Sending your Order

- Manage & Send Orders

To access the Orders module open RX 365

• Select the orders module

On the left-hand side of the page that opens we can see the selection tabs for orders.

Once the manage orders Tab is selected, we can see Items that have been dispensed populating on the order list to the supplier

To select a different supplier, select the X next to the chosen supplier and enter in the desired Supplier.

• To Hold an item ie. not send it to the supplier, select the square radio button located on the left-hand side of the item and then select Hold located above the order.
• Items in Blue are items on hold.

• To take the items Off Hold, again select the square radio button next to the item(s) and select the Button Unhold.

• To select all the products at once, select the Qty button located on the top left-hand side of the order.
• To deselect all items, untick the Qty button

• To change the quantity of the item that is to be ordered select the Qty field next to the item and enter in the desired amount.
• The Arrow keys on the keyboard can be used to quickly navigate up/down the items to enter in the quantities.

• To delete an item(s) for the order, select the square radio button next to the item and then select the Bin icon to select it.

Alternatively, change the Quantity to order to Zero.

Adding an item to the order can be done in two ways

1. Scanning in the product
2. Manually entering the product in the Add product to this order

To send the order select the transmit order button.

- Manage Orders Tab

In this tab, once a supplier has been selected, different options and functions are available depending on the type of supplier selected.

If we select a Re-Order level supplier,

• It displays all the products that have been placed on order since the last order was sent. In other words, all products where the stock quantity has reduced down to the Reorder Level are shown to be on order.

If we select a Sales Replacement supplier,

• We can view all products that have been sold since the last order was sent. Products where the quantity on order is less than the quantity in stock are put on "hold". Such products are marked in blue. Products where the quantity placed on order has become greater than the quantity in stock are no longer on hold and will be ordered when the next order is sent.

If we select a Replenishment supplier,

• This screen operates differently, as detailed below

From this screen we can also create Ad-Hoc orders

- Create an order for all non Replenishment Suppliers

• Select the Manage Orders tab in the orders module
• Select the supplier you wish to order from the Supplier(s) drop down list
• As explained in the introduction, Rx 365 will have automatically generated an order using the sales information, for each supplier. As displayed below, this order will load once the supplier has been selected

• In this screen we can also add any products manually to the order by searching for them in the search box highlighted in the screen displayed above. Once the product has been selected the screen displayed below will appear. You can now enter the relevant information and click Add to Order to add the product to the order

• You can place products on hold by selecting the box beside them and clicking the button. This product will appear (in blue) the next time you load an order from this supplier
• You can also click which will save any changes you may have made to the order, allowing you to return to it at another time before sending the order.
• Note that for all broadband purchase orders, in the barcode field, the IPU code is displayed, if an IPU code is attached to the product. Otherwise the highest barcode is displayed. However, for a non-broadband (Postal or Email) purchase order, the Supplier Reference Field will be displayed if a supplier reference has been added to the product. Otherwise the highest barcode is displayed.
• To move a product to another order click , which will allow you to select a new supplier for the product
• Once you are satisfied with your order click the Create Order/Transmit Order button. (For broadband suppliers the transmit order button will be displayed. For non- broadband suppliers the create order button will be displayed)

- Create an order for Replenishment Suppliers

As explained in detail in the introduction, Replenishment Suppliers supply stores on a set periodic basis and therefore ordering products from them works slightly differently

• Select the Manage Orders tab in the orders module
• Once the Replenishment Supplier has been selected the screen displayed below will appear. This screen is similar to that for non replenishment Suppliers except for thr fact that there is now a button
• By clicking this button the system will then generate a purchase order from this supplier

• The remainder of this screens functions work in the exact same manner as those explained in How to Create an order for all non Replenishment Suppliers
• Once you are satisfied will the order click Transmit Order/Create Order

Important to note

In the configuration module, under supplier, we can configure any supplier, when being used in a multi store organisation, to request approval from Head Office before sending the order to the wholesaler in question.

• To do this tick the box highlighted below in the Supplier Maintenance screen.

• When this is set to "on" for a particular supplier, the branches are not allowed to send the order without Head Office approval.
• With all orders except "Ad Hoc" orders, the orders must be approved at Head Office before sending.
• When you click Transmit order/Create order under a supplier which has been configured to request approval the notification displayed below will appear.

You can view these ordered items that have been sent to Head Office for approval from the Manage Orders screen also.

• When you select a supplier, if there are items awaiting approval for this supplier, a message will be displayed and you can view the items on this screen:

Create an Ad Hoc Order

Ad Hoc orders are orders that can be sent on an ad hoc basis to suppliers as an additional order to any orders that may be "pending" for sending to that particular supplier.

So what happens is that you may have a number of products on "pending" for a particular supplier.

You may wish to send an urgent order to that supplier prior to sending the order that is pending.

This is the reasoning behind "Ad Hoc" orders.

One other use of "Ad Hoc" orders is where an order that has not been set up on the Rx 365 system lands on the shop floor.

In order to keep the stock quantities correct and to keep a record of all purchase orders, it is a useful tool to be able to set up an "Ad Hoc" order on the spot.

Note that Ad Hoc orders will never be sent to Head Office for approval

• In the Orders module select the Manage Orders tab
• In the screen that appears click the button
• The screen displayed below will then appear, allowing you to select a supplier and add products to the order

• You can tick the "Do not transmit this order automatically" box to ensure that the order is not transmitted if it is a broadband or email order. This is used when orders have already arrived and just need to be checked in and recorded.
• Enter the quantity of the product you wish to order
• Any bonuses and discounts, if not already added, should be inserted to the order at this point.

If you wish to have accurate average costs for products recorded on the system this is essential.

• The 'Book into Stock' button will then book the order straight into stock and will not transmit the order
• The 'Create Order' button will create the order and send it to the "Waiting to be Checked In" screen.

- Suppliers Tab

This tab displays a list of all suppliers and the quantity of all products that are at a certain status e.g. to send, to check in, exceptions and to return

It is a good way to identify any rogue suppliers or any products on any supplier that they shouldn't be assigned to

In this screen we can also add products to any order

- Manually Add Products to an Order

Note: Products can also be easily added to an order in the Manage Orders tab but this screen has the added advantage of allowing you to check if the product is already ordered or on order

• Search the product you wish to add from this screen using the search box highlighted in the screen displayed below. By doing this we can find out whether products are on a pending list for a certain supplier or whether they have been ordered at all.

• If we search for a product that is on a pending list for a certain supplier, a notification similar to that displayed below will appear

You now have two options

1. Click Cancel once you have learnt that the product is already part of an existing order and there is no need to order it
2. Click Add Anyway which will bring you to the 'Add Item to Order' screen displayed below, allowing you to add this product to the pending list for your chosen supplier. Note that the system will automatically select the default supplier; however you can change this if you wish.

• If the product is not part of a pre existing order you will automatically be brought to the screen displayed above, allowing you to add this product to the order. Once all the correct information has been entered click Add to Order.
• Please note that if there is an existing pending order for your chosen supplier then the product is added to that pending order. On the other hand, if there is no pending order for the chosen supplier then a new pending order is created for that product
• To view any order from the supplier screen click View Order beside the name of the supplier
• The screen displayed below will appear allowing you to add products to the order, delete products, put products on hold etc.