Timed Orders

The TIMED ORDERS QUEUE screen is used to automatically kick off the creation and transmission of purchase orders and return purchase orders, based on profiles that are set up by the user on the PURCHASE ORDER PROFILE and RETURN ORDER PROFILE screens, at a specified frequency.

 

Menu Path: Vendor, Timed Orders, TIMED ORDERS QUEUE screen

Menu Path: Purchasing, Purchasing Main Menu, PURCHASING DASHBOARD screen, click the 'TIMED ORDER QUEUE' button.

 

 

 Timed Order Queue - 5 minutesTimed Order Queue - 5 minutes 

Set Up Timed Orders

JOB NAME

Identifies the purchase order and return purchase order profiles that were created on the PURCHASE ORDER PROFILE screen and RETURN PURCHASE ORDER PROFILE screen.

 

FREQUENCY

Indicates the frequency in which the timed purchase order and return purchase order profiles are created and transmitted.

 

Options are:

 

• '1 Time'
• 'Monday, Tuesday, Wednesday, Thursday and Sunday'
• 'Monday, Tuesday, Wednesday, Thursday and Saturday'
• 'Daily 5 (Weekdays)'
• 'Daily 6 (+ Saturday)'
• 'Daily 7 (Every Day)'
• 'Every Sunday'
• 'Every Monday'
• 'Every Tuesday'
• 'Every Wednesday'
• 'Every Thursday'
• 'Every Friday'
• 'Every Saturday'
• 'Monthly'
• 'Yearly'
• 'Every Other Week (every 14 days)'

 

START TIME

Indicates the time that PO profile is set to run.

 

START DATE

Indicates the date that the PO profile is set to run.

 

END DATE

Indicates the date that a forecast profile will expire. Once expired, the process called by the profile is not longer initiated. Used by forecast profiles only.

 

DELAY

Indicates the delay between creation of the purchase order and the transmission, if any. This allows for time to view or modify the purchase order before the purchase order is transmitted.

 

Options are:

 

• 'None' - Purchase Order is transmitted upon creation.
• 'Hours' - Purchase Order is transmitted after the number of hours specified under 'DELAY AMOUNT'.
• 'Days' - Purchase Order is transmitted after the number of days specified under 'DELAY AMOUNT'.
• 'Manual' - Purchase Order is not automatically transmitted. The user must manually transmit the purchase order. To transmit, the user must access Purchasing, Purchasing Main Menu, double-click on a purchase order and click the 'TRANSMIT' button.

 

BY

Displays the hours or days that the transmission is delayed, or if it is a manual delay.

 

TYPE

Displays the type of profile, such as purchase order (PO) and return order (RO).

 

Grid

Once a profile is added to the grid, set the frequency, run date and time, and transmission delay. A purchase order is created based on the saved parameters and the purchase order is transmitted at the designated date and time.
 

ADD

Adds a purchase order to the queue and to the grid. The 'SELECT A PROFILE' window displays to select a profile. A profile must already exist in order to add the profile to the Timed Orders Queue grid.

 

Profiles are created, with all the applicable parameters, and saved using the PURCHASE ORDER PROFILE screen, clicking 'NEW PURCHASE ORDER', and the RETURN ORDER PROFILE screen. These profiles are labelled as 'OLD' under the 'PROFILE' column. When a profile is edited on the PURCHASE ORDER PROFILE or RETURN ORDER PROFILE screen, the edits to the profile are also reflected in the corresponding profile in the Timed Order Queue. When a profile is deleted on the PURCHASE ORDER PROFILE or RETURN ORDER PROFILE screen, the corresponding profile is also deleted from the Timed Order Queue.

 

Profiles created using the PURCHASE ORDER – CREATE screen can also be selected from this menu, labeled as 'NEW' under the 'PROFILE' column.

 

DEL

Deletes the selected purchase order in the grid.

Error Messages

Error messages display if the date entered does not match the frequency.

 

Examples of possible messages are:

 

When adding a NEW record:

 

 

When editing an EXISTING record:

 

 

When editing an EXISTING record:

 

Procedure to Add a Profile to Timed Orders Queue

To add a profile to the Timed Orders Queue, follow the steps below:

 

1. From the Menu, select Purchasing, Purchasing Main Menu. Click 'TIMED ORDER QUEUE'. The TIMED ORDERS QUEUE screen will display.

2. Click the 'ADD' button. The 'SELECT A PROFILE' window will display.

3. Select the desired profile. The profile is added to the Timed Orders Queue grid.

4. Select the 'FREQUENCY', 'START TIME', 'START DATE', Transmission Delay ('DELAY'), and Delay Amount ('BY'). Appropriate error messages will display if the date entered does not match the frequency.

5. Click the 'UPD' button to save the changes.

Suggested Orders

A "suggested" order is defined as a purchase order that is a draft or work-in-progress order. It could be in 'NEW' or 'WIP' status. When a suggested order is finalized, it becomes a true purchase order and its order quantities become 'ON ORDER' quantities. Purchase orders may start out as suggested order, but return orders may not.

 

When a new order is created using the ORDER CREATE screen or the TIMED ORDERS QUEUE it is in 'NEW' status, not 'WIP'. 

Exceptions include:

 

• If the 'Auto Finalize Timed Order Purchase Orders' and 'Auto Finalize Time Order Return Orders' settings are checked on the SYSTEM PURCHASING SETUP screen, then the orders created via the Timed Orders Queue will be 'FIN'.
• If the order is generated as a result of a PO API feed, the feed may set the order to a state other than 'NEW'.
• If the 'Finalize Immediately' checkbox is checked on the ORDER CREATE screen, the new order will be in 'FIN' status.

 

The creation and deleting of suggested orders is controlled by the 'Always Overwrite Orders in NEW Status' checkbox on the 'Purchasing' tab of the STORE PURCHASING SETUP screen.

 

When an order is created from the Timed Orders Queue:

 

• If the value of the 'Always Overwrite Orders in NEW Status' checkbox is unchecked, the order is added to the existing list of orders with a status of 'NEW'.

• If the value of the 'Always Overwrite Orders in NEW Status' checkbox is checked. the system determines if there are any other orders in 'NEW' status contains the same Supplier and Store(s)/Location(s).

  • If there is an exact match, the new order is created and the existing orders that matched the criteria are deleted. Note: If there is a failure when one or more orders are to be deleted, the system displays a prompt to inform that the order must be manually deleted. Furthermore, the failure is recorded to the System Messages.

  • If there is not an exact match, the order is created normally.

 

Note: Return orders are not supported, only purchase orders that meet the criteria can be deleted.

 

Exceptions:

 

• Creating auto-distribute purchase orders will not invoke deleting matching 'NEW' status purchase orders.
• Creating manifest return orders will not invoke deleting matching 'NEW' status return orders.
• Using the re-create order feature will not invoke deleting matching 'NEW' status orders.
• The resurrect purchase order function (e.g. from ASN process with gone PO) will not invoke deleting matching 'NEW' status purchase orders.
• Using the reverse order feature will not invoke deleting matching 'NEW' status orders.
• Creating a store transfer order will not invoke deleting matching 'NEW' status orders. 
• Creating a "manual" write-in order will not invoke deleting matching 'NEW' status purchase orders, regardless whether parts are imported in the application or not (in a feed). However, creating a multi-store consecutive order will delete matching orders with 'NEW' status in the target stores.
• Using the print or preview feature on the order create screen will not invoke deleting matching 'NEW' status orders.