DBD: Items Management Reorder Notice Processing

DBD: Items Management - Reorder Notice Processing

Customer Setting

The first setup in this process is to set the customer up to print the Reorder Notices.

Path: DB Distributor > Accounts Receivable > Setup > Customers > Customer Default Data (first screen)

Most companies are set up with a Format code for the Reorder Notices of 'U.' Add this setting here. Then set the next field to 'Y' to reduce On Hand by committed quantity. Usually Reorder Notices are going to be generated for customers that are set up as IMS customers, but Reorder Notices can also be generated for non-IMS customer/items.

Customer Defaults - FMGSHA — Format code for reorder notices, Reduce on-hand by committed qty

Item Setting

Path: DB Distributor > Print Management > Setup > Custom Items > Custom Item Setup > Panel 4-Reorders

On the left side of this panel are several options showing three different ways to set a reorder point.

Custom Items - FMGIAB — Reorder tab

1. Estimated Reorder Date: When do you want to print a RON?
2. Reorder Point in Days: This uses the Monthly average usage; once your customer has reached a 30-day supply, an RON will be generated.
3. Reorder Point Quantity: When the warehouse reaches this quantity, a RON will be generated. If you are counting at your customer site, the system will add the quantity at the customer site to what you have in inventory to determine whether an item is at the reorder point.

You have the option to set only one field or a combination of all three fields. When you run the On-Demand Notice Report in Items Management, the system will advise you that you have a reorder situation when the first one of these is reached.

On-Demand Reorder Notice Report and Update

When you are ready to print your Reorder Notices, we recommend the following steps. Some companies will use just this report to give their customers to advise them which items need to be reordered. If you wish to generate a Reorder Notice, then you will proceed to that option.

Path: Print Management > Cycle Processing > Reorder/Low Stock Functions > Reorder Notice > On-Demand Reorder Notice Report

On-Demand Reorder Notices - FMGTAS

Update Notice Data to Options:

• RO Notices — Will update to the RON print file which will generate a Form for each item in a reorder situation.
• Online Services — No longer applicable.
• None — Selecting this option will prevent posting of any Reorder Notice record. This option should be used if you simply want to print and review the report without any intention of generating a Reorder Notice now.

Clear Existing Entries in this Range:

• Checked — Selecting this option will instruct DB/distributor to clear any previously created Reorder Notice Print Records within the Customer/Item range that is currently specified.
• Unchecked — Selecting this option will instruct DB/distributor to leave any previously created (manual or automatic) Reorder Notice Print Records intact. Any existing Reorder Notice records will be overwritten by information generated by this report.

Update Notices if no Reorder Point:

• Checked — Selecting this option will instruct DB/distributor to report items that do not have any of the reorder fields set on the Item Master.
• Unchecked — Selecting this option will instruct DB/distributor to not report items that have none of the reorder fields set on the Item Master.

Message to Indicate no Reorder Point:

• If the prior field is checked, then the text entered here will be used on the Reorder Notice to indicate that no reorder point has been set for this item.

Options Field:

• To report usage from all using Customers, enter an 'M' in this field. If this field is left blank/or set to Normal, usage on this report will reflect only the customer code shown. If you have a situation where inventory is stored under one customer and used by many, the 'M' option will be preferred. This will also trigger an additional heading on the report.

Manual Notice Selection

After reviewing the On-Demand Reorder Report, you can use the Manual Notice selection to add records to the print file, remove records from the print file, or modify the available fields that will print such as the Suggested RO quantity, suggested months supply and the Notice comments.

Path: DB Distributor > Print Management > Cycle Processing > Reorder/Low Stock Functions > Manual Notice Selection

Reorder Status Entry - FMGPEA

Print Reorder Notices — Reorder Notice Printing

There are a couple of different options to print the Reorder Notice. The Electronic Form version of the Reorder Notice has the capability to be printed or emailed. If you wish to email these documents, additional setup may be required.

Path: DB Distributor > Print Management > Cycle Processing > Reorder/Low Stock Functions > Reorder Notice > Reorder Notice Printing

Client Reorder Notice Printing - FMGRFS

Print Notice Options:

• New — This option will only print Reorder Notices that have been added to the file since the last printing. NOTE: If you have answered the questions to Clear Existing Entries when printing the On-Demand Reorder Report, all notices will be considered New.
• Reprints — This option works in conjunction with the date entered as a Cutoff date for reprints. This will only print notices for items already in the print file where the prior printing was on or before this date.
• Both — Will print only New Notices and Reprints for date entered as the cutoff date.

Use First Alternate UM for Graphs:

• This setting is located in the Customer Item Setup on Tab 3, Alt U/M.

Reorder Tracking Report

This report can be used to review the status of Items that are in a reorder situation. This will indicate when the item was put into a reorder situation and the last date that the Notice was printed in the event of a Reprint situation.

Reorder Tracking Report - FMGSSS

Suggested Reorder Notice Quantity Calculation

Suggested Order quantity can be set at each item as a fixed quantity. However, the company may select to have their Reorder Notices calculated based on Average Monthly Usage. There are settings available to allow the system to set the Reorder Quantity based on average monthly usage.

This Reorder Notice Calculation allows a company to establish a recommended reorder quantity at various levels for greater flexibility. The hierarchy for determining which number of months to use is as follows:

• If there is a '# of months' under the Custom Item Master, that will be used for the specific product.
• If there is no number of months under the Custom Item Master, the number of months under the Customer will be used.
• If there is no number of months under the Customer, the default from the Order Processing Parameters will be used.

