Depot Orders

Select Depot Orders from the Stock menu to generate a list of products from a particular supplier that will be needed to fulfill your customer orders. The depot order quantities needed can be calculated from customer orders, or from the average of past depot orders with the same pickup day of the week. Product and stock control features can also affect the product quantities calculated, including the reserve stock quantity of each product, previous Depot Orders, and end of day stock counts.

Depot Orders can be sent electronically to some suppliers. If your supplier does not receive EasyVend depot orders electronically, contact the JealTech sales team to see if it can be arranged (provided your main supplier has the technical ability).

Before you can create and send a depot order to a supplier (electronically or by email), you must first set up a configuration for that supplier in General Settings. The order can then be sent to your supplier by selecting Depot Orders in the Stock menu or by clicking the Depot Order button on the Dashboard.

Configuration The Depot Order List Creating and Sending Depot Order Details Screen Pickup Quantities Top

Setting up Depot Order Configuration(s)

If you only ever create and send a single daily order for all products and all customers, you may only ever require a single Depot Order configuration. If, on the other hand, you do multiple pickups or use more than one supplier, you will need to create a separate configuration for each. To set up a configuration:

• Select General Settings from the Settings menu
• Select Depot Order Configuration
• Click Create New
• Enter the details for this configuration:
  • Depot Order Name: A name of up to 20 characters describing what the depot order is for (e.g. Daily order, End of day extra order, Monday order, Tuesday order, Round 1 order, Round 2 order etc.); must be unique
  • Supplier Account Number: This is your account number provided by your supplier so they can identify you
  • Vendor Pin: A number provided to you by your supplier for use when a depot order is sent electronically; some suppliers may not require a Pin, in which case you can leave the field blank
  • Pickup Time: The time you usually require the order to be ready for pickup
  • Add Reserve Qty: Tick this option if you have products with reserve amounts entered; this is the quantity you require to have on hand for each product (e.g. in case of damaged goods or additional sales)
    • When creating a depot order, EasyVend will add your reserve quantity to the quantity that is required based on customer orders
    • The reserve quantity, if any, is set in the Product Details for each product
    • Example: if your reserve is 5 and 98 are required for your Orders to be fulfilled, it will default to 103 as the order quantity
  • Message: When your electronic depot order is transmitted to the supplier, this order message will be attached
  • Supplier: The depot order is limited to this supplier's products only; must be selected from the list
  • Billing Method: If you want to filter the Billing Method, you can select one or more billing methods and only customers with the selected billing method(s) will included when calculating your Depot Order
    • To remove a selected billing method from the configuration, click the x to the right of that method
  • Round: Select the rounds that will be included when generating a depot order using this configuration; you can select one or more rounds; only customers within the selected round(s) will be included when calculating your Depot Order
    • To remove a selected round from the configuration, click the x to the right of that round
  • Stock Location: You can have multiple locations where the stock is stored, for example a Truck or cool room;
    • You should choose General Stock (or the name given to your Base Location) unless you will:
      • Set up separate depot order configurations for each location/truck, and
      • Track the stock held at each of these locations/trucks using advanced stock control 
    • When picked up, the depot order quantity will be added to the quantity for the selected stock control location/truck
    • The list of your Stock Locations/Trucks is set up in General Settings
  • Inactive: Tick the checkbox to make this configuration inactive so it no longer appears in the list of available configurations when sending your Depot Orders
• Click Save Changes

The new configuration can now be seen in the List tab of the Depot Order Configuration screen and is ready to be used to generate and send orders to the supplier.

If you will be emailing your depot orders to a supplier, you can view and update the email template used when emailing a depot order to a supplier:

• Select General Settings from the Settings menu
• Select Email Templates
• Click Edit next to Depot Order Email to open the template editor
• If required:
  • Update the Subject and/or Body of the template
  • Click Save Changes

The Depot Order List

When you select Depot Orders from the Stock menu, a list of previously created Depot Orders is displayed. In this list, you can:

• Search for depot orders
  • Enter a range of order dates and/or an order status 
    • Status may be:
      • Saved: The order has been generated and saved, but not yet sent to the supplier or picked up
      • Ordered: The order has been sent to the supplier, but not yet picked up
      • Pickup: The order has been picked up from the supplier
      • Cancelled: An order was generated, but cancelled before being sent to the supplier
  • Click Search to display depot orders that match your criteria
• Create New: Create a new Depot Order
• Pickup Reconciliation: Print a report listing the products, quantities and cost for selected depot order(s)
  • The print window opens with a list of depot orders with a status of Ordered or Pickup
  • Select the order(s) to be printed
  • Click Print to generate a PDF file that can be viewed and printed
    
