Automatic Purchase Order

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Microinvest Warehouse Pro allows for generating an automatic operational request (order) according to user-selected criteria. Through this model, it is easy to manage inventories, as the program defines the order to the supplier and generates the necessary documents by itself. The order is executed via an analysis of the current inventory conditions and availability, as well as the predefined minimal and nominal quantities of each product. The operation can be performed separately for each retail location. The automatic order is generated through the Operation/Management/Auto Purchase Order menu. A window for entering the criteria for the generation of the order appears. According to the specifics of the criteria, different data is processed and a reference to certain products, quantities and the operations related to them is created. In order for maximum accuracy of the process in according to the predefined parameters, different program work regimes are incorporated.


Automatic Purchase Order (Request)

The automatic purchase order has 3 working modes (regimes):

  • Below minimum quantities. In this regime, all products which are below a certain quantity are located. When an order is generated, the quantity is replenished until it reaches the minimum amount. Thus, the program ensures that all products have the minimum predefined quantities in stock. The “Nominal Quantity” \criterion is not taken into account by this mode and is not processed, respectively.
  • Up to Nominal Quantities. When entering a criterion to nominal quantities, all products below the minimum quantity are taken and replenished to the level of nominal quantity. This is the optimal way of work, since products exceeding minimum quantity are not included, whereas all below the minimum are refilled to match the nominal quantities. When executing this operation, two criteria are taken into account – “Minimum Quantity” and “Nominal Quantity”.
  • Below nominal quantities. With this option, all products below nominal quantity are analyzed. The program replenishes the products until reaching nominal quantity, as the “Minimum quantity” criterion is not taken into account.

Request According to Supplier

The automatic request can pick products which are delivered by a certain supplier. For this purpose, the program checks all previous deliveries and determines whether the given supplier had supplied the products, which match the defined criteria. The existence of this algorithm allows for unimpeded handling of a situation when one and the same product was delivered by two or more different suppliers, and with the automatic generation request, all partners that had supplied this product are included.

Second Unit of Measure

A convenient feature exists for handling products with two units of measure. The program achieves an optimal alternative allocation according to the second unit of measure defined. This way, products which are delivered in packages (cigarettes, for example) are always grouped and calculated according to packages. This eliminates the need for a correction of the request in order for the quantity to be rounded and there not to be any fractions in the second unit of measure. Convenience is visible when approaching such type of goods, since when the option “Round quantities up to additional measure” is enabled, the program automatically optimizes the delivery and eliminates the need of processing 1.33 packages of a certain good.

Specific Features

The automatic request works through the principles of mathematics. It cannot comprehend the purely managerial aspirations of managers, yet is a useful tool for fast and easy generation of an operation. The generated operation appears on the screen, allows full editing of all positions and can be further processed and edited by an operator. In such case, the correct determination of the request and proper management of the retail establishment are enabled. If defined values in the Minimal Quantity and Nominal Quantity in the stock’s container are zero, the Automatic Request module does not work.

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