September 5th & 7th 2023, Release Note: Adaco: Auto-Creation of Outlet Requisitions

Release date: September 5th (EMEA & APAC) and 7th (US) 2023

• Enabled by default? - No
• Set up by customer admin? - No
• Enable via Support ticket? - Yes
• Affects configuration or data? - No

What's Changing?

The existing 'Auto Replenishment' functionality has been expanded to work in areas other than retail. 

Reason for the Change

The previous functionality was limited to categories such as retail or bottled and canned beverages where the items were always sold in whole units. This meant that it could not be used to accurately replenish food and beverage items, which often have fractional quantities.

Customers Affected

All customers who maintain perpetual inventory levels in Adaco and replenish Outlets from other internal Outlets or storerooms.

Release Note Info/Steps

Change 1:

Previously, the option to enable the auto creation of Outlet Requisitions was set at Property level, meaning it would impact all Outlets within the Property where a replenishment Outlet had been specified. This setting has now been moved to the Outlet level so that the functionality can be enabled or disabled for specific Outlets.

Change 2:

Previously, the quantity of each item in the resulting replenishment Requisition was calculated for any item with stock on hand lower than the specified Outlet reorder level as follows:

par level - stock on hand +/- unposted (pending) Requisitions

For example, if the par level is 12 bottles and the current stock on hand is 3.7 bottles and there is an existing Requisition for 3 bottles, the Requisition would be created for 5.3 bottles in order to bring the stock on hand back up to par.

This has been changed so that the calculated Requisition quantity is rounded up to the nearest inventory unit.

This ensures that only whole units are ordered whilst ensuring that at least par level is achieved.

In the above example, 6 bottles would be Requisitioned resulting in stock on hand of 12.7 bottles.

Setup

To enable this feature, please follow these steps:

• Set up a background replenishment job to calculate and create the Outlet Requisitions each day, to run at a time of your choosing
• Request this via a support ticket, specifying the time(s) each day for the job to run

These jobs are typically run at night or early morning after the POS sales have been processed from the previous day, ensuring that the current stock on hand is accurate.

For each Outlet where replenishment Requisitions are to be created:

• Enable the option Outlet > Auto Create Outlet Requisitions
• Use the Replenish From drop-down and select the Outlet from where the replenishment Requisitions will be issued

The selected Outlet is also used to determine where Outlet Requisitions created in the mobile Ordering app will come from. This would typically be a storeroom, dispense bar or central kitchen.

Fig.1 - Configuring an Outlet for Auto  Replenishment

For each Item within each Outlet to be auto-replenished:

• Specify an Outlet Par Stock level - this is the "ideal" stock holding level
• Specify an Outlet Reorder level - this is the level below which a Requisition will be auto-created

For example, if the Par Stock Level is 12 and the Reorder Level is 6, a Requisition will only be created when the stock on hand falls below 6 and the quantity requested will bring the stock on hand back up to par level (or slightly above where the requested quantity has been rounded up).

Fig.2 - Setting Par and Reorder levels for items in Outlet Guides

Additional Resources

The original retail auto replenishment functionality is documented in this previous release note.