Options Tab
The 'Options' tab is used to enable/disable pre-defined conditions to further refine and filter parts that will be considered for the order.
The 'Options' tab is available to all 'Order Methods' except 'Lowest Cost Profile'.
The available tab settings differ and depend on the 'Order Method' selected.
On the left side of the screen is a section with three columns:
- A list of options.
- 'Default' - Read-only fields displaying the default values for each parameter as set up per 'Supplier'.
- 'Override' - Editable fields used to modify any of the 'Default' parameters for this order only. Future orders will assume the default values unless changed again.
Left Column Options
Many setup options default to the same setups on the SUPPLIER ORDER SPECIFICS screen and can be edited as overrides per order. The section displays a 'Default' column and allows editing in the 'Override' column.
- 'Fill Policy'
- 'Delivery Days'
- 'PO Part Cost Level'
- 'Use Buy Quantity Rule'
- 'Min Cost Threshold' ***
- 'Min Units Threshold' ***
- 'Min Packs Threshold' ***
- 'Min Weight Threshold' ***
- 'Min Volume Threshold' ***
- 'Cost Exchange Rate'
- 'Include Core in Min Cost' ***
- 'Create Order Below Min' ***
- 'Multistore PO Type' (This option also overrides the store-level 'Multistore PO Type' setting.)
- 'PO + or - Percent'
- 'Mix Order Stock Level'
- 'Percent Less than Min Cost' - Enter a value between 1 and 20 used as an override to the supplier-level 'FORECAST % LESS THAN MIN COST' field. The value entered is used as the percentage only applicable to 'Forecast Order' order methods and only when there is also a ‘Min Cost Threshold’. The 'Percent Less than Min Cost' determines how close to the supplier's 'Min Cost Threshold' amount the purchase order's total cost amount must be before the system will automatically start to incrementally increase the order's total cost until the supplier's minimum cost is met.
Determines whether or not the purchase order finalizes immediately after the 'Order' button is clicked.
- Checked - The purchase order finalizes immediately after the 'Order' button is clicked. (Order goes into 'FIN' status).
- Unchecked - The purchase order does not finalize immediately after the 'Order' button is clicked. (Order goes into 'NEW' status).
Note: The settings found on the SYSTEM PURCHASING SETUP screen, 'Auto Finalize Timed Order Purchase Orders' and 'Auto Finalize Timed Order Return Orders', will override the 'Finalize Immediately' option in a saved Profile when used in the Timed Orders Queue.
*** Order Threshold Rules
Right Column Options - Buy Orders
Check to enable or uncheck to disable the options.
Determines whether or not to use Order Protection parameters set up per Line Code in order to allow a predefined number of days, by 'Sales Class' code, for parts sold to be returned before reordering the part.
This is generally used to prevent overstocking of parts that are often returned and typically used for slower-moving parts.
For example, if 'Sales Class' A is set to 3 days in the vendor record, parts with 'Sales Class' A will not be ordered if the parts were sold in the past 3 days. This protects the user's stock from maintaining too much of a slow-moving part, or parts that are likely to be returned.
- Checked - Before adding to an order, the system checks to see if the part has been sold in the number of days specified, and if so, it is not reordered.
- Unchecked - Order Protection is not used.
Treat Negative Stock as 0
Determines whether the system uses '0' as the current stock quantity for any parts with the stock quantity that is negative (below zero) or includes up to zero quantities in the order.
- Checked - Starts calculating the purchase quantities starting with zero. If the quantity available on the part is a negative number, for example, '-2', the system will start with a part 'QTY AVAILABLE' of '0' in the order calculation.
- Unchecked - Starts calculating the purchase quantities using the negative quantities.
Order Only If No Stock
Determines whether or not to only order parts with zero or negative stock.
- Checked - Only parts with zero or negative stock are considered for the order. For example, if the 'Order Method' is 'Order to Max', and a part has a 'QTY AVAILABLE' of '1' and a 'MAX' value of '10', 9 parts would normally be ordered. However, 0 parts will be ordered for the part since there is already 1 in stock.