At the DB/d Parameter level, a company may further enter the number of months to use in the calculation. This option is in the Order Processing Parameters Setup — Panel six. The user may select to have their Reorder Notices calculated based on an Average Monthly Usage.

Order Processing Parameters — Calculate RON suggested reorder qty based on avg monthly usage

The Number of Months to use in the calculation can also be set at the Customer level in the Accounts Receivable Customer Master File.

Path: DB Distributor > Accounts Receivable > Setup > Customers > Customer Constant Data

Customer Constant Data - ARGMAB — Months for RON Calc

This can also be set in the Custom Item Master File for specific items.

Path: DB Distributor > Print Management > Setup > Custom Items > Custom Item Setup/Inquiry

Custom Items - FMGIAB — Suggested Reorder # of Mths

Option to Direct Reorder Notices to Different Recipients

You can designate different recipients for the Reorder Notices at the Customer level and at the specific Item level.

For Customers that you wish to set up to receive these emails, you will need to set up the following:

First set up a Customer Contact:

Path: DB Distributor > Print Management > Setup > Setups and Parameters > Customer Contacts

Customer Contacts - FMGMPI

Once these are set up, you would then add this contact to either / and the Customer Defaults or the custom items.

Path: DB Distributor > Accounts Receivable > Setup > Customers > (IMS Customer Parameters, Reporting and Reorder tab)

IMS Customer Parameters - FMGSHA.1 — Primary Customer Contact Code

This code is then entered in the Primary Customer Code field. This establishes the Reorder Contact for all items for this customer. This field can be left blank if only selected items will require an email to be emailed.

Path: DB Distributor > Print Management > Setup > Custom Items > Custom Item Setup/Inquiry (Alt U/M tab)

Custom Items - FMGIAB — Item Contact

You can also enter the Item Contact at the item level. By using this field, you can direct your Reorder Notices to different individuals.

Option to Email Reorder Notices Through Electronic Forms

For contacts that you wish to email Reorders to, you will need to set up their email address:

Path: Setup > Electronic Forms Interface > Setup > E-mail Address

Replace Fax with E-mail - EFGMAD

When the system does not have a primary contact set up on the customer file, it will pull the purchasing agent information. There is also a 3-step priority or choice as to what the system will print in the address and form contact field.

• No Setups — Will print billing address and purchasing agent.
• Primary Contact Code — This is set on the FMS customer Parameters, this will substitute the billing address and purchasing agent on all forms with the information set up here.
• Item Contact — This is set up under Reorder and Other Form Data on each form. If this field is set up for a specific form, the address and contact for this code will replace these fields only on the Reorder Notices for these forms.

Adding Option Through Unform to Email Reorder Notices

Path: Setup > Electronic Forms Interface > Setup > Delivery Options

Electronic Forms Delivery Options - EFGMAE — Document Code RO, Reorder Note checkbox

Enter Document Code RO, and Delivery Option Code, and the Version Number that is appropriate for your system, then click the Reorder Note option in the Fax / Email area of this screen.

When all these options are in place, when you select the option to print your Reorder Notices and this function is checked, Reorders will be emailed only to Reorder Contacts that are set up with an email address. This function is currently set to print a Reorder Notice for all items.

Frequently Asked Questions

Q: What determines when an item needs a Reorder Notice?

A: One or more of three settings on the item: Estimated Reorder Date, Reorder Point in Days (based on monthly average usage reaching a 30-day supply), or Reorder Point Quantity — the system flags a reorder situation as soon as the first threshold is reached.

Q: What's the difference between the On-Demand Reorder Notice Report and Manual Notice Selection?

A: The On-Demand report identifies items in a reorder situation and can optionally post them to the print file. Manual Notice Selection lets you review those results afterward and add, remove, or modify individual notice records (suggested quantity, months supply, comments) before printing.

Q: What's the difference between the New, Reprints, and Both print options?

A: New prints only notices added since the last printing, Reprints prints only notices already in the file with a prior print date on or before a specified cutoff date, and Both combines the two.

Q: How does the system decide how many months of usage to use for a suggested reorder quantity?

A: It checks the Custom Item Master first for a '# of months' setting; if none, it uses the Customer's setting; if that's also blank, it falls back to the Order Processing Parameters default.

Q: How do I send Reorder Notices to a different contact than the standard billing address?

A: Set up a Customer Contact, then attach it as the Primary Customer Contact Code on the customer (applies to all items) or as the Item Contact on specific items (applies only to that item) — email addresses for these contacts are set up in Electronic Forms Interface, Setup, E-mail Address.

Q: What determines which contact information prints if nothing is set up?

A: The system falls back to the billing address and purchasing agent. If a Primary Contact Code is set, it substitutes that on all forms. If an Item Contact is set on a specific form, it only replaces the address/contact on Reorder Notices for that form.

Q: What do I need to configure to actually email Reorder Notices instead of just printing them?

A: Enter Document Code RO with the appropriate Delivery Option Code and Version Number in Electronic Forms Delivery Options, and check the Reorder Note box under Fax/Email Options — notices will then email to contacts that have an email address set up.

Tags: items-management, reorder-notice, ims, reorder-point, electronic-forms, DB-distributor