Product overview

Distribution Manager Help and User Menu

The Sicon Distribution manager provides a set of new features and enhancements to the standard Sage 200 modules, creating functionality to help business who buy famvir online and sell products. These features include:

Distribution Standard

1. Enhanced Sales Order processing with copy of previous items ordered, copy of previous sales orders or order lines or a dedicated rapid order entry screen designed for telephone based selling.
2. Rapid stock allocate/un-allocate to multiple sales orders at a time.
3. Enhanced stock item balances with forward orders, quotes and proforma’s, plus drill down on stock allocations & purchase orders.
4. Stock Movements showing day by day changes in stock levels with drill down.
5. Pre-allocation of Sales orders to stock still in transit.
6. Manage the Superseding of stock items.
7. Write off small stock batches to another warehouse.
8. Visibility of expected deliveries.

Distribution Advanced

(includes Distribution Standard features plus)

9. Min Stock re-calculation process based on actual sales and usage, supplier lead time and safety margins.
10. Capture of lost sales (not cancelled order lines) for analysis.
11. Advanced ‘Landed Cost’ management applying actual costs to purchase order lines.
12. Update of supplier lead time and landed costs from the supplier record.
13. Import landed costs by stock item and supplier.
14. Material planning with suggested purchase orders for stock shortages created from actual and forecast Sales Order demand or future min stock breaches.
15. Branch/Consignment stock replenishment process with pick list and delivery note.


1. Settings

Distribution Manager Help and User Settings

Enable forward order enquiry: this features adds Forward Orders (unallocated sales orders) and additional fields for Quote and Proforma order quantities to the stock item balances screen.

Distribution Manager Help and User ST - View Stock Item Balances

Drill down is provided on the indicated fields below: drill on the pop-up lists to show sales orders or purchase orders.

Distribution Manager Help and User Guide Forward Order Details

The View Monthly Trading Figures has been enhanced to include a usage calculation and graph for the usage and the sales figures.  The Usage includes sales plus any BOM, Works Orders, Internal issues in the stock module.

Distribution Manager Help and User ST - View Monthly Trading Figures

Use confirmed option on purchase orders: This is a simple check box on the purchase order to show it has been acknowledged by the supplier.

Distribution Manager Help and User POP - Amend Purchase Order

The Confirmed check box also shows on the stock item balances drill down to purchase orders.

Distribution Manager Help and User Guide On Order Details

Enable Pallet Configurations: this allows you to specify how many boxes/pallets are required for this order line. This a manual information field.

Distribution Manager Help and User SOP - Edit Order Item Line

Enable Pre-Allocation: this feature enables Sales Order Lines for stock items to be allocated to outstanding purchase orders lines. The purpose is to reserve stock on route to the warehouse, usually in transit via sea, air or land.

Pre-allocations can be viewed and amended after being allocated.

NB: this feature should only be used where a firm allocation is essential to the business. Where a more dynamic approach is required (e.g. order priorities changing frequently and stock being re-allocated to alternate orders) then Material Planning within the distribution manager would provide a better solution, (see help guide below).

 


2. Sales Order Processing


2.1. Process All Orders in Transit

This section is currently being updated.  Apologies for any inconvenience this may caused


2.2. Enable Customer Details Pop-Up

When entering a Sales Order the customer account notes, SOP delivery addresses and customer analysis codes are displayed.  You can choose the delivery address for this order from this screen by highlighting the correct address and clicking the Select button.

Distribution Manager Help and User Guide Extra Customer Details Form

 


2.3. Enable Un-dispatched SOP Order and Warnings

When entering a Sales Order a list of un-dispatched orders is displayed.  The purpose of this warning is to allow the order taker to add additional lines to an existing order that has not yet been shipped, rather than creating a new order.

Distribution Manager Help and User Guide SOP - Enter New Order - Full

 


2.4. Superseded Items

On the stock item there is a new distribution tab.  This allows you to set a stock item as superseded.Distribution Manager Help and User Guide ST - Amend Stock Item DetailsWhen processing a sales order or purchase order you will be prompted that the item has been superseded.  You can choose to keep the item you originally selected should there be stock still available or if you are arranging a replacement item on a PO.Distribution Manager Help and User Guide Item Superseded

 


2.5. Advanced Landed Costs

To provide a greater level of detail to the landed costs on the stock item by supplier, plus the allocation of these costs within a purchase order by order line based on weight, (and volume in a future release version) or manually allocated.  This will enable a much more accurate landed cost apportionment than is currently available in standard Sage 200.


