5.4. Adding a Warehouse Order

Franchise branches can order the raw materials they need from the franchise centre's warehouse. In Ritapos these are called warehouse orders. In this lesson you will learn how a branch creates a warehouse order, which ordering rules the centre sets and how orders are followed.

Who warehouse orders are for

Warehouse orders are a feature for branches linked to a franchise centre. They come with the paid B2B package. To learn about the B2B package, see the B2B warehouse sales page.

There are two sides. The branch creates, sends and receives the order. The franchise centre prepares orders and sets order dates and open account limits. A branch can order only the raw materials the centre has marked as orderable from the warehouse.

The images in this lesson come from a franchise centre account. Some links and columns may look different in a branch account.

The Depo (B2B) card

The Stoklar & Reçeteler > Stok Kokpiti (stocks and recipes, stock cockpit) page has a Depo (B2B) (warehouse) card. As the card's description explains, orders from the central warehouse are added to stock with one click. This lets you track stock for these purchases without entering an invoice.

The card has five links:

• Depo siparişleri (B2B) (warehouse orders): the list of orders.
• Depo sipariş tarihleri (warehouse order dates): the dates on which branches can order.
• Açık hesap limitleri (open account limits): limits for branches' unpaid orders.
• İşletmelere göre raporlar (reports by business) and Ham madde gruplarına göre raporlar (reports by raw material group): warehouse order reports.

The franchise centre also reaches the same pages from the left menu. The centre's left menu has a FRANCHISOR heading and a Depo (B2B) section under OPERASYON (operations).

The warehouse orders list

The Depo siparişleri (B2B) link opens the list of orders. It has these columns: Id, İşletme (business), Ekleyen (added by), Eklenme (added), Güncellenme (updated), Durum (status), Toplam (total), Ödendi mi? (paid?), Stok taşındı mı? (moved to stock?) and İşlemler (actions). The İşlemler column has Detaylar (details) and Sil (delete) buttons.

In the centre account, orders from different branches appear in the same list. The İşletme column shows which branch an order comes from. The Durum column shows the order's stage as a badge, for example Talep edildi (requested) or Hazırlanıyor (being prepared).

The Ödendi mi? column shows whether the order is paid. The Stok taşındı mı? column shows whether the order has been moved into stock.

Creating an order (branch)

In a branch account, click the + button above the list for a new order. The top of the page shows the order number, the ordering branch, the person who added it, the date added and the order status. A new order shows the status Oluşturuluyor (being created).

Below it, the Siparişe ham madde ekle (add raw materials to order) table lists the raw materials you can order. Narrow the list by raw material group with Filtrele (filter) or use the search box.

Type the quantity in the Talep edilen miktar (requested quantity) field of the raw material you want. The quantity follows the unit on the row. For an item sold by the case, for example, enter the number of cases. Added raw materials appear in the Sipariş edilen ham maddeler (ordered raw materials) table at the bottom of the page.

Until the order is sent, you can update requested quantities or delete a row in this table.

Depending on your role, raw material unit prices and the order total may be hidden.

To decide how much to order, you can use the par stock method. It is covered in 5.1.2. The Stock Screen and Critical Stock.

Sending the order (branch)

After checking the order, click Talebi gönder (send request) on the page. The order goes to the franchise centre and its status becomes Talep edildi. After this step, the branch cannot change the order.

If the franchise centre changes a quantity or amount in the order, the branch is asked to approve the change.

Branches order within the order dates and the open account limit set by the centre. Both rules are explained below.

Warehouse order dates (centre)

The franchise centre sets when branches can order on Depo (B2B) > Depo sipariş tarihleri. Each branch is one row. The table has these columns:

• Tarih (date): the branch's order date.
• Sipariş tekrar süresi (order interval): how many days apart the order date repeats. The example shows 7 gün (7 days).
• Sipariş tarihinden sonra depo siparişini engelle (block warehouse orders after the order date): if set to Evet (yes), the branch cannot order after the order date has passed. In the example this option is Hayır (no).
• Depo sipariş tarihinin geçerli olduğu gruplar (groups the order date applies to): which raw material groups the date rule applies to. A group whose date has passed cannot be ordered; other groups can still be ordered.

To set or change a branch's date, click Düzenle (edit) on its row. The Sıfırla (reset) button resets the branch's date setting. Branches with an empty Tarih field have no date set yet.

Open account limits (centre)

The franchise centre can cap each branch's unpaid warehouse orders. Open Depo (B2B) > Açık hesap limitleri. The table has the Sıra Nu, İşletme, Açık hesap limiti (open account limit) and İşlemler columns.

• To set or change a limit, click Düzenle on the branch's row.
• To remove a limit, use Limiti kaldır (remove limit).

If the total of a branch's unpaid warehouse orders exceeds the limit, the branch cannot send a new order. The empty fields in the example show that no limit has been entered for those branches yet.

Order statuses

A warehouse order moves through these statuses:

1. Oluşturuluyor (being created): the branch is preparing the order.
2. Talep edildi (requested): the order was sent to the centre.
3. Hazırlanıyor (being prepared): the centre is preparing the order.
4. Gönderildi (sent): the order is on its way.
5. Teslim alındı (received): the branch received the order.
6. Tamamlandı (completed): the process is closed.

As the centre works on the order, the branch can follow the preparation, dispatch and delivery dates in the order details. Open an order's details with the Detaylar button on the list.

Receiving the order (branch)

When the order arrives, check the goods. Then click Evet (yes) on the Sipariş planlandığı şekilde teslim alındı mı? (was the order received as planned?) card.

The person receiving and the date are saved on the order, so the person who receives the goods should do this with their own account.

After the order is received, the received quantity leaves the centre warehouse's stock and is added to the branch's stock. Received warehouse orders also count in the supply data of recipe analysis. See 5.3. Cost Calculation.

To check goods on arrival, you can use the delivery acceptance form.

Warehouse order reports

You can follow past warehouse orders on Depo (B2B) > İşletmelere göre raporlar. Build the report with these steps:

1. In the İşletmeler (businesses) section on the left, choose the branches to report on. You can switch branches on and off one by one or use Tümünü seç (select all) and Seçimi kaldır (clear selection). Selected branches appear on the Seçili: (selected) line. Use the Bölge (region) field to narrow the list by region.
2. Choose the order statuses to report on in the Durum field at the top.
3. Choose the period in Tarih aralığı (date range).
4. Click Rapor oluştur (create report).

The report opens with two cards: Sipariş sayısı (number of orders) and Toplam (total). The Depo sipariş raporları (warehouse order reports) table below lists the selected orders with the same columns as the orders list.

The Ham madde gruplarına göre raporlar link in the same section reports warehouse orders by raw material group.

Related lessons

• Warehouse orders in the franchise lessons: 16.7. Adding a Raw Material Request