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Open Order Management (OOMGT) An Enhancement For iSeries 400 DMAS from Copyright I/O International, 2003, 2007 Skip Intro.

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Presentation on theme: "Open Order Management (OOMGT) An Enhancement For iSeries 400 DMAS from Copyright I/O International, 2003, 2007 Skip Intro."— Presentation transcript:

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2 Open Order Management (OOMGT) An Enhancement For iSeries 400 DMAS from Copyright I/O International, 2003, 2007 Skip Intro

3 2 Open Order Management 4 For distributors who experience a large number of future orders (weeks or months in advance of anticipated shipment) 4 Allows user to record future orders as DMAS open orders (therefore, does not allocate inventory at entry time) 4 However, methods are provided for viewing pending demand 4 QSEARCH includes a column for Pending Demand by warehouse

4 3 Open Order Management 4 New Open Order Item Demand Inquiry provides method of viewing pending demand –At item level –Displays up to 3 warehouses at a time –Pending demand summarized by time frame –Time frame may be monthly, weekly, or number of days keyed by the user

5 4 Open Order Management 4 You can now see by warehouse –Whats in stock –Whats allocated to sales orders –Whats on back order for customers –Whats pending in open orders (can break down by any time frame) –Whats on order from vendor –Whats on back order from vendor 4 Performance report available to help measure how well shipments have met the users requested ship dates

6 5 Open Order Management 4 Utilizes Requested Ship Date and Release Date to help determine when to release an open order 4 Each order must have a Requested Ship Date –If not keyed by user, will be calculated by the software 4 User defines –SOP (Standard Order Processing) days – Average days to process a sales order from pick list print to shipping –AOP (Additional Order Processing) days – Additional days required to process open orders starting at release time

7 6 Open Order Management 4 Based on SOP and AOP, software will determine –At order entry, if off-line orders should be open order or sales order –When open order should be released for picking and shipping if release date was left blank –When orders entered interactively, entry clerk controls whether order is open order or sales order –If calculated dates are inconsistent with order type being entered, entry clerk is warned

8 7 Open Order Management 4 SOP/AOP calculations –Requested ship date less SOP days less AOP days results in open order release date –If requested ship date less SOP days less AOP days results in a date that is equal to or older than current date, order should be entered as sales order –If requested ship date less SOP days less AOP days results in a date that is larger than current date, order should be entered as an open order

9 8 Open Order Management 4 A function is provided that automatically changes order steps for those open orders ready to be released. 4 Use DMAS Automated Release function to then release desired open orders to sales order processing

10 9 Open Order Management 4 This enhancement also provides an automated method for releasing DMAS open backorders 4 This enhancement also looks for sales orders for which nothing can be immediately shipped –Identifies nothing shipped orders –Provides a function to generate the backorder without generating a zero invoice OO Mgt Summary

11 10 Open Order Mgt Summary EDI / Offline Orders Open Orders Order Entry (click button to view detail) Open Backorders Releasing Open Orders QSEARCH Other Features Pending Item Demand Inquiry Customer Specific Data Maintenance Tailoring Options Shipping Performance Report Sales Orders Nothing Shipped Orders Back to Title Page Tailoring Options

12 11 Entry - Open Orders 4 Entry clerk decides to enter an open order as opposed to sales order (normally based on customers requested ship date) 4 Enters open order and keys requested ship date 4 Release date will be calculated –May enter release date if it is unusual

13 12 Entry - Open Orders 4 Both requested ship date and release date provided –If keyed, both dates accepted even if dates do not satisfy SOP/AOP calculation results

14 13 Entry - Open Orders 4 Both requested ship date and release date left blank –Warning issued to entry clerk –Requested ship date is calculated by adding SOP days and AOP days to present date –Present date may be current system date or tomorrows date, depending on end of day cut- off time in tailoring options

15 14 Entry - Open Orders 4 Requested ship date left blank, release date provided –If release date is a date in the future, requested ship date is calculated by adding SOP days to the provided release date –If release date is prior to present date and resulting requested ship date is prior to present date, warning issued to entry clerk

