- Summary and Detail Sections
- Summary Section
- Detail Section
- Description of Fields
- Cross-SKUL Order Builder
- Order Builder Retrieval
- Retrieving Orders beyond Lead Time
- SKUL Summary
- One-Time Discount
- Vendor Constraints
- Submitting Orders
- Adding New Lines
- Dynamic Footer
- Saving Results
Order Builder Screen
Summary and Detail Sections
In addition to a standard Dynamic Header, the OB screen has two main table sections: the Summary section in the upper pane, and the Detail section in the lower pane. The Summary section summarizes one or more ARO records per row, and the the Detail section lists exactly one ARO per row. All the AROs for whichever summary row is highlighted in the Summary section are displayed in the Detail section. Clicking a different Summary row causes the Detail section to update and display the associated individual ARO records.
Summary Section
The columns displayed in the Summary section are defined by using the "OB GRID Summary" pop-up window. To view the selection of available data columns, add or remove columns, or revise their order, right click on any of the columns in the main data table and select "Customize". Note the screen must be clear for the this feature to be available.
Accessing OB GRID Summary
OB GRID Summary Screen
Grouping in the Summary section is controlled by the GROUPING fields in the Dynamic Header. ARO data is summarized first by the field selected as the first GROUPING, then the second GROUPING, etc. If no GROUPING selections are entered, the Summary section groups by Shipping Location and Receiving Location by default. The fields that are used for aggregation are shown with the cells shaded in gray.
Grouping can also be controlled by clicking on the Sigma icon in the top left corer of the summary screen.
GROUPING
GROUPING with Sigma
The aggregation method for each column is displayed in the small field under the column name. The available methods are sum, average, minimum, maximum, and count. The aggregation method for each column can be updated through the OB GRID Summary screen.
Aggregation can also be changed by clicking the drop down arrow to the right of each column name and hovering over the aggregation option.
Order Builder Aggregation options
Order Builder Aggregation drop down
Clicking on a column header causes the rows to re-sort in ascending fashion based on that field. Clicking again causes the rows to re-sort in descending fashion. The sorting method is indicated by a small arrow in the column label area. If no sort is applied, by default the rows are sorted ascending according to the first (left) column. All cells in the Summary section table are read-only. Furthermore, sorting can be removed for each column by clicking the drop down arrow on the right of each column and selecting "Remove Sorting".
Sorting OB Columns
Removing Sorting
Detail Section
The Detail section lists all of the AROs that are included in the highlighted Summary row. The columns displayed in the Detail section are defined by using the "OB GRID Details" pop-up window. To view the selection of available data columns, add or remove columns, or revise their order, right click on any of the columns in the main data table and select "Customize". Note the screen must be clear for the this feature to be available.
Accessing OB GRID Details
OB GRID Details Screen
To sort records in the Detail section hover the mouse over a column and select the drop down menu. Select "Sort Ascending" or "Sort Descending". Sorting can be removed for each column by clicking the drop down arrow on the right of each column and selecting "Remove Sorting".
Users may update selected rows by using the “Set Value for Selected Column” option in the right-click menu. To perform this function, first highlight the desired rows by one of the following methods:
- Highlight one row, hold down the Ctrl key and click to highlight additional rows (could be non-adjacent); or
- Highlight first row, hold down the Shift key, click last row to highlight all the rows in between the selections; or
- Click and drag (or use down arrow key) to highlight multiple adjacent rows.
Once the rows are selected, right-click in the desired update column (anywhere in the highlighted area) and choose “Set Value for Selected Column”. Enter the new value and click OK. Note that the option is disabled (grayed out) for fields that are read-only. Only certain columns can be edited by the User including: "Approval Code", "Adjusted Qty", and "Receiving Date". The right-click option will be named according to the column being edited.
Set Value for Selected Column
Set Adjusted Qty
Description of Fields
Both the Summary and Detail sections have access to the same possible list of data fields. Although fields may be added, modified, or removed in the Alias Creator screen, the default fields are defined below.