2.6. Maintain Landed Costs

You can configure up to 6 cost elements that make up the total landed cost.

Distribution Manager Help and User Guide Landed Cost Maintenance


2.7. Import Landed Costs

A new landed cost import has been created to setup each of the 6 cost elements per supplier.Distribution Manager Help and User Guide Import Landed Costs

 


2.8. Stock Item Details

New landed cost tab showing the detail breakdown for each supplier of the 6 cost elements. The total cost is updated onto the supplier landed cost figure and used on the purchase order.

Distribution Manager Help and User Guide ST - Amend Stock Item Details

Purchase order ‘Landed cost’ Tab: this new tab on the purchase order allows the total costs for the order to be entered. These can then be split against each purchase order line, either by weight or manually allocated.

 


2.9. Stock Movements

This feature is available on a number of the stock and order processing screens where it will be useful to see what the future stock levels will be.

In the example below, we can see the current free stock balance for the Expresso machine stock item, followed by all the future activity for sales orders, purchase orders and other transactions such as works orders and how these will alter the stock level on the day that activity is due to happen.  In this particular example we can also see that a suggested purchase has been created from the material planning module. The suggestion has been generated for the suppliers usual order qty of 50 bringing the stock level back above the min stock level of 100.

Distribution Manager Help and User Guide Stock Movements

Each of the lines on the stock movements is linked to the original document so it is possible to drill down into the orders to see more information.  You cannot drill down on suggested purchase orders as there is no document for them at that stage.  The example below shows a drill down to a sales order listed on the stock movements screen.

Distribution Manager Help and User Guide SOP - View Order

 


2.10. Update Supplier Lead Times and Landed Costs from Supplier Record

Distribution Manager Help and User Guide PL - Amend Account Details for

 


2.11. SOP Allocation Function

This allows the very quick allocation of stock to sales orders without the need to open each sales order and order line.  It is also possible to unallocated stock too.

The Display button is used to list sales orders for allocation (or unallocated) according to the search criteria selected.  Items shown on the Allocate Stock tab may be selected and allocation quantities amended if required.  When the Allocate Selected Items button is clicked, stock will be allocated to the selected sales order line items, provided free stock is available.  Existing sales order allocations may be removed via the Unallocate Stock tab.

The Details button may be used to open the sales order that the selected line is linked to.

Distribution Manager Help and User Guide Sales Order Allocation

 


2.12. Sales Order Templates

Allows the creation of a pre-configured list of stock items to be used repeatedly to create a sales order.

The Create New Template (and Amend Template) screens are used to maintain stock items, quantities, etc. against multiple order templates.

Distribution Manager Help and User Guide Amend Sales Order Template

The Enter New Sales Order Using Template screen is used to generate sales orders from a template.  During this process you can amend the quantity, warehouse and narrative if required.  Once setup correctly, the Post button will create a new sales order for these items.

 


3. Telesales

This function provides a way of showing recently bought items for a specified customer.  A setting in the distribution manager system settings states the number of days from today to look for sales activity (also available within SOP full order entry).

 


3.1. Telesales Settings

Distribution Manager Help and User Guide Distribution Settings

Copy telesales description to: This enables the Stock Item description text to be edited during the order entry process then either copied the Sales order line description as an amendment, or written to the picking list comments e.g. ‘Pick 24 banana’s’ that would then be weighed and charged by the Kg on the sales order.
Use Settlement discount and order priority: this section is currently being updated.  Apologise for any inconvenience caused.
Add days to telesales date: Adds the specified number of days to the Sales Order requested and promised date from.
Past SOP order line range (days): determines how many days the sales history will be analyzed to return the recent items purchased.

 


3.2. Telesales Functions

The screen below shows the historical items sold to Abbey Retail in the past 90 days.  You can amend the quantity and selling prices.  Once complete click the Create Sales Order to generate a new sales order.

Distribution Manager Help and User Guide Telesales Order Entry

Within SOP, ‘Full order entry’ you can add lines to the order using the standard methods plus you can use the historical orders, as described above, and the templates feature.  In addition to this there is a new copy order lines function and a rapid order entry screen designed to enable very rapid telephone based order taking, with searching of stock item, description, supplier and customer part numbers all in one field; views of historical orders, available stock with enhanced stock item balances; stock movements with day by day stock changes displayed clearly.