16 15 Entry - Open Orders 4 Release date left blank, requested ship date provided –Release date will be dynamically calculated from requested ship date using SOP and AOP days –Release date will be left blank

17 16 Entry - Open Orders The requested ship date may be entered on the open order header screen The customers requested ship date should be keyed

18 17 Entry - Open Orders The release date appears on the Additional Data screen The release date may be keyed here if desired

19 18 Entry - Open Orders The release date field appears again on the End Order screen If the release date was not keyed earlier, it may be keyed here or changed here End of topic

20 19 Entry - Sales Orders 4 Entry clerk decides to enter a sales order as opposed to open order (normally based on customers requested ship date) 4 Release dates may not be entered for sales orders

21 20 Entry - Sales Orders 4 Requested ship date provided –Sales order is accepted –If present date plus SOP days is greater than requested ship date, a warning is issued to entry clerk

22 21 Entry - Sales Orders 4 Requested ship date left blank –Requested ship date is calculated to be equal to present date plus SOP days –A warning is issued to the entry clerk

23 22 Entry - Sales Orders The requested ship date may be entered on the sales order header screen The customers requested ship date should be keyed

24 23 Entry - Sales Orders The requested ship date field appears again on the End Order screen If the requested ship date was not keyed earlier, it may be keyed here or changed here End of topic

25 24 Entry - EDI / Offline Orders 4 Offline orders may be –Received as EDI orders –From web order entry –DMAS off-line entry

26 25 Entry - EDI / Offline Orders 4 Both requested ship date and release date provided –If keyed, both dates accepted even if dates do not satisfy SOP/AOP calculation results –If requested ship date less SOP days results in date that is equal to or older than present date, order is recorded as a sales order –Otherwise, order is recorded as an open order

27 26 Entry - EDI / Offline Orders 4 Both requested ship date and release date left blank –Recorded as a sales order –Requested ship date is calculated by adding SOP days and AOP days to present date –Present date may be current system date or tomorrows date, depending on end of day cut- off time in tailoring options

28 27 Entry - EDI / Offline Orders 4 Requested ship date left blank, release date provided –If release date is a date in the future, requested ship date is calculated by adding SOP days to the provided release date –If release date is a date in the future and release date less AOP days results in yet another future date Order is stored as an open order Otherwise stored as a sales order

29 28 Entry - EDI / Offline Orders 4 Release date left blank, requested ship date provided –Release date will be dynamically calculated from requested ship date using SOP and AOP days –If calculated release date is a future date Order is stored as an open order Otherwise stored as a sales order

30 29 Entry - EDI / Offline Orders 4 Once offline orders are posted to the DMAS orders file, they and their respective dates may be maintained interactively like any other open order or sales order End of topic

31 30 Releasing Open Orders 4 Open orders should normally be released once per day (more often if desired) 4 Releasing open orders involves –Select open orders to be released –Print or display the list of selected open orders to be released –Set the order steps of all selected open orders to the order step used by the automated release function –Execute the DMAS automated order release function

32 31 Releasing Open Orders Select open orders to be released 4 An entry is made to a work file for each selected open order 4 Open order selection may be done –Manually –Automatically during DMAS end of day

33 32 Releasing Open Orders Automated selection of open orders for release 4 The automated release function runs as part of DMAS end of day 4 No prompting occurs – all options are taken from the tailoring record

34 33 Releasing Open Orders If manually selecting open orders for release, the following window is displayed Either key in the order step the selected open orders should be set at or accept the default from tailoring Also, either key in the order step of the orders to find or accept the default from tailoring You may be even more selective by using some of the additional fields

35 34 Releasing Open Orders Print or display list of selected open orders to be released 4 Verify that the selected orders are the correct orders to be released 4 Work file may optionally be cleared so selection can be repeated 4 This step is optional

36 35 Releasing Open Orders The Print Open Order Release List option screen The release list may be displayed or printed The user may clear the work file and start the release preparation process over again

37 36 Releasing Open Orders Set order steps of selected open orders 4 A batch program that must be run before the release function 4 This function must be run only if your end of day function DOES NOT also set the order step 4 This job sets the order step for all selected orders to the order step that the release function will be looking for

