Auto Stock Replenishment Ordering

Access to the Stock Levels feature

The Stock Levels feature is maintained by your customers through three separate pages accessed from the Dashboard:

• Stock Levels -  this is used to view/update the on hand quantities as well as the maximum/minimum thresholds.
• Stock Jobs - this is used to add work jobs and the products required for the jobs.
• Stock To Receive - this is used to track and update receipt statuses of stock shipped through this feature.

When enabled for a customer, account administrators have full access to this feature. Other customer users are added by administrators. These users may also be given permission to edit minimum and maximum threshold quantities. Stock Levels menu items are displayed only for permitted users on their Dashboard. 

Configure Stock Levels Settings

This is an administrator function.

To configure the settings:

1. In the CMS, go to Settings → Settings → Feature Management → Products & Categories.
   
   
2. Toggle ON Stock Levels.
   
3. Click Configure.
   
   
4. In Stock Level Settings, toggle ON Enable Stock Level to turn it on globally on your site, or leave it OFF and use the Override feature to give access to specific Customers and their Users.  IMPORTANT - It is recommended that this setting is globally OFF and access be given to specific customers and users via the Override feature.  
   
   
   
   
5. Threshold Quantity Editable determines whether minimum and maximum threshold quantities can be edited and by which users. IMPORTANT - It is recommended that this setting is globally OFF and access be given to specific users via the Override feature.  
   
   
6. To save the settings, click Save or Save & Exit.

Add Templates

NOTE - This step may have been added for your website. If these pages are not available on the Dashboard menu, they need to be added. 

1. In the CMS, go to Navigation → Section Menu Editor. (If this is not there, ask Commerce Vision to enable it.)
   
   
2. Follow the Section Menu Editor guide to add these pages to the Dashboard menu.
   1. Stock Levels
   2. Stock Jobs
   3. Stock to Receive
      
      

Stock Levels

The Stock Levels page allows customers to manage stock levels. Using the Stock Levels lookup, a user can view/update minimum and maximum thresholds, and enter on hand quantities. Also displayed are the 'quantity available' and 'on order' numbers of each product. When the user adds stock on hand quantities. the system checks the available quantity of each product does not fall under the minimum number. If it does, an order is placed to replenish the product to the maximum threshold quantity .

Access Stock Levels

To access Stock Levels:

1. While logged into the website, on the Dashboard menu, select Stock Levels.
   
    
2. In the Search tool, either scan a barcode or enter a search phrase that matches the product code, product description or Part ID. Partial keywords (with at least three characters) can also be entered. 
   
   
   
3. Click Search to run the search. If you entered a partial keyword search, all matching products will be displayed. 
   
4. All users with access to Stock Levels can change On Hand Quantity. Only those granted permission to change threshold quantities can change Minimum Threshold Quantity and Maximum Threshold Quantity.  
   
   
5. If the On Hand Quantity entered is fewer than the minimum quantity, in the next scheduled check, an order will be submitted, with Quantity Ordered =  Max Threshold Qty - On Hand Qty.

Edit Stock Levels page template

Field and button labels and text displayed on the Stock Levels page can be edited. 

1. In the CMS, go to Content → Content → Pages & Templates.
   
   
2. Use the Search to find the Stock Levels Page template, then click Edit.
   
   
   
3.  Click Edit for the Stock Levels Page Widget. See Stock Levels Page Widget guide.

Stock Jobs

Stock jobs refer to specific work jobs where items used are to be automatically replenished. A stock job contains idenitying details as well as a list of products used in completing that job. When the job is completed ('closed'), an order is triggered to replace the products with the quantities used.

NOTE - The 'close job' date is used for the order placement date and for reporting.

To access Stock Jobs:

1. On the Dashboard menu, select Stock Jobs.
    
2. On the Jobs page, the list of all open ('saved') jobs is displayed. Open jobs are uncompleted jobs. You can scroll down the list or enter a particular job number or name to find a particular job.  
   NOTE - Job fields are set up as per your business requirements.
   