Distribution Manager Help and User Guide SOP - Enter New Order - Full

When adding historical items you can see the last purchase date, last selling quantity and price.  Entering a quantity into the Order Quantity field will update the selling price from the price book if this is configured for the customer.

Distribution Manager Help and User Guide Add Historical Lines

Click Add to Sales Order to create these lines into the current sales order.

Distribution Manager Help and User Guide Telesales Button

The Telesales Button will open the new Rapid order entry screen, suitable for telephone selling.

The stock item search feature will search the stock code, name, description and manufacture part number fields.  Free stock figures are shown against each item in the search results to enable users to see what free stock is available.

Distribution Manager Help and User Guide Telesales Order Entry 2

Add multiple items to the rapid order entry page, then add these to the current open sales order using the Add lines to Sales Order button at the bottom of the page.

You can return to Rapid, historical or copy order lines at any time, or use the full order entry edit line feature.

The Standard SOP add Stock item line has also been enhanced with additional buttons to provide the order processor with additional information about the customer including:

  • View Purchase Orders: this shows the current stock position and outstanding Purchase Orders with any pre-allocations listed.
  • Distribution: this has a sub menu of options for;
  • View the enhanced stock item balances for the selected stock item
  • View Previous Sales Orders for the selected stock item & Customer
  • View the Stock movements for the selected stock item
  • View stock history for the selected stock item

Distribution Manager Help and User Guide SOP - Edit Order Item Line

 


4. Purchase Order Processing Functions


4.1. Material Planning

This features calculates the stock movements for each stock item including un-allocated Sales Orders, outstanding Purchase Orders, Forecast Stock Sales, Works Orders being built or with outstanding allocations (where installed).  These movements are analysed and where a negative is found a suggested purchase order is created to fulfil the shortage.  The purchase order suggestion is generated for the preferred supplier with the supplier lead time and sufficient qty to meet the demand.  Supplier min and usual order qty are taken into account when suggesting the purchase order qty.

Grouping on the stock items will enable anything from never to monthly purchase order generation.  Never meaning always generate a separate order for every demand,1 month meaning generate an order for the demand of the following month.  The default in material planning is 1 week and this will be used unless set on the stock item separately.

Distribution Manager Help and User Guide Material Planning

The Material Planning module can filter demand based on Warehouse, sales order promised date, include/exclude sales orders on hold, Proforma and quote’s.

In some cases, users want to ignore current purchase orders and generate new PO for all new demands.  The exclude Purchase Orders feature allows this behavior.

Suggestions generated for min stock replenishment can use the min stock level set on the warehouse or the re-order level if this has been setup as the desired stocking level.  If min stock replenishment is not required then there is an option to ignore min stock in the suggested purchase order levels.

NB: Once run you can close material planning screen, you can go back to the previously material plan results by selecting the button at the bottom left of the screen Display previously generated suggestions.  This can then be used by several buyers at a time to generate the necessary purchase orders.

Once the Material Planning process has completed a set of warnings are generated for purchase orders, (and works order if installed) that will not arrive on time.

Distribution Manager Help and User Guide Material Planning 2

Suggested purchase orders are shown in their own tab with separate tabs for orders needed for direct and supplier via stock fulfillment methods.  This screen provides a single place for all demand driven purchasing to take place.

Distribution Manager Help and User Guide Material Planning

The results list can be sent to Excel using the standard ‘right click, send to Excel, All items’.

To see reasons for the suggestion you can drill on the stock item in the list.  This will show you the stock movements for that stock item and the reason that the suggestion has been created.

Distribution Manager Help and User Guide MP - Stock Movements

You can drill down further onto sales orders, purchase order (and works orders when installed) to see further information available on these documents.

Distribution Manager Help and User Guide MP - Stock Movements

This list can be filtered by the supplier name, the product group of the first analysis code on the supplier which may be set up as the internal buyer or buyer group.

Distribution Manager Help and User Guide Material Planning 4

The reasons for the suggestion are displayed on the line and can be viewed by double clicking the stock item in the list.  The buy price suggested is derived from a set of rules and shown in the Unit price from column.

Distribution Manager Help and User Guide MP - Item code reason

Having checked the price, qty, lead time, select the item to create by using the check box on the left hand edge.  If you select several items for the same supplier a single purchase order will be created.  Click the Generate selected purchase orders.

Distribution Manager Help and User Guide MP - Generate Puchase Orders Summary

The Selected purchase orders are confirmed in this screen so you can cancel the operation if incorrect.  Once confirmed a second time the purchase order is created into the standard purchase order processing module.

