Purchasing:How to - Drop Sales Orders - allocation process

Protocol for dropping of sales orders (allocation process)

Personnel trained (as of June 2021)

• Matt Bahi (Primary)
• Ruby Shergill (Secondary)
• Monica Tiwari (backup)
• Eliza Goodyer
• Shannon McDonald
• John Targett

Background

• The system (ASW) will automatically switch the order allocation flag (Item File Maintenance) on the item master record once the stock on hand runs out and there is a sales order entered for the item. It will do this for all regular stock items (Item Cat. 1 <=549)
• Once the stock is received for the item and all open sales orders are dropped, the order allocation flag will be automatically turned off for the item.
• The system will allocate and drop sales orders every 30 minutes (on the hour and half hour) provided there is more inventory available than the amount of open sales orders.
• For items that we don’t have enough stock available (on SO > Avail OH), the system will leave these items and they will require a person to run the sales order allocation process and determine which customers will receive the stock.
• Based on above, back orders may need to be put into the system for a specific customer and item. This is done by logging in using the DISADMIN login. (please see John if you need training and the password).
• Recommended timing. It is suggested that the items that fall into #4 should be run at the following times (times are approx). 8:10 am / 10:10 am / 12:10 pm / 2:10 pm / 3:45 pm (every 2 hours). The reason is so this does not interfere with the automated processes.
• It is recommended that sales orders have notes added to the line level (each item) indicating if the customer does not want the quantity split up (Note: Please ship full quantity).
• For any items that have a price override done – please note this on the sales order line.
• Person(s) responsible for allocating & dropping orders should watch for these notes and not split the lines. Also, for customers such as Morton Clarke, Product Distribution Centre, EDKA, Henry Schein, Bowers Medical – order lines should not be split.
• All persons noted on the top must take the responsibility to cover for anyone away.
  • Barry is responsible for regular/promo items each morning/afternoon.
  • Ruby is back up then Monica/Jonathon.
  • Alternates - Eliza, Shannon - then John.
  • At a minimum of twice a day, BUYREP006 should be run and orders should be dropped for current promo’s (IFP/MCF based on schedule) and BNA/NAB’s.
  • Also you may look at BUYREP005 – this will show details on each order.

STEPS

1. Log into ASW
2. From main menu, click on Sales
3. Click on Work with Sales Order Allocation
4. Click on Add

1. As indicated above, typical settings are to run the allocation for all items. Therefore, leave item fields blank (as shown above).
2. Press enter to ignore promo items. Or, if you are allocating a specific promo and or prebook enter it in here.

1. Refresh screen (F5) as needed

1. Click on first item

1. Looking at list of stores, determine best way to share stock available (limit or exclude duplicate store entries).
2. Either click on auto allocation, fair share, or manually enter amount.
   1. Note: May need to log in now as DISADMIN in order to change store order quantity and back order the line balance.
3. Watch disp date on order line (must be changed to current date)
4. Repeat process for remaining lines/items.
5. Once complete, click on create pick list.
   1. Remember once done to log out of DISADMIN.