38 37 Releasing Open Orders Execute DMAS automated order release 4 Release orders by using the release function within DMAS order entry 4 On the Begin order screen, press F6=Release 4 Then press F17=Auto release

39 38 Releasing Open Orders Run-time options are available when you release orders Orders are selected based on the first group of parameters The second group of parameters determines what the orders are set to as they are released End of topic

40 39 Releasing Open Backorders 4 Preparing open backorders for release may be run on demand 4 Prepares orders for release if they contain a certain item 4 Releasing open backorders involves –Select open backorders to be released –Print or display the list of selected open backorders to be released –Set the order steps of all selected open backorders to the order step used by the automated release function –Execute the DMAS automated order release function

41 40 Releasing Open Backorders Select open backorders to be released 4 An entry is made to a work file for each selected open backorder 4 Open backorder selection is done on demand

42 41 Releasing Open Backorders When selecting open backorders by item for release, the following window is displayed You may list backorders that contain a specific item by keying the item number here You may select only backorders for a specific warehouse You may key the total quantity available for a given item to be released

43 42 Releasing Open Backorders A list of backorders that contain the item number keyed is displayed Orders are selected for release by keying an option of 1 adjacent to the desired orders The total quantity released so far is displayed as orders are selected The user may select which backorders are to be released Additional selections are available by using F14=Subset

44 43 Releasing Open Backorders Pressing F14=Subset causes the following window to display Any number of selections may be made to narrow the list of displayed open backorders

45 44 Releasing Open Backorders Print or display list of selected open backorders to be released 4 Verify that the selected orders are the correct orders to be released 4 Work file may optionally be cleared so selection can be repeated 4 This step is optional

46 45 Releasing Open Backorders The Print Open Order (includes backorders) Release List option screen The release list may be displayed or printed The user may clear the work file and start the release preparation process over again

47 46 Releasing Open Backorders Set order steps of selected open backorders 4 A batch program that must be run before the release function 4 This function must be run only if your end of day function DOES NOT also set the order step 4 This job sets the order step for all selected orders to the order step that the release function will be looking for

48 47 Releasing Open Backorders Execute DMAS automated order release 4 Release orders by using the release function within DMAS order entry 4 On the Begin order screen, press F6=Release 4 Then press F17=Auto release

49 48 Releasing Open Backorders Run-time options are available when you release orders Orders are selected based on the first group of parameters The second group of parameters determines what the orders are set to as they are released End of topic

50 49 Pending Item Demand Inquiry 4 This inquiry available from –Within QSEARCH (See pending demand = Y) –Menu option (menu IOOO0000, option 8) –Command line (command DSPOOIDMD) 4 Helps you understand future timing of open order and open backorder demand 4 Use it to help hold down inventory levels when you dont need it

51 50 Pending Item Demand Inquiry When entering the Pending Item Demand Inquiry function from a menu, the following command prompt screen is displayed Enter the item number of the desired item Up to 3 warehouses may be specified for display

52 51 Pending Item Demand Inquiry The pending item demand inquiry screen helps identify when the pending demand for an item occurs Based on the current date, this screen shows what is available now plus future demand and scheduled purchasing receipts summarized by week Up to 3 warehouses are displayed at a time

53 52 Pending Item Demand Inquiry Open Order Item Demand Examples – Periods each ending on SAT Each period in this example represents a week that ends on Saturday

54 53 Pending Item Demand Inquiry Open Order Item Demand Examples – Period of EOM Each period in this example represents a calendar month

55 54 Pending Item Demand Inquiry Open Order Item Demand Examples – Period of Blank Each line in this example represents a day that has either demand activity or anticipated receipt activity End of topic

56 55 QSEARCH 4 Now includes open order demand information by warehouse 4 Includes entry field (enter a Y) to view Pending Item Demand Inquiry 4 On res data moved down one line 4 Avg weight data moved down one line