Description of fields in the Order Builder Summary Screen
| Field | Description |
| Shipping Location | Location from which inventory will be shipped, based on the supplier or parent location that is interfaced to GAINS. (Note that holding the mouse over this field will display the description of this location |
| Receiving Location | Location where inventory will be received. (Note that holding the mouse over this field will display the description of this location |
| Action Code | Action Code of the item that needs replenishment. Action Codes are assigned to items based on PIPE at the end of Lead Time. All items that have a negative PIPE value at the end of Lead Time will have an Action Code of 1,2, or 3 and thus will appear on the CO screen |
| Calculated Qty | GAINS calculated order quantity. This is the amount of stock GAINS is recommending for replenishment in order to meet demand. The calculated quantity will always be in multiples of the Adjusted ORQ |
|
Adjusted Qty |
Adjusted Order Quantity. This quantity can be edited |
| ARO Value | The dollar value of the selected group of Additional Replenishment Orders that GAINS is recommending to fulfill Demand |
| Preorder Cost | Additional carrying costs incurred due to bringing orders in before they are due. This field will only be greater than zero if the user brings in orders beyond the Lead Time period |
| Record Count | The number of records contained in the selected summary group. The records appear in Details as separate AROs |
| Bundle Code | If this order is contained in a bundle to hit a vendor constraint, the Bundle Code will be listed with a number |
| Avoid Lost Sales |
The potential margin at risk if the selected group of AROs is not placed today |
| Cost | Cost of the selected group of AROs |
Description of fields in the Order Builder Details Screen
| Field | Description |
| Item | Item Code that requires replenishment. (Note that holding the mouse over this field will display the description of this item) |
| Description | Description of the Item |
| Action Code | Action Code of the item that needs replenishment. Action Codes are assigned to items based on PIPE at the end of Lead Time. All items that have a negative PIPE value at the end of Lead Time will have an Action Code of 1,2, or 3 and thus will appear on the CO screen |
| Receiving Location | Location where inventory will be received. (Note that holding the mouse over this field will display the description of this location |
| Shipping Location | Location from which inventory will be shipped, based on the supplier or parent location that is interfaced to GAINS. (Note that holding the mouse over this field will display the description of this location |
| Replen. Category |
Replenishment Category. Categories include: STD: orders that are shipped from a parent to a child location STA: orders that are shipped from parent to child where the total demand at the parent location surpasses the total allocable inventory ISS, ILT, and LTR: the result of the Inventory Sharing process in which inventory is re-distributed from locations with excess to locations in need ISE and ISM: result of the On Hand Lot Management process and attempt to re-distribute inventory that is likely to expire at one location but could be consumed before expiration at another location |
| Calculated Qty | GAINS calculated order quantity. This is the amount of stock GAINS is recommending for replenishment in order to meet demand. The calculated quantity will always be in multiples of the Adjusted ORQ |
| Adjusted Qty | Adjusted Order Quantity. This quantity can be edited |
| Approval Code | Current status of each order suggestion. Orders can be Unreviewed (U), Approved (A), Rejected (R), Pended (P), or Quoted (Q). User can change the status of an order by clicking on this field and using the pull-down menu to select status |
| Cost | Unit cost of the ARO |
| ARO Value | The dollar value of the Additional Replenishment Order that GAINS is recommending to fulfill Demand |
| Avoid Lost Sales | The potential margin at risk if the ARO is not placed today |
| Preorder Cost | Additional carrying costs incurred due to bringing orders in before they are due. This field will only be greater than zero if the user brings in orders beyond the Lead Time period |
| Receiving Date | Date by which inventory should be received in order to prevent a stock-out. This date can be edited |
| Extended Cost | Same as the ARO Value |
| Weight | Weight of the entire ARO |
|
Weeks Supp. |
This represents the number of weeks of demand that can be fulfilled with the placement of the ARO |
| Bundle Code | If this ARO is contained in a bundle to hit a vendor constraint, the Bundle Code will be listed with a number |
Order Builder Retrieval
Items can be retrieved on the OB screen in several different ways. Users may type or select retrieval criteria via the Search Criteria pull-down menu in the same fashion that they do on all other SKUL-level screens.
