Order Entry - Suggested Quantities Used
Overview:
The Order Entry feature provides an option for COGS-Well to suggest the quantities of items that are ordered. Suggested quantities can be calculated using Par Levels, Usage Projections, or a combination of both.
Our Help Library includes a detailed article for Entering Orders. So this article will be specific to the added options associated with using COGS-Well to suggest order quantities.
Things to know!
- The Order Entry feature requires that Ordering is enabled in your Company Settings.
- Suggested quantities can be calculated using Par Levels, Usage Projections, or a combination of both.
- At least one Suggested Quantity Type for Orders must be set up in advance to use Suggested Quantities.
- Our Help Library includes a detailed article for Entering Orders.
- This article is specific to using COGS-Well to suggest quantities for transfer request items.
Suggested Order Quantities:
A Suggested Quantity Type (SQT), configured for Orders, must be set up in advance to calculate Suggested Orders. SQTs can be set up to use Par Levels, a Usage Projection, or both. Please use this link for detailed information about Setting Up Suggested Quantity Types.
New Order Criteria Tab:
If you have set up at least one Suggested Quantity Type configured for ordering, then it will be detected when the Criteria display loads and additional fields will display (see below):
Suggested Quantity Type: If you have already configured at least one suggested quantity type specifically for ordering then you can use the drop-down to select a Suggested Quantity Type. In the above example, we have selected "Order to Par".
Par Level Type: This field will only display if you select a Suggested Quantity Type that includes the use of Par Levels in the suggested quantity calculations. Par Level Types and Par Levels are set up in Inventory>Setup>Par Levels. The Par Level configured in the selected Suggested Quantity Type will display, but you can use the drop-down to select a different Par Level type (if you have configured multiple Par Levels).
Order Entry Tab - (No Usage Projection):
If you selected a Suggested Quantity Type that includes a Par Level (but does not include a Usage Projection), then an "On-Hand", "Order To" (Par level), and a Suggested Quantity column are added to the order entry display.
Values Displayed in Blue: The values in the On-Hand, Order To, and Suggested Quantity are in blue. If you would like to see the detailed calculation for any of these values, you can drill down by clicking on the value. In the example below, we have clicked on the Suggested Quantity of 20 Pounds for the 3-1 Beef Patty and the calculation for this item has overlayed the entry grid.
On Hand: The On hand column displays the theoretical (Calculated) quantity on hand. The calculation looks at an item's last count, adds receiving, adds or subtracts transfers, subtracts waste (if you enter waste), and then subtracts theoretical usage based on sales and recipes. If you are using our Production feature, then production is also factored in.
Order To: Order To is your Par Level. It is the amount you want to have in stock. The value in this cell is displayed in blue which means you can drill down to see Par values for this item.
Suggested Quantity: The formula for the Suggested Quantity to order for each item is the selected Par Level, minus the pack's on-Hand (which we explained above). The suggested quantity value is displayed in blue which means you can drill down to see the calculation.
Minimum Par Quantity: The Minimum Par Quantity is the quantity you are willing to go down to before an order is suggested. The Order to Par Quantity is the quantity you want to have after your order is delivered. Please click this link for more information on Par Levels.
Similar Combined Item Quantity: This field may display If the inventory item is associated with a Combined Item. If it is then COGS-Well will look at the other inventory items associated with that same combined item and add those quantities into the calculation.
Criteria Tab - (A Usage Projection is Used):
If your Suggested Quantity Type includes a configuration for a Usage Projection, then a Next Delivery Date field is added to the Criteria Tab and a Projected Quantity column is added to the entry grid.
Next Delivery Date: This field will display on the Criteria Tab if you select a Suggested Order Type that includes a Usage Projection. The date is needed because a Usage Projection needs to not only cover the days between the Order Date and the Delivery Date, but also 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.
Order Entry Tab - (Usage Projection is Used)
Grid Change: If a Usage Projection is included in the selected Suggested Quantity Type configuration, then a Projected Usage Column will replace the Order To column on the Order Entry grid. An example is below. The values in the Projected column are in blue and can be drilled down as well.
Projected Quantity: A Projection is calculated based on the number of weeks used to calculate an average and the number of days between the Order Date and the Next Delivery Date. The formula for a Usage Projection is set up within the Suggested Quantity Type configuration. If you would like more information then please click this link to Usage Projections.
Column Chooser for Ordering:
This feature is designed to increase real estate on your desktop monitor or when entering orders on a mobile tablet. It can also be used any time you want to eliminate a column from the display (such as the comments column). T
The column selector is invoked by clicking on the Column Chooser button on the top left of the grid. Doing so will bring up the column select box and it will overlay the entry grid. Examples are provided below and are outlined in red.
Projected Need Quantity: If you drill down on the Projection or Suggested Quantity columns, then you will see that the Projected Need has been added to the calculation detail overlay.
Comment on Order Entry and Storage Locations:
If you are using the Order Worksheet or entering orders on a tablet, it may be beneficial to set up an Order by Item Template with the items in storage location sequence.
Save, Save & Exit, Send to Vendor, and Exit
At the bottom of the screen are the Save, Save & Exit, Send to Vendor, and Exit buttons.
Save - Saves the count without exiting.
Save & Exit - Saves and exits the count.
Send to Vendor - Send an email with your order to your Vendor. Please note that this button only appears if you have provided email information for this vendor in the Vendor Setup. For more on Vendor setup click this link Vendor Setup.
There is an option to configure Users who can and Users who cannot send orders to vendors. Please click this link for more information on "Send Order to Vendor Requests".
Exit - Exit without saving.