    
• Click on a Saved order in this list to view details, update the order quantity if required, preview the order, and send the order
• Click on an Ordered or Pickup order to view it, and, if the depot order was sent electronically and is less than 30 days old, download the file sent to the supplier
  
  
• Use the navigation controls at the bottom of the list to set the number of items displayed per page, and to move between pages.
• For most columns, you can click on a column heading to sort the depot orders by that column
• Click the heading again to sort in reverse order

Creating, Previewing and Sending a Depot Order

Note: When entering quantities, you can use the up and down arrows to quickly move between products.

To create a new depot order:

• Select Depot Orders from the Stock menu or click the Depot Order button on the Dashboard
  • The list of previously created depot orders is displayed
• Click Create New
• In the New Depot Order tab, enter details of the deliveries to be sent to the supplier:
  • Depot Config: Choose the appropriate configuration for this depot order from the drop-down list
    • Details of the selected configuration are displayed
    • Last Order: The date a depot order was last sent is displayed to help prevent sending the same data a second time
  • Pickup Date: The date the depot order will be picked up; initially set to the day after your Working Date
    • For Stock Control, the Pickup Date is the date the order comes into stock
  • Pickup Time: The time the depot order will be picked up; initially set to the pickup time in the selected configuration
  • Orders From: The date the depot order is calculated from or on
  • Orders To: The last date to include when calculating the depot order
    • If depot orders are done daily for the following day, this will be the same as Orders From
    • If you do not pick up from the depot every day, select the date up to which you want the depot order to be calculated; all customer orders and other depot orders (if any) in this date range will be included when calculating quantities.
  • Message: The default message for the selected configuration (if any) is displayed here; it can be updated for this specific depot order if required
  • Invoice Number: The Invoice Number from your supplier for this depot order
• Click Generate to create an order based on customer orders in the select Orders From and Orders To date range, or
• Click By Average to create an order based on average depot orders on the same pickup day in prior weeks
  • If By Average is used, a window is displayed allowing you to set the parameters for calculating the average depot order:
    • During Weeks: The number of weeks over which to average the depot orders on the same pickup day
    • Prior To: Use the weeks prior to this date to calculate the average
    • Add a Margin (%): Enter a percentage to increase the calculated average by that percentage
    • Skip: Select a date to be skipped if necessary (e.g. if there was a public holiday and there was no depot order pickup on that day)
  • Click Submit to generate the depot order

A list of products will be generated, showing the calculated order quantities and allowing you to adjust your actual order as required: 

• On Hand: The stock control quantity on hand
  • If you have never used stock control, the On Hand quantity will be 0
  • If you do use stock control:
    • Stock Location:
      • If the Stock Location for this configuration is General Stock (or the name given to your Base Location), the stock on-hand quantity is the total on hand for all locations
      • If you choose a Stock Location/Truck other than your base location, the stock on-hand quantity is the on-hand quantity for that Stock Location/Truck
        • Individual Stock Locations/Trucks are used in conjunction with Advanced Stock Control
    • Calculating On Hand:
      • If Stock Control has been rolled over to the Depot Order Pickup Date, On Hand will be the stock control balance on that date
      • If Stock Control has not yet been rolled over to the Depot Order Pickup Date, On Hand will be calculated from the previous stock control date:
        [Earlier Stock Control Balance] + [Customer Orders Since] - [Depot Orders Since]
  • See Simple Stock Control and Advanced Stock Control for more information on using stock control in EasyVend
• Total Deliveries: The deliveries required (calculated either from customer orders, or from average deliveries)
• Others: Other depot orders previously placed for the period, if any
• Reserve: If Add Reserve Qty has been ticked for this configuration, the reserve quantity (if any) for this product
• Balance: The quantity needed to fulfill customer orders; calculated as [Total Deliveries] - [On Hand] – [Other Orders] + [Reserve]
• Order: Your actual order quantity
  • Initially set to the Balance quantity unless:
    • The product has Whole Crates Only ticked, in which case the order quantity will be rounded up to the next whole crate
    • Balance is negative, meaning you already have enough stock to fulfill customer orders, in which case the order quantity will be zero
  • Edit your order quantities as required
    • If you enter a quantity which is not whole crates and the product has Whole Crates Only ticked, the order quantity will be automatically rounded up to the next whole crate (e.g. if the product has Units per Crate of 9 and Whole Crates Only ticked, if you type in an order quantity of 46, EasyVend will automatically change this to 54 - 6 whole crates)
  • If you want to enter all quantities manually, click the To Zero button to zero the quantity for all products
    • To Zero changes to To Balance so you can return all Order quantities to the calculated quantities in the Balance column if required
  • If you are creating/editing a Depot Order for a System Supplier, any Products that the Supplier has marked as Inactive will have their Order quantities zeroed out and unable to be modified. If you think there is a mistake, please contact the Supplier.
• Crates: The number of whole crates being ordered
  • If you order only whole crates from the depot, you can enter the number of Crates you require, instead of entering an Order quantity
    • If you type a quantity in the Crates field:
      • The Order quantity will be calculated based on the Units per crate quantity for that product
    • If you type a quantity in the Order field:
      • The number of Crates will be calculated based on the Units per crate quantity for that product 
• Loose: The number Loose items being ordered
  • Calculated based on the quantity in the Order column and the Units per crate quantity for the product
  • If the product has Whole Crates Only ticked, the order quantity is automatically rounded to the next whole crate and Loose will be 0