- Unchecked - Parts considered for the order are not limited to only those with no stock.
Determines whether or not the system takes quantities currently on order into consideration when calculating the order amount.
- Checked - On order quantities are not considered when calculating the order when additional quantities are needed.
- Unchecked - On order quantities are considered to prevent ordering excess quantities.
Normally, order calculation considers only the 'QTY AVAILABLE'. Determines whether or not the 'QTY ON HAND (QOH)' is used instead.
- Checked - 'QTY RESERVED' is considered with the 'QTY AVAILABLE' in the order calculation.
- Unchecked - 'QTY RESERVED' is not considered in the order calculation.
Determines whether or not any quantities already on Vendor Backorder are considered when calculating the order amount.
- Checked - Vendor Backorder quantities are not considered.
- Unchecked - Vendor Backorder quantities on other purchase orders are considered.
Determines whether or not any quantities already Inbound are considered when calculating the order amount.
- Checked - Inbound quantities are not considered.
- Unchecked - Inbound quantities on other purchases are considered.
Note: Inbound quantities are tracked for vendors that send Advanced Shipping Notices (ASNs) in order to notify shipment of the order.
Determines whether or not any quantities on Customer Backorder are considered when calculating the order amount.
- Checked - Customer backorders are not considered.
- Unchecked - Customer Backorder quantities on other purchase orders are considered.
Determines whether or not vendor changeovers/supersedes (replacements) are ordered instead of the superseded (original) parts when calculating the order amount.
- Checked - Once a part quantity is determined, the system checks to see if there is a vendor changeover/supersede for that part and if one is found, it will ignore the superseded (original) part and will order the supersede or vendor changeover part instead.
- Unchecked - Supersedes/vendor changeovers are not ordered instead of the superseded parts.
Order Supersedes/VCOs Instead Rules
Supersedes
If the 'ORDER SUPERSEDES INSTEAD' checkbox is checked, superseded parts are not added to the order if:
- The superseded part's 'DNR' flag is checked.
- The supersede part and the superseded part both have a stocking level quantity of zero. See rules below for deriving stocking level quantity.
Note: The one exception is when the 'INCLUDE CUSTOMER BACK ORDERS' checkbox is checked. In this instance, the superseded part may be ordered but only to satisfy the customer's backorder.
Supersede parts are added to the order if:
- The supersede part's 'DNR' flag is unchecked (NO).
- The supersede part is "understock".
Supersede parts are added after applying all options specified on the 'OPTIONS' tab for both the supersede and superseded parts.
Supersede parts will be added to the order even if the supersede part is outside of the criteria defined on the 'Criteria' tab. For example, the supersede part may be in another Line Code or Line Code/PN Code combination that is not specified in the grid on the 'Criteria' tab.
Note: Typically, the supersede part is within the same Line Code as the superseded part.
Supersede parts are "understock" using the following rules:
- The 'ORDER METHOD' selected for the PO determines which stocking level quantity to use for the supersede part. Using the following chart:
- The stocking level quantity of the supersede part is used if its stocking level is greater than zero.
Note: In this instance, the stocking level quantity of the superseded part is ignored even if also greater than zero. However, if the stocking level quantity of the supersede part is zero, then the stocking level quantity of the superseded part is used for the "understock" calculation.
- The quantity available for both the supersede and superseded parts are combined.
Note: The 'OPTIONS' tab setting for 'TREAT NEGATIVE STOCK AS 0' is applied to both parts.
- The supersede part's "understock" quantity is determined by subtracting the aggregated available quantity above from the "derived" stocking level quantity above.
- All options on the 'OPTIONS' tab are applied for the supersede parts. This may change the supersede part's order quantity or remove the supersede part from the order.
- All options on the 'OPTIONS' tab for the superseded part are determined and applied to the supersede parts. This may decrease the supersede part's order quantity or remove the supersede part from the order.
Note: The quantities for both the supersede and superseded part are used to both save money on this order, as well as enabling a "sell out and reorder" scenario.
