Order by Item - Suggested Quantities Used
Overview:
The Order by Item 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 by Item without Suggested Quantities. Therefore, this article will be specific to the added options associated with suggested 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 by Item.
- 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.
SQTs include an option to include a Usage Projection in the calculation. The following will first review the situation when a Usage Projection is not included in the SQT and next review when it is.
New Order by Item Criteria Tab - Usage Projection is NOT in SQT:
If you have set up at least one Suggested Quantity Type configured for orders, 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 "Ordering".
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. 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).
New Order by Item 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 Item Entry Grid as shown in the example below:
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. The value in this cell is displayed in blue which means you can drill down to see On Hand values for this item.
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.
Suggested Quantity Drill-Down: In the example below, we have drilled down on the Suggested Quantity for the Veg. Burger 48-3.5 zoX inventory item by clicking on it. This is the best column to click on for a suggested order because it shows the On Hand, Order To, and Suggested Quantity calculations:
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.
Suggested Pack Order Quantity: This is the number of Packs suggested to order. The Pack Description is in the second column.
New Order by Item Criteria Tab - Usage Projection IS in SQT:
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 cover not only 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.
New Order by Item Entry Tab - Usage Projection IS in SQT:
Item 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.
Column Chooser for Order by Item:
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).
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.
Comment on Order By Item and Storage Locations:
If you are using the Order by Item 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 - 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.