It may be necessary for a limited time to prevent certain functions, or users accessing certain areas of a Site during a temporary close.
This article is designed to support the temporary closure of sites, and how to manage the Site during that time.
Prevention of Orders from Site
Sites can be prevented from generating an email or EDI Order message within Global Settings.
Please Note: It will still be possible to place the order on the system and potentially receive the goods, but the message will not feed out to the Supplier
Select the required Site in Enterprise and go to Edit Site
- Scroll to the bottom of the screen and tick the Do NOT send off orders from this site box
Fig.1 – Do NOT Send Off Orders from this Site Setting
Preventing Users from Placing Orders
User Security Templates can be managed to restrict certain Roles from placing orders.
To do so:
- Go to Enterprise > System Administration > Security Admin > Security Templates > select the required Template > Edit > Security Access
Within this page, all User Permission settings for orders and receiving will display.
- Edit the User Permissions as required using the tick boxes
Fig.2 – User Permissions
- Once these changes have been made, go to the General tab
- Select Reapply template to users to apply the changes to all users attached to this specific Security Template
Fig.3 – Reapply Template to Users Setting
Adjusting a Stock Period End Date
If it is required that the length of the Stock Period is changed to either be shortened or extended, the Stock Period will be closed in order to enable the user to adjust the end date.
To adjust the Stock Period date:
- Go to FnB via Site level > Stock Management > Actions > Adjust Stock Period
- Populate the fields as required to reflect the new Stock Period End Date
Fig.4 – Editing Stock Period Definition
Please Note: All Sites within the same Unit must have the same Stock Period length and End Date. It may be necessary to move the particular Site into a different Unit for the temporary close.
- This action can be completed within the Edit Site section in Enterprise
However, this will impact Organisational Level reporting (if reporting by Stock Period), and therefore caution and careful consideration should be applied before amending the Stock Period End Dates if this will not be applied to all Sites.
Closing the Stock Period
Depending on the circumstances, there are a few options to consider when entering the closing stock:
- A zero value can be entered against all lines if the stock has been transferred elsewhere or wasted
- Record a theoretical count to roll Stock Periods forward, where there has been no change in stock holding quantities
Applying a Zero Stock Value Against Products En Masse
To record zero against the majority or all of the stock lines, this can be completed by Category:
- Go to Site Level > Stock Management > Actions > Stock Count
- Select Set stock count to zero per category
Fig.5 – Set Stock Count to Zero Per Category
- Select either an entire Category or use the tick boxes to select specific Sub-Categories
Fig.6 – Setting Individual Sub-Categories
Creating a Theoretical Count
Leaving the Stock Count fields blank in FnB will create a theoretical stock holding on the Products based on the recorded, transactional movement of Stock (e.g. Sales, Deliveries, Transfers, Wastage etc).
This will result in a ‘Perfect’ Stock Result, i.e. no Stock Variances on the Stock Reconciliation report.
To do so:
- Close the Stock Period leaving the count fields blank
A Theoretical Quantity will be calculated.
Fig.7 - Leaving Stock Count Fields Blank
All lines will have Theoretical Quantities applied by the blue icon next to the Product line, see Fig.8
Fig.8 – Theoretical Quantity and Blue Icon
Disabling a Site
If it is necessary to prevent Users from accessing a Site completely, then the Site can be disabled.
To do so:
- Go to Enterprise > select the required Site > Edit Site > Status
Fig.9 – Setting Site to Disabled
When the Site is ready to re-open, or Users require access again, simply toggle the Status back to Active.
Fourth Products and Covid-19
Temporary Site Closure - Video Overview