The distribution module has been developed to enable larger parts departments to effectively manage and control their stock. It enables the use of vans runs to trade and internal customers. It also gives users detailed reports on sales analysis of each van run and measures how effective parts employees are at correctly picking the right parts.
The reporting suite also gives detailed analysis on peak times for when parts are being ordered allowing more effective management and control of orders.
Set up Required
**Please Note: Before distribution can be activated it is important for the site to clear down and process any outstanding customer orders from the customer order screen.**
Once this has been done, distribution can be turned on. This is done in Parts > Parameters > Department Details > Department Details 2, enable by selecting the box for Distribution.
Parameters
General
In Parts > Distribution > parameters > General the following parameters need to be setup.
Enable Pick Control - This allows pick control to be disabled. With pick control disabled, pick notes are still generated and automatically verified in full.
**Please Note: This should not be disabled without consultation with Pinewood.**
Picking List Lines - This is the number of lines that will form a picking list. If the list of parts exceeds this number, multiple picking lists will be created.
Print Picking List Lines - This is the number of lines that will be printed on a picking list up to a maximum of 25.
Default Unavailable Lost Sale Parts - If this field is selected then any unavailable parts will automatically be classed as a lost sale unless the user tells the system otherwise.
Better buy extract email - This field is no longer used.
Parts COD Email Address - The email address(s) to be used in conjunction with the cash on delivery functionality.
Enquiry Lost Sale Reason - This is the default lost sale reason when a lost sale is recorded from the enquiry screen. The available reasons are held within Parts – Parameters - Department details 3 - Lost sale reasons.
Pick Exception Lost Sale Reason - This is the default lost sale reason when a lost sale is recorded from the pick exception screen. The available reasons are held within Parts > Parameters > Department details 3 > Lost sale reasons.
Order exception lost sale reason -This is the default lost sale reason when a lost sale is recorded from the order exception screen. The available reasons are held within Parts > Parameters > Department details 3 > Lost sale reasons.
Customer Order Lost Sale Reason - This is the default lost sale reason when a lost sale is recorded from the customer order screen. The available reasons are held within Parts > Parameters > Department details 3 > Lost sale reasons.
Internet Lost Sale Reason - This is the default lost sale reason when a lost sale is recorded via internet ordering. The available reasons are held within Parts > Parameters > Department details 3 > Lost sale reasons.
Enq. Available Part Lost Sale Reason Enq and Unavailable Part Lost Sale Reason - These parameters are used to determine if a lost sale and movement history should be recorded at the point of exiting out of the parts invoice screen without processing the enquiry.
When the exit button on the parts invoice screen is selected, the following rules are applied when the enquiry is a new enquiry.
If the enquiry lost sales reason parameters are not set up for the department, no change will take place.
If there are any available parts on the enquiry and the parameters are setup the system will review the lost sales reason to see if the update history parameter is set, if it is, the system will update the lost sale history for the entered quantity, the movement history for one, and update the lost sales report.
If the lost sale reason is not set to update history, the system will only update the lost sales report.
The available reasons are held within Parts > Parameters > Department details 3 > Lost sale reasons.
If there are any unavailable parts on the enquiry and the parameters are setup the system will review the lost sales reason to see if the update history parameter is set, if it is, the system will update the lost sale history for the entered quantity, the movement history for one, and update the lost sales report.
If the lost sale reason is not set to update history, the system will only update the lost sales report.
If any parts have been recorded as an exceptional sale, the system will not update the lost sales history or movement history regardless of the lost sale reason selected, but will still update the lost sales report.
Enable Van Runs - This allows van runs to be disabled. With van runs disabled, delivery is not available.
This should not be disabled without consultation with Pinewood.
Van Runs Require Time Frames - Selecting this parameter means that all van runs created will require a cut off and departure time to be set up. De-selecting the parameter allows the creation of un-timed vans, allowing vans to depart at any time.
Deliver Internal Requests Only - With Van Runs active and this ticked, delivery is only used for internal requests.
**Please Note: This should not be disabled without consultation with Pinewood.**
Internal Transfer Suspense Nominal - The nominal placed within this parameter is used when transferring parts from one department to another and any parts on delivery notes to consolidated accounts.
When parts are dispatched, the value of the parts is placed in this nominal and will remain there until the parts are received into the requesting branch.
Parts on consolidated account delivery notes will clear once invoiced.
Internal Receipts Write off Nominal - The nominal placed within this parameter is used when internally transferred parts are written off through the delivery / receipt process.
Invoice before Van Delivery - Has no current functionality
Search on Delivery - When selected an advanced delivery management screen is active. The advanced screen can be filtered by route, run, status and date.
Auto Order Parts Surcharge - The parameter being enabled will automatically orders surcharges. However with this enabled it will not allow for the ordering of a single surcharge unit on its own because these are automatically ordered with their parts.
**Please Note: This parameter will need to be requested to be activated by Pinewood.**
Number of Months to Allow Returns - Use this parameter to set the number of months to allow a part to be returned using the collection and return process.
Allow Credit on Return, Allow Write off on Return, Process Returns to Supplier - These parameters are not active.
Disable Manifest Print - This disables the manifest that is printed as part of the delivery invoice process.
Customer Order Zone - This is the default bin location that customer orders will be assigned to.
Internal Returns Stock Adjustment Reason (In) - The default adjustment reason when using the collections and returns process.
Internal Returns Stock Adjustment Reason (Out) - The default adjustment reason when using the collections and returns process.
Internal Customer Order Process Option
Prevent Creation – This will prevent an onward order where there is no parts availability when processing internal orders. If the part record does not exist in the supplying branch, the system will prevent creation regardless of the parameter setting.
Allow Creation Full – This parameter allows the full creation of forward orders when processing internal orders.
Order Button Deposit Prompt for Cash Accounts - Currently has no function. This will be a future development.
Lost Sale on Cancel from Part Enquiry - Once a part record has been selected on the parts invoice screen, if the cancel button is selected before the part is added to the enquiry, the system will then review the lost sale on cancel from part enquiry parameter. If the parameter is set, and the stock availability to less than the required quantity, the system will record a lost sale for the difference between the requested quantity and the available quantity using the Enq. Unavailable Part Lost Sale Reason from distribution parameters.
When any changes have been made, the ‘Accept’ button must be selected.