Search Criteria pull-down
Retrieving Orders beyond Lead Time
Only those items that are understocked or projected to be understocked within lead time are retrieved on the OB screen by default. Those items that don’t require replenishment within lead time are not retrieved unless specifically requested. There are two ways to retrieve orders beyond lead time. The first way is to enter a value next to the drop-down menu in the header that contains two options: “Days Past Lead Time” and “Include the following date.”
“Days Past Lead Time” will retrieve orders for the specified number of weeks beyond each SKUL’s lead time. “Include the following date” will retrieve all order requirements that should be received by the entered date, regardless of lead time.
Accessing Days Past Lead Time and Include the following date
The second way to retrieve orders beyond Lead Time is to use the "Set Target Qty" functionality. The button is enabled after a retrieval has been executed and can be found right above the summary table. This feature allows the user to enter in a target quantity (usually a minimum order requirement) in units, standard cost, weight, or cubage. If there are insufficient order requirements within lead time, GAINS will add orders beyond lead time to meet the target quantity. Orders are added based on a ratio of preorder cost to unit of measure. Preorder cost is the additional carrying cost incurred due to bringing an order in before it is needed. GAINS will retrieve orders so that additional carrying costs are minimized and the target quantity is met. There is a "Basic" tab for "Set Target Qty" which contains a Target Qty option, the choice for Units, the choice for ordering by Carrying Cost or Date, and an option for the Weeks of Supply. The "Advanced" tab adds additional features such as check boxes for "Full ORQ Only", "Standard Only", "Specify Basket", and "Target as Maximum". Additionally, Users can choose "Truck size" and may attach a query. Ticking the “Full ORQ Only” box ensure that GAINS will only recommend quantities in ORQ multiples, even if exceeds the requested quantity.
Accessing Set Target Qty
Set Target Qty Basic Menu
Set Target Qty Advanced
SKUL Summary
The “SKUL Summary” button will summarize all retrieved orders by item/receive location or by item/receive location/ship location. This button can be found above the summary table. This allows the user to place one aggregate order for a SKUL rather than placing multiple AROs for the same item. Clicking on the SKUL Summary button after orders have been retrieved will set the adjusted quantity of the latest order equal to all preceding orders for each distinct SKUL. The approval status of all preceding orders will be set to “Rejected”. This will allow the user to approve the summary order and have all other orders cancelled. The SKUL Summary function also has a few options available
- Shipping Location: This option allows the user to define whether the SKUL Summary operation should group orders from one specific shipping location or multiple.
- Users can manually input a Receiving Date or a Delivery Date for the newly summarized order line. Use the drop down menu to select which date should be updated. Click on the calendar button to manually select a date. There is also the option to set all of the receiving or delivery dates equal to the current planning week plus lead time (to do so, select the SKUL LT checkbox).
- Choose the approval status for the newly summarized ARO lines by using the drop down menu next to Approval Status
After the these options are specified, the ARO Preview provides a results window of the summarized changes. Click Apply to execute the operation.
Accessing SKUL Summary
SKUL Summary Screen
One-Time Discount
The One-Time Discount button can be used to suggest optimal purchase quantities in instances where vendors offer special one-time price discounts if certain volumes are met. After retrieval of the desired data set, click the button to open the pop-up menu. Input a price discount percentage and the expected receive date of the one-time discount purchase order. (The other option, for a future price increase, works in the same manner.)
Accessing One-Time Discount
One-Time Discount Screen
In the results screen, the highlighted week column represents the week through which purchases should be made to optimize the discount. However, if purchasing through a different week is more desirable for any reason, simply click on it to highlight it. After clicking OK, the OB screen will then retrieve the optimal AROs that need to be placed in order to achieve that purchase quantity.