Vendor Changeovers
When vendor changeovers are added to the order instead of the old part, the order quantity is based on the VCO part's order points (if established), and if not, the order quantity of the VCO part follows the old (replacement) part's order points.
When the 'Order Supersedes/VCO Instead' option is selected, the application continues to use supersedes if the part is superseded, ordering the supersede part instead of the superseded part.
Note: PartsWatch allows a part to either have a Supersede or a VCO, not both.
Note: Unless the Purchase Order Option 'Ignore Do Not Reorder (DNR)' is set to enabled, neither the superseded part (old part) or the part replaced with a Vendor Change Over part (old part) will be considered for ordering if the MAIN PART ENTRY screen 'DNR' flag is set to checked, and therefore, the supersede or VCO part will not be ordered.
Note: Unless the Purchase Order Option 'Ignore Do Not Reorder (DNR)' is set to enabled, neither the supersede part (new part) or the vendor changeover part (new part) will be considered for ordering if the MAIN PART ENTRY screen 'DNR' flag is set to checked.
Note: There are two exceptions which may result in the superseded part or vendor changeover being added to the order:
- When the 'INCLUDE CUSTOMER BACK ORDERS' checkbox is checked. In this instance, the part replaced by a vendor changeover (old part) may be ordered but only to satisfy the customer back order.
- If the old part (replaced by a vendor changeover) previously replaced a different part, and the original (first) part still has order points and is not set to 'DNR'. Then both the latest VCO'ed part and the VCO part may be ordered. This is an unlikely scenario as a part that has been twice replaced should not still have order points established and should be set to DNR (Do Not Reorder).
Note: The vendor changeover part (new part) will be added to the order even if the vendor changeover part is outside of the criteria defined on the 'CRITERIA' tab.
For example, the vendor changeover part may be in a Line Code or Line Code/PN Code combination that is not specified in the grid on the ORDER CREATE screen, 'CRITERIA' tab.
Adjust Ord Qty If Supersede/VCO
Determines whether or not order quantities are affected by superseded/vendor changeover parts with available stock. This helps to sell out a superseded/vendor changeover part still on the shelf before ordering more quantities of the replacement part. This option provides the ability to decrease order quantities if there are parts that have a vendor changeover with quantity available. When there is quantity available on the shelf for any part replaced with a Vendor Changeover part, the VCO part's (new part) order quantity will be decreased by the old part's available quantity. This option enables the "selling out" of the available quantity still on the shelf of parts replaced by a vendor changeover before ordering full order point quantities of the VCO "new" part.
- Checked - If the shelf 'QTY AVAILABLE' is greater than '0', for any vendor changeover/superseded part (including any "chained" superseded parts), then the order quantity is decreased for the vendor changeeover/supersede part based on the superseded part's available quantity.
For example, if the supersede part being ordered has an order quantity of 5, and the part being ordered supersedes another part that has a 'QTY AVAILABLE' of '3' (regardless of its current stocking level value), then the supersede part's order quantity is set to 2 (by reducing the order quantity by 3).
If the quantity available for any superseded part is zero, then the vendor changeover/supersede part's order quantity is not changed.
- Unchecked - Supersedes and vendor changeovers are not processed instead of superseded parts on the order.
Ordering Supersedes/Alternates
Determines whether or not the order is adjusted by alternate parts.
- Checked - If the aggregated quantity available for all alternates exceeds the aggregated stocking level quantity of all alternates (meaning as a group the alternates are currently "overstocked"), then the original parts order quantity is adjusted based upon the alternates overstock quantity.
- Unchecked - Orders are not affected by alternate parts.
Alternate Parts Rules
When the 'ADJUST ORD QTY IF ALTERNATES' checkbox is checked, the system:
- Determines the original part's order quantity.
- Determines the aggregated available quantity for all alternates for the part.
