from your POS), to determine the amount on-hand. Please click this link for more information on Theoretical Inventory On-Hand.

Order Pack Size: If the Pack Size the item is delivered in is not the same as the Pack Size you ordered, you can view the Order Pack Size here.

Packs on Order: This is the number of Packs that are still on order for an Item. This quantity is subtracted to calculate the suggested order Quantity.

Suggested Order Quantity: This value does not calculate when you do not select a Suggested Quantity Type for the calculation.

Order Quantity: Record the number of Packs that you wish to order.

Vendor Item Code: This field displays the Vendor's item code for the item and it is informational.

Order Worksheet - With a Suggested Quantity Type:

Selecting to Run the Order Worksheet with a Suggested Quantity type will display a report similar to the below:

Suggested Order Quantity: If you set up Par Levels and selected a Par Level for the Ordering Worksheet, then the Suggest Order column will display the Suggested Order calculations. The formula for each Item is the selected Par Level, minus Packs On-Hand, minus Packs on Order. If you added a Usage Projection to your Suggested Quantity Type, then you would also see a column showing the Projected Usage Quantity.

Report Options: For a description of the toolbar provided at the top of the report, please click this link: Report Options Link

Re-display Report Parameters: After a worksheet has been run, the carrot ("^") at the upper right side of the report (next to the Close button) will re-display the report parameters. This option can be used in the event you want to change parameters and re-run the worksheet or report.