57 56 QSEARCH Now supports open order demand Enter a Y to view pending demand for this item Pending Demand quantity includes demand from open orders AND open backorders End of topic The difference between Pending Demand less On B/O represents demand from open orders

58 57 Shipping Performance Report 4 A report to help measure on time shipping based on customer Requested Ship Dates 4 May elect to print details or summary only 4 Designate beginning and ending dates for reporting period 4 Select one or all companies, one or all warehouses

59 58 Shipping Performance Report 4 When printing details –Select invoiced orders that were on time, late, both or none –Select active sales orders that are on time, late, both or none –Select open orders that are on time, late, both or none

60 59 Company - 01 House - *ALL Shipping Performance Report Date: 8/05/00 Report: OO9001 From 07/01/2000 to 07/31/2000 Order Summary Time: 16:24:35 Page: 1 Order On-Time Late Avg. Count Value Count Pct Value Pct Count Pct Value Pct Days Invoiced sales orders.: 14 13, % 13, %.0%.0% Invoiced credit memos.: % %.0%.0% Shipped Totals: 13 12, % 12, %.0%.0% Current sales orders..: , % 519, % % 34, % 2 - on credit hold..: 7 6, % 6, %.0%.0% - on other holds..: 13 51, % 8, % % 43, % 3 Current Credit memos..: 9- 11, % 11,208-.0%.0%.0% Current Open orders...: , % 48, % % 111, % 12 Current Back orders...: 5 17, % 6, % % 11, % 2 In process totals: , % 578, % % 200, % 8 Shipping Performance Report The following is an example of the summary Shipping Performance Report Performance is summarized by type of order showing totals for each order type, then what is considered on-time and late End of topic HINT: You may want to print this page to view the details more clearly.

61 60 Nothing Shipped Orders 4 Sales orders that contain line items, none of which can be shipped immediately 4 Offline and released orders automatically checked –Any nothing shipped orders found are automatically placed into a special order group (defined in tailoring) 4 Interactively entered orders are checked at pick ticket print time

62 61 Nothing Shipped Orders 4 When pick tickets are printed, each order is checked 4 Any order that is a nothing shipped order –The pick ticket printing is skipped –The order is automatically moved to the special nothing shipped order group

63 62 Nothing Shipped Orders 4 Special invoicing function provided for nothing shipped group –Generates pseudo invoices for nothing shipped orders –No invoice printed or sent to A/R –But does generate backorders for each nothing shipped order that is backorderable 4 Five tailoring options control the nothing shipped function End of topic

64 63 Tailoring Options 4 Tailoring options control defaults for the I/O Open Order Management enhancement 4 Once the enhancement has been installed and established, these options are seldom changed

65 64 Tailoring Options Tailoring options control many functions within Open Order Management With tailoring options, the user controls order steps for releasing, SOP days and AOP days, end of day cutoff time and many more functions End of topic

66 65 Customer Specific Data 4 SOP and/or AOP days may be uniquely set for specific customers 4 Setting SOP and/or AOP days for a customer overrides the SOP and AOP days that have been established in tailoring 4 To set SOP and/or AOP days for a customer, initiate I/O Customer Extension File Maintenance

67 66 Customer Specific Data 4 If a record exists for the desired customer, maintain it 4 If no record exists for the desired customer, add one

68 67 Customer Specific Data Unique SOP and AOP days may be set for a customer in the I/O Customer Extension file Enter the SOP and AOP days that you want used for this customer No other fields on this screen are used by the I/O Open Order Management enhancement End of topic The defaults from tailoring are displayed

69 68 Tailoring Options 4 Using the IOTAILOR OOMGT command, the user can tailor the Open Order Management enhancement 4 The tailoring options are used to define how the business day is structured for each DMAS user

70 69 The user defines time frames for his business Several options deal with what to do with an order when nothing can be shipped Tailoring Options Tailoring options control several aspects of open order management The user sets which order steps should be considered End of topic

71 70 End of Presentation For more information about the Open Order Management Enhancement for AS/400 DMAS, call I/O International, Inc. at (914) Thank you for your interest Suite 2002 Pinewood Business Center Somers, New York Return to OO Mgt Summary

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