One-Time Discount Results Screen
Vendor Constraints
As an alternative to the “Set Target Qty” feature of Order Builder, planners can meet pre-established vendor constraints using the “Meet Minimum” button. The Meet Minimum function is similar to but more advanced than the “Set Target Quantity” function because it automates the process and more complex vendor constraints can be maintained in the GAINS database.
After retrieving selected data in using the drop-down menus and the “Retrieve” icon, the Meet Minimum and “View Constraints” buttons are enabled only if the highlighted record has an existing vendor constraint. To view the constraint, click the View Constraints button.
The PO Vendor Constraint Details window shows the constraint(s) for the highlighted record. Constraints can be created based on cost dollars, units, cubage, or weight. Additionally, these can be specified as a floor, ceiling, or exact requirements. Multiple constraints are allowed for each vendor.
To meet the specified restraint(s), click the Meet Minimum button. AROs are retrieved (or removed) in a prioritized fashion until the defined target is achieved.
Vendor constraints can be viewed and managed in the PO Constraint screen.
Accessing Meet Minimum and View Constraints
Submitting Orders
The Order Confirmation screen is intended to allow users to perform final updates to a group of AROs that will ultimately go onto a purchase order, transfer order, or work order that is send back to a customer's ERP. Users can review the summarized information, assign a unique tracking number, perform mass updates of approval codes and other ARO-level fields, and enter order header information on this screen. The actions performed on this screen will apply only to the AROs that are currently displayed in the ARO detail section of the OB screen. The Order Confirmation pop-up screen is launched by the Order Submit button in the main toolbar above the summary screen.
Accessing Order Confirmation pop-up
Order Confirmation screen
The following is a description of each section in the Order Confirmation pop-up screen:
Approval Status: This section is used to specify the subset of AROs from the ARO detail section to which the actions taken will apply. For example, selecting only the ‘A: Approved’ check box will restrict any updates to only the list of Approved AROs that are currently displayed in the ARO detail section of the CSOB screen. Multiple options may be selected.
Replenishment Category: This section is also used to specify the subset of AROs from the ARO detail section to which the actions taken will apply. For example, selecting only the ‘STD’ check box will restrict any updates to only the list of Approved AROs that have a replenishment category of ‘STD’ (standard) that are currently displayed in the ARO detail section of the CSOB screen. Multiple options may be selected here as well.
Mass Updates: This section can be used to perform an update to multiple ARO records currently retrieved in the ARO detail section. Note: the update will only apply to AROs that are currently displayed in the ARO detail section and that also meet the criteria specified in the ‘Approval Status’ and ‘Replenishment Category’ sections of this screen.
- The ‘Curr Loc’ option is used to update the receiving location of the AROs to a single specified location code
- The ‘Ship to Need Week’ option is used to update the receive date of the AROs to a single specified date
- The ‘Approval Code’ option is used to update the approval code of the AROs to a single specified value (e.g. ‘A’ for approved)
Submit Options: This section is used to specify how the Tracking Number will be assigned to AROs. The default screen will have
- The ‘Manage AROs w/o Tracking #’ option is used to insure that AROs that already have a tracking number assigned will not be overwritten with a new tracking number. If the user wants to overwrite any pre-existing tracking numbers, they should uncheck this box.
- The ‘Unique Tracking # by Lane’ option is used to assign a distinct tracking number to AROs based on their ‘Lane’ where lane is defined as a distinct combination of shipping location and receiving location. This is applicable when the ARO detail section currently has AROs retrieved that represent a mix of different lanes (i.e. have different ship and or receive locations)
Order Summary: This section provides summary information about the AROs that will be updated by the Order Confirmation screen. Since this screen is intended to trigger the transmission of approved AROs and order header data to an ERP system for the creation of purchase orders, transfer orders, and/or work orders, this summary information in this section represents that order-level totals for attributes like count of order lines, cost, weight, cubage and preorder cost.
Order Documentation: This section includes a definable list of fields that are specific to the customer’s GAINS / ERP integration. In environments where order header-level information is transmitted from GAINS to the ERP system for order creation, this section can allow the information to be entered before being transmitted along with approved AROs back to the ERP system.
