The module Extended Order Proposal allows you to quickly create purchase orders based on selected criteria. In addition, you can specify the supplier and the product quantities that should be reordered. This means that this module has a greater range of features than the regular order proposal.
Important
For the calculation of an order proposal, you need to save purchase prices for the respective supplier in the product master data. More information on this can be found here.
Open the menu Buy > Extended Order Proposal to select the products for the extended order proposal. The product overview in this menu contains useful information on the stock that is currently available. This way, you can easily see the quantities that need to be reordered. In the following, we have provided more detailed explanations on the information available in the product overview.
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Colum name |
Explanation |
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Product no. |
The product number of the product in Xentral. |
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Product |
The designation of the product in Xentral. |
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Warehouse |
Product quantity that is currently in stock (including blocked stock). |
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Min. Stock |
If you have saved a minimum stock quantity in the product master data, this information is displayed here. |
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Min. purchase order |
If you have saved a minimum purchase quantity in the product master data, this information is displayed here. |
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In sales order |
Product quantity included in sales orders that are currently open. |
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In production |
Product quantity that is currently in production. |
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In purchase order (not sent) |
Product quantity that is included in pending purchase orders. However, the respective purchase orders have not been sent to the supplier yet. |
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Requirement |
The requirement displayed here is the difference between the product quantity currently in stock (see Warehouse column) and the minimum stock quantity defined for the product (see Min. Stock column. Thus, you can use the Requirement column to see at one glance how many product units Xentral will suggest for the purchase order. |
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Season |
The price group that you have defined in the master data of the respective supplier is displayed here. |
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Sales price |
The sales price of the product as defined in the product master data. Price groups are displayed here as well. |
Go to the menu Buy > Extended Order Proposal and open the Settings tab to carry out additional settings for the module if needed.
For example, you can define time ranges for which product quantities required in the future on the basis of sales orders that have been set to released in Xentral.
The time ranges defined by you are then displayed as follows in the form of additional columns in the Overview tab.
The Requirement for the last x days column is calculated on the basis of the product quantities contained in open sales orders and whose delivery date is a part of this time range. If no particular delivery date has been defined for the individual positions of a sales order, the delivery date of the order will be taken into consideration. If this information is also not available, the sales order date is used.
The Required for the next x days column is calculated on the basis of the product quantity included in already created sales orders and whose delivery date is a part of this future time range. In this case, the delivery date of the sales order is used as the basis for calculation as well if there is no delivery date for the individual products. If this information is also not maintained, the sales order date is used.
Important
If using the ranges mentioned above, you must take note of the following limitation: The delivery time saved in the product master data is displayed here, but is not taken into account for planning the required stock. This means that the delivery time of the product has no influence on the information displayed here. Pay close attention to products that have longer delivery times with your supplier to avoid shortages and create the purchase order early.
If needed, you can also display the main product image of the respective product during the reorder process. To do so, activate the option Show item pictures in the Settings tab.
The minimum stock quantities of products that are maintained in the system are vital information that are considered for the creation of order proposals in Xentral. This makes it even more important that you do not only maintain the minimum stock quantities of your products in the product master data, but also that changes to minimum stock quantities are immediately available for the calculation of the order proposal.
You can carry out a separate setting that makes sure you have permanent access to up-to-date and accurate order proposals. This setting activates the dynamic calculation of the minimum stock quantities of your products once per day (over night) so that you can rely on the order proposal for managing for your stock.
Proceed as described below to activate the dynamic calculation of minimum stock quantities.
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Open the menu Buy > Extended Order Proposal.
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Click on the Settings tab.
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Activate the option Activate dynamic minimum stock calculation.
Note
As soon as you have activated this option, the following calculation takes place once per day (over night): Minimum stock quantity = (Requirement scale last x days) x (Default delivery time). You determine the default delivery time yourself in the corresponding field in the product master data. The Requirement scale last x days is also determined by yourself in the settings of the Extended Order Proposal module.
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From the drop-down menu Save dynamic calculation in free field, select the free field in the product master data in which Xentral should save the result of the minimum stock calculation automatically.
Important
The selection of a free field is mandatory for enabling the dynamic calculation of minimum stock in Xentral correctly.
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Click on Save. From now on, the calculation is carried out once a day by the process starter purchase_order_proposal. If required, you can change the execution time in the menu Settings > Administration > Process starter. However, we recommend that you leave the default time at 01:30 a.m.
First, decide on which basis you’d like to display products for the order proposal in the Base field in the Order proposal section at the top left of the menu Buy > Extended Order Proposal. Then, use the check boxes at the left side of the product overview to select all products for which a purchase order should be created. The following options are available in the drop-down menu Base:
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Use only open orders: Only products that are included in unreleased sales orders are suggested.
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Use only open orders (use requested delivery date, delivery date: Only products that are included in unreleased sales orders for which a requested delivery date or a fixed delivery date have been set in addition.
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Use only open productions: Only products that are included in unfinished productions are suggested.
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Minimum quantities: All products for which the minimum stock quantity determined in the product master data is not available in the warehouse are suggested.
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Old orders: All products that are included in already completed sales orders are suggested.
In the upper section of the menu Buy > Extended Order Proposal, you can select criteria for the products included in the order proposal. For example, you can use the settings in the Selection products section to decide if only production items should be considered or if all existing products in Xentral should be taken into account.
Make those decisions and activate the corresponding options before you select products for the purchase in the next step.
As soon as you select an option in the Base section of the overview, a note containing the product quantities that will be added to the order proposal is displayed. You can also remove individual quantities from the order proposal at any given point in time by clicking on Remove calculation on the upper right. To restore deleted quantities, restart the proposal by clicking on Start.
Below the filters and notes, you can find an overview of the different products and suppliers as well as the total purchase price for all selected products. This total is calculated by multiplying the quantities in the Requirement column with the purchase price of the product.
Note
The total sum of your order proposal that is displayed here may differ from the final total of the purchase orders created on the basis of the order proposal. This happens in case your required quantities are lower than the minimum order quantity determined for this supplier. If the minimum order quantity determined for your supplier exceeds your requirement, the purchase order is created for this minimum order quantity.
The products that are loaded into the order proposal are automatically selected and can thus easily be included in the purchase order by clicking on Create purchase order(s) at the bottom.
Important
A separate purchase order is created for each supplier.