When you are happy with your depot order:

• Save: Click to save the order without sending it or marking it as Ordered yet
  • You can click on a Saved order in the Depot Order list to update quantities before sending it
• Once saved, you can:
  • Preview Order: View the order in the Print Preview window
    • To include the cost of each product and the total cost of the order in the report (including GST and CDS where applicable):
      • Select General Settings from the Settings menu
      • Go to the Depot Order section of Report Settings and tick Show Order Cost at Depot Order Report
      • When you next generate a Depot Order Report using Preview Order, the cost of the order will be included
    • From the Print Preview window you can print the depot order, download it as a DOC, CSV or PDF file, or email the order to the supplier
    • See Printing in EasyVend for more information on using Print Preview
  • Save & Send / Mark as Sent / Email: The options available depend on whether the supplier accepts electronic depot orders
    • If the supplier accepts electronic depot orders: 
      • Save & Send: Click to create the order file and and transmit it to the supplier; the order status is changed to Ordered
      • You can also use the Email option to email the Saved order to your supplier, but the depot order will NOT be marked as Ordered until you click Save & Send
    • If the supplier does NOT accept electronic depot orders:
      • Email: Click to email the Saved order to your supplier as a pdf attachment and change the depot order status to Ordered
      • You can also click Mark as Sent to change the order status to Ordered without emailing it (for example, if you phone in your depot order)

The Depot Order Details Screen

The Depot Order Details tab is displayed when you first generate a new depot order, and when you select a depot order from the list.

• You can use the Previous and Next buttons at the top of the screen to move through orders.
• If the depot order has been sent electronically to the supplier and it is less than 30 days old, the Order File field in the Order Setup section will have a link to the file. Click on this link to download the file to your computer.
  • You may need to do this if, for example, there has been a problem processing the file and your supplier requests you email it to them.

The other options available depend on the current status of the depot order:

• Saved
  • Order quantity for each product can be updated
  • Pickup date and time can be updated
  • Preview Order: Open the Print Preview window to display a depot order report listing Supplier Code, Product Code, Description, and Order Quantity
    
    • From the Print Preview window, you can print the depot order report, send an email with the report automatically attached, or download it as a DOC, CSV or PDF file
    • See Printing in EasyVend for more details on using the Print Preview window
  • Email: Email the depot order to the supplier and, if the supplier does NOT accept electronic depot orders,  mark it as Ordered
    • The Send Email window will be displayed, with the email address automatically populated if it has been entered in Suppliers
      • If required, update the email address, subject and message
      • The depot order will be attached to the email automatically as a pdf file
      • If you wish attach additional files, click Choose Files to select them from your computer
      • Click Send
    • The default wording of the email can be changed by updating the Depot Order Email template in the Email Templates section of General Settings
  • Save: Save the order quantities, but don't sent to the supplier
  • Save & Send: Visible for standard supplier who accept electronic orders
    • Save the order quantities and send the depot order to the supplier
  • Mark as Sent: Visible for suppliers who do not accept electronic orders
    • Save the order quantities and mark the depot order as sent to the supplier
  • Cancel: Cancel the depot order entirely
    • Click Yes to confirm you really do want to cancel
• Ordered
  • Actual Pickup quantity can be entered for each product
    • The pickup quantities default to the ordered quantity, so you only need to change the Pick Up column if you didn't receive your order quantity 
    • Products with no order or pickup quantity are listed underneath the ordered products, so you can add a pickup quantity for a product that wasn't ordered (eg if a product substitution had to be made)
  • Pickup date and time can be updated
  • Preview Order: Open the Print Preview window to display a depot order report listing Supplier Code, Product Code, Description, Order Quantity and, optionally, the cost
    