Tracking #: This field displays the auto-generated unique tracking number that will be assigned to the AROs in the ARO detail section that meet the criteria specified in the ‘Approval Status’ section and ‘Replenishment Category’ section of the screen.
Submit button: This button will perform all mass-updates specified on the Order Confirmation pop-up screen as well as assign the unique tracking number displayed in the ‘Tracking #’ field. This is typically the action that triggers a transmission of approved AROs and potentially order-level information back to the ERP system for order creation.
Update button: This button performs any mass-updates specified on the Order Confirmation pop-up but does not assign the tracking number (this is the only difference between the Submit and the Update buttons).
Adding New Lines
Users can add orders AROs for SKULs in the OB screen using the ‘Add New Line’ feature. This is applicable when GAINS does not suggest an ARO within the next 2 year horizon for a SKUL that needs to be ordered. An example might include specialty items that are not actively planned in GAINS or a one-time order that needs to be placed. The steps below describe the procedure for using this feature.
After retrieving data in the ARO Detail section of the CSOB screen, right click in the details table and select “Add New Line” from the right click menu. Users may also click the "Add New Line" button above the details screen. This will launch the ‘Add New Job’ pop-up screen.
Add New Line
Add New Job: Single Line
By default, the ‘Add New Job’ pop-up screen will open with the ‘Single Line’ tab displayed which will allow the user to add a single ARO to the OB screen. The user can also add multiple AROs for one or more SKULs by selecting the ‘Multiple Lines’ tab (see details in subsequent steps).
On the Single Line tab, the user may create new AROs by entering 4 required fields; the item number, location, due date and quantity and then clicking the ‘Ok’ button. Note: other Replenishment level aliases can be added to the ‘Add New Job’ pop-up window using the ‘Edit Footer’ button at the top left of the screen.
The ‘Insert Record as BTO’ button is used to create a specific type of ARO. The acronym BTO stands for Buy-to-Order or Build-to-Order. This type of ARO is created typically when the replenishment order is for a SKUL that is not in the GAINS database (e.g. a special order for an item that is not carried in inventory)
After clicking the ‘Ok’ button, the new ARO record will be displayed in the ARO Detail section of the OB screen as long as the ARO created meets the retrieval criteria that is currently applied on the OB screen. If the ARO is not immediately displayed in the ARO detail section, the user may need to do a new retrieval using the appropriate retrieval criteria.
Add New Job: Multiple Lines
On the multiple lines tab the user can paste data directly into the table from a spreadsheet, or enter required fields line-by-line. Note: the Item Number, Location, Due Date, and Qty fields are required but other Replenishment-level aliases can be added to this screen using the ‘Edit Footer’ button at the top left of the screen.
To include Buy to Order records, by select the check box at the top of the window when in the Multiple Lines tab.
After clicking the ‘Ok’ button, the new ARO records will be displayed in the ARO Detail section of the OB screen as long as the AROs created meets the retrieval criteria that is currently applied on the OB screen. If the AROs are not immediately displayed in the ARO detail section, the user may need to do a new retrieval using the appropriate retrieval criteria.
Dynamic Footer
Dynamic Footer
Users can see data such as % growth and lead time for the selected ARO / SKUL and forecast in the dynamic footer of the Order Builder Screen. The Receive SKUL tab shows data at the SKUL level. The Ship SKUL tab is used for transfer recommendations. The SKU tab shows information for an item at all other locations.
Next to this section, the user can see a graph of corresponding the history and forecast. The user can change the footer to include only the data, only the graph, only a different graph, or return to having both by selecting the “Switch Footer” icon in the main toolbar until the desired view is reached
Saving Results
Data from the Order Builder screen can be exported to excel in a comma separated file. To export data, click on the settings icon (the gears) in the toolbar and select "Download Grids as xlsx". The data can be exported by the summary information, specific detail information, or by both. This file can then be pulled up into an Excel spreadsheet.
Saving Results