- Determines the aggregated stocking level quantity for all alternates for the part. The 'ORDER METHOD' selected for the PO determines which stocking level quantity to use for the alternates. Using the following chart:
- Determines the alternate's "overstock" quantity by subtracting the aggregated stocking level quantity from the aggregated available quantity of all alternates.
- If the alternate's "overstock" quantity is a positive number, then that number is subtracted from the original part's current order quantity adjusting the original part's order quantity down.
- The original part's adjusted order quantity becomes the order quantity for the order.
- If the adjusted order quantity is zero or a negative number, the original part is removed from the order completely.
Note: The purpose of this adjustment to the order quantity of the original part is to save money for the store. This adjustment lowers or avoids ordering parts and associated part costs when there is already sufficient alternate stock on the shelves.
Order Lowest Cost Alternate Instead
Determines whether or not parts on the order are replaced with their alternates if the alternate price is less than the original part price.
- Checked - The system will replace parts on the order with any part's alternate ONLY if the alternate part has a lower price than the original part's price for this supplier.
- Unchecked - The order is not affected by the alternate part price.
Determines whether or not to include parts with the 'DNR' flag checked.
- Checked - Parts are not considered for the order if the 'Do Not Reorder' (DNR) flag is checked.
- Unchecked - Parts are considered for the order regardless of whether the 'DNR' flag is checked or unchecked.
Determines whether only order creation calculation based on sales includes only parts with stocking levels or all parts in the part table.
- Checked - Only parts with stocking levels are considered for the order.
- Unchecked - All part table parts are considered for the order.
Exclude Sales Only Parts/Exclude Stock Only Parts
Options apply to mix order methods only, and are used together as follows:
- Check only 'Exclude Sales Only' to include parts eligible for stocking levels only and parts eligible for both stocking levels and sales (and the larger order quantity will be ordered).
- Check only 'Exclude Stock Only Parts' to include parts eligible for sales only and parts eligible for both stocking levels and sales (the larger order quantity will be ordered).
- Check both to order only parts eligible under both Sales and Stocking level ordering. For more details, watch the video, Mixed Orders.Mixed Orders.
- Uncheck both to select eligible parts based on only Sales or only Stocking levels as well as both Sales and Stocking levels. In the latter case, the higher of the order quantity calculated will be used.
- Note: The purpose of these two options is to provide additional control to determine which parts appear on the order. This is helpful because a "mix" method prepares two "temporary" orders using two different methods and then compares and combines the results into one order.
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If all parts should be included on the order, whether there is a "need-to-order" based upon a stocking level or based upon sales, then the leave the default unchecked for both options.
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However, if the "Stocking" method should be the primary method, check the 'Exclude Sales Only Parts' option, and leave the 'Exclude Stock Only Parts' option unchecked. This setting combination will avoid ordering "overstock" or "non-stocked" parts that have sales.
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Note: For all "Mix" purchase order methods, two options provide additional control to determine which parts appear on the order based upon the setting combination.
- 'Exclude Sales Only Parts' (default unchecked)
- 'Exclude Stock Only Parts' (default unchecked)
The following chart below, with examples, helps determine how to set the two checkboxes:
The following assumptions apply to the chart above:
- The Multiplier used for the order could be the store-level 'Sales History Multiplier' or the Line-level 'Sales History Multiplier' fields.
- The Stock Need Order Quantity is calculated using the formula (Stocking Level minus 'QTY AVAILABLE') and ignores all On Order, Inbound, Reserved Quantity, Negative Stock, and any other settings on the 'Options' tab.
- The Sales Need Order Quantity is calculated using the formula ((ASPM multiplied by Multiplier) (minus Qty Avail) and ignores all On Order, Inbound, Reserved Quantity, Negative Stock, and any other settings on the 'Options' tab.
The following chart below, with examples, demonstrates which parts from the chart above will appear on the order (and their order quantity) based upon the settings of the two checkboxes. There are four possible setting combinations:
- Both unchecked (default).
- 'Exclude Stock Only Parts' unchecked and 'Exclude Sales Only Parts' checked.
- 'Exclude Stock Only Parts' checked and 'Exclude Sales Only Parts' unchecked.
