Follow this process to easily create accurate orders to replenish your robot. First ensure all of your robot stock is grouped together in a category and then use Minfos Ordering to order for this category. Although Minfos doesn't use your robot SOH to generate orders, by default the auto synch End of Day process will assist with ensuring the two SOH values stay in sync. You can also include uncollected scripts (which still counts as SOH in Minfos but your robot has removed from SOH) in your order.

Note: Ensure you have followed the steps in the Robot Category and Product Management article before proceeding with this article.

This article covers:

  • Step 1: Generate Robot stock orders, for an in-depth look into order generation refer to Generate Orders Overview
    • Generate a 'Normal' order
    • Generate a Usage Only (top up) order 
  • Step 2: Review your Robot stock orders before you transmit

Step 1: Generate Robot Stock orders

From Stock Manager:

1. Click the Order Maintenance icon or click the Ordering menu and select 1. Order Maintenance.

The Order Maintenance window is displayed.

2. Click Generate.

The Order Generation window is displayed.

Normal order: 

  • Orders based on your current SOH, Sales history, order parameters e.g. Min Order Qty (refer to Manage Supplier Ordering Parameters to learn more), current orders in Order Maintenance

a. Supplier: Defaults to your preferred wholesaler, change if required.

b. Category: Defaults to Department, click the dropdown and select Location (or the category you added from Step 1: Create a Robot Category).

c. From Location & To Location: Enter the Robot Stock location name or code.

d. From Company & To Company: Leave these fields on the default setting. 

e. Description: Enter a meaningful description e.g. Monthly Robot Order.

f. Order Date: Leave the order date on today's date to ensure you are looking at the most recent sales period refer to Seasonal Category Order for an example of changing this date. The Order Period in Days x 3 is the historical sales period used.

g. Order Period in Days: This field defaults to 7, enter the number of days you would like to make your current stock holding up to. Minfos recommend at least 30 days for a Monthly order, 90 days worth of sales data is then used to create today's order.

h. Delivery Time: Defaults to 1 day, increase if required. Minfos will then increase the quantities that are generated.

i. Z Factor: Defaults to 30.00, this can be increased or decreased, but Minfos recommend it is left at 30.00.

j. Shelf Pack Rnd: Defaults to 80.00%, leave this field as it is.

k. Round Up After: Defaults to 4, leave this field as it is.

l. Order Type: Defaults to 1. Normal, leave this field as it is.

m. Use Default Suppliers: Checked by default, it is recommended to leave this checked. 

n. Order content: Defaults to 1. All Products. To only order for your dispense products, click the drop-down and select 2. Dispense.

o. Include Negatives: Unchecked by default, it is an optional checkbox but Minfos recommend you check it. Refer to Generate Orders Overview for an explanation on this field. 

p. Include Out of stocks (last 3 months): Unchecked by default, it is an optional checkbox, but Minfos recommend you check it. Refer to Generate Orders Overview for an explanation on this field.

q. Include Uncollected Scripts: This is unchecked by default, Minfos recommend this is checked. 

r. Generate: Click Generate to start the order generation process.

  • The Order Maintenance window is displayed, your order will be in a Created status


Usage Order or Top up order

  • Orders based on what you have sold over a date range. SOH, order parameters e.g. Min Order Qty etc and current orders in Order Maintenance are NOT considered for a usage order

a. Supplier: Defaults to your preferred wholesaler, change if required.

b. Category: Defaults to Department, click the dropdown and select Location (or the category you added from Step 1: Create a Robot Category).

c. From Location & To Location: Enter the Robot Stock location name or code.

d. From Company & To Company: Leave these fields on the default setting. 

e. Description: Enter a meaningful description e.g. Top Up Robot Stock Order.

f. Order Type: Defaults to 1. Normal, click the dropdown and select 3. Usage Only.

g. Use Default Suppliers: Checked by default, it is recommended to leave this checked.

h. Order content: Defaults to 1. All Products. To only order for your dispense products, click the drop-down and select 2. Dispense.

i. Starting Date & Ending Date: Default to today's date. Adjust if required, the products must have been sold through the Till to be considered for this order. 

j. Stocked Only: This is not checked by default, of this checkbox is selected the products must be flagged as Re-order (Stocked) to be considered for this order.

k. Generate: Click Generate to start the order generation process. The following warning prompt is dispayed.

i Click OK to close the prompt, the order will generate.

  • The Order Maintenance window is displayed, your order will be in a Created status

 

Step 2: Review your Robot stock orders before you transmit

From Order Maintenance:

1. Highlight the created Robot Stock Order and click Change. 

The Order Editing window is displayed.2. Review the items on the order. Highlight the required product and click Change.

a. SOH: This is the total stock on hand in Minfos, this includes stock in the robot and outside of the robot e.g. scripts still waiting at the till, any items delivered from the robot but not sold, excess stock.

b. Rob SOH: This is the amount of stock currently in your robot.

Note: The Rob SOH column is only displayed for Created Orders.

c. Qty: This is the amount of stock Minfos has suggested you order. 

The Order Detail window is displayed.

3. Update the Quantity and click Okay.

  • Highlight a product and click Delete to remove it from the order

4. Click Okay to save and close the Order Editing window.

The Order Maintenance window is displayed.

5. Highlight the Robot Stock Order and click Transmit to send the order to the supplier electronically.

The Send Order window is displayed.

6. Check the details and click Okay.

The Order Maintenance window is re-displayed and the order is now in an Issued status.