Maintaining Internal Replenishment Orders

Maintaining Internal Replenishment Orders

At times, internal replenishment orders may need to be modified, closed or deleted. The Inventory module provides separate screens to perform each of these activities.

Changing Internal Replenishment Orders

Internal replenishment order headers and lines may need to be changed after they are created. The status of the order determines the header and line information that may be altered. There are three different conditions for changing header and line information:

1.	If the order has not been approved by the first approver, any line or header information can be changed with no consequences.
2.	If the approval process for the order has been started or completed, line and header information can be changed. However, if line information is changed in any way or if new lines are added to the order, the internal replenishment order automatically begins the approval process again. Note: The only change that will not disrupt the approval process is a decrease in the quantity ordered.
3.	Once the order has been released and allocated, no header information may be changed, and any lines with allocated quantities cannot be changed.

When changes are made to internal replenishment orders, they cannot be made on the Usage Order Header Entry (UOHE) and Usage Order Line Item Entry (UOLE) screens. There are separate screens for header and line changes.

The Usage Order Header Update (UOHU) screen allows changes to header information.
The Usage Order Line Item Update (UOLU) screen allows changes to line information.

To change field information on any screen in the Inventory module, you can delete numeric and alphanumeric fields, however, you must use the following methods:

To delete a numeric field, type 0 over every character in the field. Deletions made using the SPACEBAR or erase key will not be recorded by the NCAS.
To delete an alphanumeric field, type * in the first field position, and clear the rest of the characters using the SPACEBAR or erase key. Again, deletions made without using the asterisk will not be recorded.

Neither of these methods can be used to delete a required field. An entry is always necessary in a required field.

Closing Internal Replenishment Orders

Internal replenishment orders can close automatically if the quantities ordered are exactly equal to the quantities allocated and shipped. In other words, an order can close automatically when there are no backorders or pending order lines. There are times, however, when internal replenishment orders will need to be closed manually. There are three conditions under which the requester must close an order manually:

1. The warehouse manager notifies the requester that the warehouse has stopped stocking the item.

Note: If an item is unavailable, it is the central warehouse manager’s responsibility to notify the requesting warehouse. (The central warehouse manager should not close the order himself or herself.)

2. A partial shipment has been made, and the remaining quantity is no longer needed.

3. The requester wants to cancel a backorder. Closing an internal replenishment order automatically cancels any pending backorders.

Again, in order to close an internal replenishment order, the quantity ordered must be equal to the quantity allocated. If these two quantities are not equal, the requester must go to the Usage Order Line Item Update (UOLU) screen to adjust the quantity ordered. Once these two quantities are equal, the order can then be closed using the Usage Order Close (UOC) screen. To compare the quantity ordered with the quantity allocated, use the Order Requirements Inquiry (ORI) screen.

At times, internal replenishment order headers and lines may need to be deleted. As long as an order has not been allocated, any part of the order or all of the order may be deleted. If any part of an order has been allocated, the order must be changed and closed rather than deleted. For example, you may decide an item you ordered is no longer needed. As long as the order has not been released and allocated, the order line for the item can be deleted. You can use the Order Requirements Inquiry (ORI) screen to determine if items have been allocated to an order line.

Two screens are used to delete header information and order lines:

The Usage Order Header Delete (UOHD) screen

The Usage Order Line Item Delete (UOLD) screen

To delete an entire internal replenishment order, each line does not need to be deleted individually. The entire order will be erased if the header is deleted on the Usage Order Header Delete (UOHD) screen.

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