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

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

Open Order Management 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

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

Open Order Management Utilizes Requested Ship Date and Release Date to help determine when to release an open order Each order must have a Requested Ship Date If not keyed by user, will be calculated by the software 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

Open Order Management 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

Open Order Management 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

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

Open Order Management This enhancement also provides an automated method for releasing DMAS open backorders 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

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

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

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

Entry - Open Orders 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 tomorrow’s date, depending on end of day cut-off time in tailoring options

Entry - Open Orders 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

Entry - Open Orders 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

The customer’s requested ship date should be keyed Entry - Open Orders The requested ship date may be entered on the open order header screen The customer’s requested ship date should be keyed

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

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

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

Entry - Sales Orders 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

Entry - Sales Orders 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

The customer’s requested ship date should be keyed Entry - Sales Orders The requested ship date may be entered on the sales order header screen The customer’s requested ship date should be keyed

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

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

Entry - EDI / Offline Orders 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

Entry - EDI / Offline Orders 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 tomorrow’s date, depending on end of day cut-off time in tailoring options

Entry - EDI / Offline Orders 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

Entry - EDI / Offline Orders 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

Entry - EDI / Offline Orders 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

Releasing Open Orders Open orders should normally be released once per day (more often if desired) 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

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

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

You may be even more selective by using some of the additional fields 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

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

The release list may be displayed or printed 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

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

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

Orders are selected based on the first group of parameters 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

Releasing Open Backorders Preparing open backorders for release may be run on demand Prepares orders for release if they contain a certain item 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

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

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

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 Additional selections are available by using F14=Subset The user may select which backorders are to be released

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

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

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

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

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

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

Pending Item Demand Inquiry This inquiry available from Within QSEARCH (See pending demand = “Y”) Menu option (menu IOOO0000, option 8) Command line (command DSPOOIDMD) Helps you understand future timing of open order and open backorder demand Use it to help hold down inventory levels when you don’t need it

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

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

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

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

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

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

Enter a “Y” to view pending demand for this item 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 The difference between Pending Demand less On B/O represents demand from open orders End of topic

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

Shipping Performance Report 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

Shipping Performance Report The following is an example of the summary Shipping Performance Report   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 13,018 14 100.0% 13,018 100.0% .0% .0% Invoiced credit memos .: 1- 322- 1- .0% 322- .0% .0% .0% Shipped Totals: 13 12,696 13 100.0% 12,696 100.0% .0% .0% Current sales orders ..: 93 554,591 75 80.6% 519,901 93.7% 18 19.4% 34,690 6.3% 2 - on credit hold ..: 7 6,324 7 100.0% 6,324 100.0% .0% .0% - on other holds ..: 13 51,817 7 53.8% 8,723 16.8% 6 46.2% 43,094 83.2% 3 Current Credit memos ..: 9- 11,208- 9- .0% 11,208- .0% .0% .0% Current Open orders ...: 63 159,598 17 27.0% 48,275 30.2% 46 73.0% 111,323 69.8% 12 Current Back orders ...: 5 17,831 3 60.0% 6,611 37.1% 2 40.0% 11,220 62.9% 2 In process totals: 172 778,953 100 58.1% 578,626 74.3% 72 41.9% 200,327 25.7% 8 Performance is summarized by type of order showing totals for each order type, then what is considered “on-time” and “late” HINT: You may want to print this page to view the details more clearly. End of topic

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

Nothing Shipped Orders When pick tickets are printed, each order is checked 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

Nothing Shipped Orders 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 Five tailoring options control the “nothing shipped” function End of topic

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

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

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

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

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 The defaults from tailoring are displayed End of topic

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

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

Thank you for your interest End of Presentation Thank you for your interest For more information about the Open Order Management Enhancement for AS/400 DMAS, call I/O International, Inc. at (914) 232-2233 Suite 2002 Pinewood Business Center Somers, New York 10589 Return to OO Mgt Summary