Suggested Orders

This article will provide and overview of Suggested Orders in EMDECS.

Video Walkthrough

Setting Up Suggested Orders

Note: In order to use the Suggested Orders feature in EMDECS, an initial setup is required.
You will need:
      1. Reorder Method setup for the part #
      2. Default Preferred Vendor setup for the part #
      3. To make sure the part is set as a Stock part and is Active
1. Open up the Parts menu and click on Part Master
2. Search for the Part Number, drill down and click the More Info Button 
3. In the part settings pop-up navigate to the Replenish Settings tab.

 To add a Reorder method click on + Add Replenish Stock.

In the pop-up fill in the Warehouse and Reorder method.

Depending on the Reorder method you choose you will need to fill in additional columns such as Min and Max.

Min:  The minimum on hand stock quantity when using Min/Max reordering.  A re-order is triggered when the on hand quantity is below this number
Max:  This is the maximum stock level that should be kept on hand.  Each time a re-order is generated, the system will re-order up to this maximum quantity
In Multiples of:  Enter a number here if the part is received in multiples.  For example, if the part can only be purchased in pairs of two, enter "2" in this field
Order UOM:  Enter a UOM here if the part is purchased in a unit of measure other than the part Stock UOM
Factor:  The factor indicates the quantity of parts that corresponds with the Order UOM.  For example, if the part is ordered by the gallon, but sold by the quart, enter 4 in the factor field
12 Month Usage:  This field allows you to enter a part usage code
5. Once you've added the Reorder method you need to make sure the Part has a Default Preferred Vendor.
In the top pane of the Part Settings screen click on the Select hyperlink beside Default Preferred Vendor.
7. In the pop-up search for theVendorname and click Search. Then click Select for the appropriate Vendor.


Managing Inventory Replenishment Values (Warehouse Manager)

The Stock Replenishment tab under Administration > Warehouse Manager is where you can manage parts replenishment values at a glance.
    This screen will display the Part #, Part Description, Preferred Vendor, Core On Hand, Min, Max, In Multiples Of, Stock UOM, Ordering UOM, Factor and 12 Month Usage. 
    You are able to edit the columns using the text fields or by clicking on the blue hyperlinks.
    Note: Auto-replenishment is warehouse specific and needs to be configured for each of your inventory warehouses
    You can filter by Warehouse and Search using the search field.
    1. Check the Include Inactive Parts checkbox to include inactive parts to the list 
    2. You can narrow down the list to Show Only Parts With No Replenishment Values by checking the check box
    3. Use the Export button to get a spreadsheet of the data displayed on the screen

    Note: Adding Min/Max values here will automatically select the Reorder Method as Min/Max. To manage the Reorder Method go to
    Parts > Part Master > Select a Part > Replenish Settings

    Creating Suggested Orders

    1. Open the Parts menu and click on Order Parts.
    2. Next, click on the Suggested Orders tab. You can use the Warehouse dropdown list to view the suggested orders for the corresponding warehouse.
    3. Click on the Generate Orders button to create a new list of Suggested Orders. In the pop-up, you can select a Vendor or leave it blank. There are three options that you can choose to generate orders.
    1. Usage: Parts will be re-ordered based on usage in the date range specified (this includes repairs and counter sales). For example, if you issue part ABC five times in the from and to date range, give of them will be ordered to replace the quantity used.
    1. Part Master Ordering Setting: The part will be re-ordered based on minimum and maximum stock level settings defined in the part master settings for each individual part (part replenishment settings can be located by opening the Parts menu > Part Master > click on a Part number > Replenish Settings tab.
    1. Just In-Time: EMDECS uses an algorithm to estimate when the part should be re-ordered so it arrives just in time to be used. This helps reduce on hand stock levels so do not have excess inventory. 
    Note: You can check the Reorder All Warehouses checkbox if you want to created a suggested order list for all Warehouses in EMDECS.
    4. Once you've chosen your reorder method, click on the Generate button.
    5. Once you click Generate, back on the Suggested Orders screen, you will see the list of suggested orders based on the filters you chose. Click on the Vendor name hyperlink to open up the suggested order. 
    6. In this screen, you can change the Order Quantity  and the Unit Cost. If you don't need to add anything else to the PO you can submit the PO by clicking Submit/Print PO.
    You will then get a pop-up of the Purchase Order PDF to print. 
    You can view this PO in the WIP POs tab under the Order Parts screen or you can view/receive the parts in the Outstanding Receving tab under the Receive Parts menu.
    7. If you need to make any modifications to the suggested order click on Edit PO
    8. The Purchase Order screen will pop up so you can make changes to the PO. To add parts to the order, type in the Part # in the search field. Select the Part # from the list, adjust the Quantity and click Add Part
    9. To link any of the parts to a counter sale or a repair order activity  click on the Link button. You can use the radio buttons to view the Repair Orders or counter sales. Click Select when you find the VMRS or counter sale you want to link the part to.
    10. Once you are finished making any adjustments click on Submit/Print PO
    11. A PDF of the purchase order will pop-up. You can print this and submit it to your vendor or you can get the PO emailed directly to the Vendor. 
    Note: To get the PO emailed directly to the Vendor make sure you have the contact information in the vendor profile.
    Navigate to Administration > Vendors > Select Vendor > Contacts tab > Add Contact