    • To include the cost of each product and the total cost of the order (including GST and CDS where applicable):
      • Select General Settings from the Settings menu
      • Select Report Settings from the menu on the left
      • In the Depot Order section of the report settings, tick Show Order Cost at Depot Order Report
      • When you next generate a Depot Order Report using Preview Order, the cost of the order will be included
    • From the Print Preview window, you can print the depot order report, send an email with the report automatically attached, or download it as a DOC, CSV or PDF file
    • See Printing in EasyVend for more details on using the Print Preview window
  • Pickup Reconciliation: Print the Pickup Reconciliation Report for the current Depot Order
    • This report lists the products, order quantities, pickup quantities and cost for each product
  • Email: Email a copy of the depot order to the supplier as a pdf attachment
    • If you wish attach additional files, click Choose Files in the Send Email window to select them from your computer
  • Save: Save changes you have made to pickup quantities, but don't yet mark the order as picked up
    • Useful if you are part-way through entering pickups and have to stop; save what you have done so far so you can resume from that point
  • Pickup: Click Pickup once you have updated any pickup quantities that were different from the ordered quantities; it will mark the depot order as picked up; the status will change to Pickup
    • Note: If you accidentally click Pickup before entering all your actual pickup quantities, you will be able to click Amend to revert the depot order status to Ordered
  • Cancel: Cancel the depot order entirely
    • Click Yes to confirm you really do want to cancel the whole depot order
• Pickup
  • Pickup Reconciliation: Print the Pickup Reconciliation Report for the current Depot Order
    • This report lists the products, order quantities, pickup quantities and cost for each product
  • Email: Email a copy of the depot order to the supplier as a pdf attachment
    • If you wish attach additional files, click Choose Files in the Send Email window to select them from your computer
  • Amend: Revert the depot order status to Ordered
    • Click Amend if you need to:
      • Make a correction to any of the pickup quantities, as you can only edit the Pick Up column when the status is Ordered
        • Products with no order or pickup quantity are listed underneath the ordered/picked-up products, so you can add a pickup quantity for a product that wasn't ordered (eg if a product substitution had to be made)
      • Update the pickup date and/or time
    • You must click the Pickup button again to change the order status back to Pickup (even if you don't make changes to the quantities)
• Cancelled
  • Once a depot order is cancelled, it can no longer be changed

Entering Pickup Quantities

When you Save & Send a depot Order and its status changes to Ordered, the Pick Up column is displayed for each product from the supplier. 

• For each product:
  • The Pick Up quantity is initially the same as the Order quantity
  • If the quantity actually picked up varies from the quantity you ordered, enter the actual pickup quantity
• Products with an order or pickup quantity are listed first, with all other products from the depot order supplier listed underneath. This allows you to add a pickup quantity for a product that wasn't ordered.
  • This is useful when a substitution has to be made
  • Only products from the supplier you ordered from are shown
• Click To Zero at the top of the column to zero the pickup quantities for all products
  • To Zero changes to To Order so you can return all Pick Up quantities to the quantities in the Order column if required
    
• Click Save to save the pickup quantities you have entered, but without yet changing the order status to Pickup
  • For example, if are interrupted part way through entering the pickups, you can save your progress
• Click Pickup when you have checked that all pickup quantities are now correct
  • The pickup quantities will be saved and the depot order status will change to Pickup
  • Note: 
    • If you change the status to Pickup and then discover a mistake in the pickup quantities, click Amend to change the order status back to Ordered; this will allow you to edit the Pick Up column again
    • You must click the Pickup button again to change the order status back to Pickup (even if you don't make changes to the quantities)