NB: the purchase order can still be amended within purchase order processing before it is printed or emailed.

 


4.2. POP Expected Deliveries

This screen displays a list of future deliveries expected for outstanding purchase orders.

Distribution Manager Help and User Guide POP Expected Deliveries

 


5. Stock Functions


5.1. Calculate Minimum Stock Levels

This feature allows the calculation of stock item minimum stock levels per warehouse based on sales over the previous 13 weeks, (or specified date range).In the example below, we have selected a product group ‘Accessories’ and all the stock items in this group have been listed.  For each item a calculation is made for the average daily sales over the last 2 years, 1 year and last 13 weeks (unless a date range is specified).  It is the 13 week or specified date range that is used in the minimum stock calculation.

Distribution Manager Help and User Guide Calculate Minimum Stock Levels

You can drill on the free stock field or click the Show calculation button at the bottom of the screen to show how the system has determined the new suggested min stock level.

In the example below, our average monthly usage is 2.33 over the last 13 weeks.  We have specified in the settings that there are approximately 21 working days in a month, making an average daily usage of 0.11. With a lead time of 15 working days, that we measure the supplier on, plus a safety margin of 1.5 to keep an extra 50% on the shelf to allow for late deliveries our min stock forecast is suggested at 3.

Distribution Manager Help and User Guide Min Stock Calculation

In this example, this is rounded up from the exact calculation of 2.475 because of the rounding setting for this stock item to only suggest in whole number.

Distribution Manager Help and User Guide Round forescasty

It is possible to drill into each usage figure to see the actual usage and sales per month along with a graphical view of the data.

Distribution Manager Help and User Guide Monthly Trading Figures

To make it easier to see the suggested changes in the min stock levels you can sort the %change column.  You can then see the significant increases and decreases in minimum levels and check that these are acceptable not just a single sale anomaly.

Distribution Manager Help and User Guide Display Change

Once the min stock levels have been analysed the Forecast min stock figure can be manually adjusted.  Select the check box for each item that you want to update, or choose select all.  Then click the Update selected min stock levels button to carry out the update.

Distribution Manager Help and User Guide Calculate Minimum Stock Levels 2

NB: it is recommended that you run the min stock calculation at least once per month. The min stock adjustments will then be taken into account by the Material Planning module and the suggested purchase orders it creates as a result.

 


5.2. Minimum Forecast Settings

Distribution Manager Help and User Guide Distribution Settings 2


5.3. Stock Forecast

Stock Sales/Usage forecasts can be imported for use during the Material Planning process.  These will be treated in the same way as a sales order, generating a demand for stock on the specified date.  These can either be entered manually or imported from a spreadsheet using the exact format as the columns shown below.

Distribution Manager Help and User Guide Forecasts

NB: you can use a generic customer account to generate the forecast sales demand against.


5.4. Stock Location Wizard

This feature has been created to enable you to quickly add all or selected stock items to a new stock location.

The stock location wizard can be used in two ways.  The first method allows you to select a number of stock items and assign a warehouse location, reorder levels and minimum stock levels.  The stock items can be filtered by product group.  To add the stock items to the warehouse, select the destination warehouse and one or more stock items to add to it.

Distribution Manager Help and User Guide Stock Item Location Wizard

The second method allows you to copy all warehouse items from one warehouse to another.  If this option is used, the reorder level and min/max stock levels will be copied from the source warehouse to the destination warehouse.

Distribution Manager Help and User Guide Stock Item Location Wizard 2

 


5.5. Stock Shortages

This is the main processing screen to determine what stock you need to transfer to each remote warehouse location.

The Stock Shortages screen is used to show all stock that falls below the minimum stock level.  All stock items that have a minimum stock level of zero will not be shown on this screen.

If you want to transfer stock from one warehouse to another to meet the minimum stock level, you must also select a warehouse to transfer the stock from.  This is usually your main warehouse, but could be another remote location if they have stock available.

After the stock has been transferred, a Transfer Report is shown, detailing the quantities transferred and any stock items that could not be fully transferred from one warehouse to the other.


6. Enable Module

An enable string, provided by the Sicon Customer Services team, must be entered via the screen below.
Sicon Distribution Manager Help and User Guide

7. Release Notes

The Release Notes document below shows which release of the Manufacturing & Distribution Manger system includes which new features and for which version of Sage these will work.

The version number indicated in the Distribution Manager Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113.

It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Manufacturing & Distribution Manager Release Notes


Sicon Main Menu