   
   

View/update a Stock Job

1. To view or update a job, click View.
   
   
2. In the Job Detail window, you can edit details of the job, add/delete required products, and change quantities.
   
3. If you have edited the job, save the changes by clicking Save.

Close a Stock Job

An open stock job is closed when it is completed. Closing a job will trigger products and quantities used to be re-ordered.

1. In the Job Detail window, click Close.
   
2. In the popup, confirm you want to close this job. NOTE - Once closed, the job cannot be re-openned.

Add a new Stock Job

1. In the Jobs page, click Add Job.
   
   
2. In the Job Detail window, enter details of the stock job. Name is mandatory. 
   
3. In Lines, start entering the item code or description. A dropdown list with matching items will be displayed.
   
   
4. Click on the required item, then click Add.
   
   
5. The item will be added to the job with a quantity of '1'. In Quantity, adjust the quantity if you wish.
   
   
6. If more items are required, repeat steps 3-5 for each item.
   
   
7. To save the job, click Save.

Edit Stock Jobs template

Field and button labels and text on the Stock Jobs page can be edited. 

1. Navigate to Content → Content → Pages & Templates.
   
   
2. Use the Search to find the Jobs Page template, then click Edit.
   
   
   
3.  Click Edit for the Jobs Page and Job Dialog widgets. See guides to the Jobs and Job Dialog widgets.

Stock to Receive

Stock to Receive allows your customer to track the receipt status of stock replenishment orders that have been shipped. Orders have one of the following received statuses:

• Unreceipted - no stock from this order has been received.
• Receipted - all stock from this order has been received.
• Partially Receipted - some stock from this order has been received.

Unreceipted and Partially Receipted orders can be updated by the customer when one or more ordered items are received.

Access Stock to Receive

To access Stock to Receive:

1. On the Dashboard menu, select Stock to Receive.
    
2. On the Stock to Receive page, the list of all orders with receipt status is displayed. If you wish to find a particular order, enter the Order Number in the Search tool. 
   
   
   
3. To check the receipt status of individual items in the order, click View.
   
   
4. In Stock to Receive Detail, the quantities ordered, shipped, backordered and received are listed.
   

Update Receipt Status

To update a receipt status:

1. In the Stock to Receive page, the list of all orders with receipt status is displayed. 
   
   
   
2. Use the Search tool to find the order.
   
   
3. Click View for the order.
   
   
4. For any unreceipted or partially receipted order, enter the received quantity for each product.

Bulk Update Receipt Status

To bulk update a receipt status:

1. In the Stock to Receive page, the list of all orders with receipt status is displayed. 
   
   
   
2. Tick the Receive All checkbox next to each order to be updated.
   
   
3. Scroll down and click the Receive All button.
   
   
4. Confirm you want to update the receipt status.

Edit Stock to Receive Page template

Field and button labels and text on the Stock to Receive page can be edited. 

1. In the CMS, go to Content → Content → Pages & Templates.
   
   
2. Use the Search to find the Stock to Receive Page template, then click Edit.
   
   
   
3.  Click Edit for the Stock to Receive and Stock Dialog widgets. See guides for Stock to Receive and Stock Dialog widgets.
   

Edit Scheduled Task

The scheduled task to perform actions triggered by Stock Levels replenishment and Stock Jobs was set up during implementation of this feature. These actions are:

1. Processing of replenishment orders based on minimum and maximum quantity thresholds
2. Processing of Job orders including identification of stock order quantities.
3. Calculations of On Order and Available quantities that take into account stock not yet been received.

Administrators can change when and how often the task runs. 

To change the scheduled task:

1. While logged into your website, navigate to Settings → Scheduler Maintenance.
   
   
   
2. Select Stock Level Order Task, then click Modify.
   
3. In the schedule window, edit the Schedule panel as you require. You can change the run frequency, enter a start date/time for the changes, and the error notification email address.   
   
4. To save changes, click Save.

Additional Info

Related Resources

• Page:
  Stock Dialog Widget
• Page:
  Stock Levels Widget
• Page:
  Stock to Receive Widget