- Both checked.
As a final example, if the stocking level method will be the "primary method" that determines the parts that appear on the order, then the only the 'Exclude Sales Only Parts' option should be checked. The 'Exclude Stock Only Parts' option should be unchecked. With this setting combination:
- Parts that are "understock" will always be eligible for the order, regardless of whether they have sales. If these parts have sales, the quantity ordered may be increased.
- Parts that are at their stocking level, or "overstock" will never appear on the order even if they have sales above the stocking level.
- "Non-stocked" parts will never appear on the order even if they have sales.
For more details, watch the video Mixed Orders.Mixed Orders.
Increase Order Quantity to Per Car
Determines whether or not to increase order quantities by the per car quantity.
- Checked - If, based on past sales, the order quantity plus the quantity on hand are less than a multiple of a part's per car quantity, the order quantity will be increased to equal a multiple of the part's per car quantity.
- Unchecked - The order quantity is not increased by the per car quantity.
Increase Order to Minimum Cost
Determines whether to create the order regardless of the supplier's minimum cost or to increase the if the order does not meet the supplier's cost minimum.
- Checked - If the order is below the minimum cost, the calculated quantities will be increased to meet the 'Minimum Cost Threshold'.
- Unchecked - Regardless of the order total, the calculated quantities will not be increased to meet the 'Minimum Cost Threshold'.
Include Lost Sales
Only available for the 'Forecast Order' and 'Stock Forecast Mix' 'Order Methods'. Used to determine whether or not part quantities will be based on both sales and lost sales.
- Checked - Part order quantities will be based on both sales and lost sales within the specified historical periods.
- Unchecked - Part order quantities are based on sales only.
Use Lost Sales Only
Only available for the 'Forecast Order' and 'Stock Forecast Mix' 'Order Methods'. Used to determine whether or not to include parts on the order based on lost sales only.
- Checked - Parts are included on the order by calculating each part's order quantity based only on lost sales within the specified historical periods.
- Unchecked - The order quantities are not based on lost sales only.
Include Imported NIF Parts
Only available for 'Write-In' Orders. By default, when importing a list of parts, only those that already exist in the store's inventory, actual or virtual, will be added.
- Checked - All imported parts are added to the order, including NIF (Not-in-File) parts
- Unchecked - By default, when importing a list of parts, only those that already exist in the store's inventory, actual or virtual, (non-SKU) will be added.
Note: This condition is identified if the 'TOTAL PARTS' count on the created order is less than the count of "Total Parts" that were imported from a file. This count is displayed on the 'Parts' tab.
Retain Scanned Parts
Only available for 'Scan-In' Orders. Determines whether or not to retain scan sessions after the order is processed.
- Checked - Scanned sessions are still available after the order is processed. This is especially useful when more than one order will be made from the same session.
- Unchecked - The session is deleted when the order is processed.
Determines whether or not orders are created for suppliers using the lowest price per part across suppliers to purchase at the best price. The table on the SUPPLIER PART COSTS screen must be set up to use the 'Best Price' option.
- Checked - Cost is evaluated across multiple suppliers finding the lowest cost. Multiple orders may be generated for suppliers set up in the store Supplier Part Costs table.
- Unchecked - Best Price ordering is not used.
For more details, watch the Best Price Ordering video.Best Price Ordering video.
Right Column Options - Return Orders
Check to enable or uncheck to disable the options.
Determines whether or not to consider parts with the 'DO NOT RETURN' setting checked on the part record.
- Checked - The part considered for return regardless of whether or not the 'DO NOT RETURN' setting is checked on the part record.
- Unchecked - Parts with the 'DO NOT RETURN' setting checked on the part record are not considered for return.
Ignore Movement Codes
Determines whether or not to consider the 'SALES CLASS' (movement) code when determining parts for return.
- Checked - The Sales Class code is not considered when determining parts for return.
- Unchecked - The Sales Class code is considered to narrow the parts returned.
Ignore Obsoletes
Determines whether or not to include parts with the 'SALES CLASS' code of 'O' for obsolete parts.
- Checked - Obsolete parts are not considered in the return order.
- Unchecked - Obsolete parts are considered in the return order.
Ignore Full Pack Return
Determines whether or not to consider parts with the 'RTN FULL PACKS ONLY' flag checked on the SUPPLIER ORDER SPECIFICS screen.
- Checked - Parts with the 'RTN FULL PACKS ONLY' flag checked are not considered for the return order.
- Unchecked - The 'RTN FULL PACKS ONLY' flag setting is not considered when returning parts.
Ignore Return Max
Determines whether or not to consider the 'RETURN MAX' setting in the part record when considering parts for return.
- Checked - The 'RETURN MAX' setting is considered when calculating parts for return.
- Unchecked - The 'RETURN MAX' setting is not considered when calculating parts for return.
Ignore PN Code Exclusions
Determines whether or not to include parts with Line Code-level 'Exclude from Overstock' settings.
- Checked - The PN Code exclusions set up on the Line Code level are ignored when considering parts for the return order.
- Unchecked - Parts are excluded for lines with 'Exclude from Overstock' settings.
Ignore Return Order Values
Determines whether or not the system takes quantities currently on return orders into consideration when calculating the return amount.
- Checked - Return order quantities are not considered when calculating the order.
- Unchecked - Return order quantities are considered to prevent returning excess quantities.
Ignore Part Minimum Cost
Determines whether or not to consider the 'MINIMUM COST' threshold when including parts on the return order.
- Checked - The 'MINIMUM COST' threshold is ignored when creating the order.
- Unchecked - The 'MINIMUM COST' threshold is considered when creating the order.
Exclude Stocked Parts
Determines whether or not to return parts with a quantity available greater than the 'STOCKING LEVEL' for parts with a zero value.
- Checked - Parts are only included on the order with a Quantity Available greater than the stocking level and only if the stocking level is zero. Note: Checking this option provides a way of returning only non-stocked parts on one return order (without also including any stocked parts).
- Unchecked - Any parts on the return order with a quantity available greater than the stocking level are included. Note: Since non-stocked parts typically have a stocking level set to zero, any non-stocked part with quantity available will be returned.
Exclude Sales Only Parts/Exclude Stock Only Parts
Options apply to mix order methods only and are used together as follows:
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Check only 'Exclude Sales Only Parts' to include parts eligible for stocking levels only and parts eligible for both stocking levels and sales (and the larger order quantity will be returned).
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Check only 'Exclude Stock Only Parts' to include parts eligible for sales only and parts eligible for both stocking levels and sales (the larger order quantity will be returned).
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Check both to return only parts eligible under both Sales and Stocking level ordering. For more details, watch the Mixed OrdersMixed Orders video.
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Uncheck both to select eligible parts based on only Sales or only Stocking levels as well as both Sales and Stocking levels. In the latter case, the higher order quantity calculated will be returned.
Note: The purpose of these two options is to provide additional control to determine which parts appear on the order. This is helpful because a "mix" method prepares two "temporary" orders using two different methods and then compares and combines the results into one order.
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If all parts should be included on the order, whether there is a "need-to-order" based upon a stocking level or based upon sales, then leave the default unchecked for both options.
-
However, if the "Stocking" method should be the primary method, check the 'Exclude Sales Only Parts' option, and leave the 'Exclude Stock Only Parts' option unchecked. This setting combination will avoid ordering "overstock" or "non-stocked" parts that have sales.
Only available for 'Scan-In' Orders. Determines whether or not to retain scan sessions after the order is processed.
- Checked - Scanned sessions are still available after the order is processed. This is especially useful when more than one order will be made from the same session.
- Unchecked - The session is deleted when the order is processed.
Supplier Part Costs Screen
The Supplier Part Cost table stores part costs by the supplier and can be populated by importing a file using DFIU (Data File Import Utility) or manually by entering part costs in the SUPPLIER PART COSTS screen.