Business Processes for Order Management
Data Entry into the System
What? | Who? | Where? | When? |
|---|---|---|---|
Order schedules:
| Auto-Order Administrator | MySales – Charts |
|
Supplier holidays and additional orders | Auto-Order Administrator | MySales - Calendar | When delivery schedules change due to holidays, inventories, or other events |
Order multiples and minimum order | Reference Data Administrator | MySales – Item Parameters |
|
Links to suppliers and contracts | Reference Data Administrator | 1С | When contracts with suppliers change or new stores are opened |
Assortment matrix | Reference Data Administrator | 1С | When the assortment matrix is updated |
Production recipes | Reference Data Administrator | 1С | When recipes change, or new products/ingredients appear |
Analogs for new stores | Auto-Order Administrator | MySales - New Stores | When new stores are opened |
Analogs for new items | Auto-Order Administrator | MySales - New Items | When new items are added to the network assortment |
Safety stock coefficients | Inventory Analyst | MySales – Safety Stock Adjustment | Based on inventory analysis results |
Master forecasts at SKU level – entire network | Promo Administrator, Inventory Analyst | MySales – Master Forecasts | When SKU-level promo forecasts need adjustment or new item forecasts require correction |
Manual Order Adjustment
Performed by the Auto-Order Administrator in the following cases:
Rescheduling planned delivery dates for delayed orders based on supplier information.
Closing orders that will not be delivered by the supplier and do not yet meet the automatic closure rule.
Adjusting orders that do not meet supplier restriction criteria (minimum order amount/quantity).
Adjusting cross-dock orders where warehouse packing constraints (X% parameter) prevent optimal allocation to stores due to mathematical limitations.
Adjusting deliveries when the supplier reports a replacement of an item in the order.
Entering manual orders to ensure store receipt in case of errors during goods receipt entry.
Orders for items that are not products but consumables, which are not ordered based on forecasts.
Analysis of Out-of-Stock Items
For each product category, a target availability level (percentage) must be set. Categories failing to meet this norm require further analysis.
The Inventory Analyst performs the following actions for items allowed in the assortment matrix:
Generates a report of out-of-stock items, calculating the % of stores where each item reached zero at the end of the day.
For top-selling items, provides a detailed report at the store level.
Analyzes causes of stockouts, which may include:
Under-supply – communicates with the supplier; temporarily unorderable items are unchecked as “Orderable.”
Write-offs – communicates with the store.
Missing order multiples – sets multiples in the system.
Missing links/associations – communicates with the reference data administrator to create associations.
Insufficient order – analyzes sales, stock levels, generated orders, and forecasts.
For top items with the reason “insufficient order,” forecast and safety stock adequacy are analyzed according to MySales documentation.
Purpose: Detailed analysis of top items helps identify systemic issues and address them for all items, not just isolated cases.
Analysis of Excess Inventory
For each product group, a turnover norm in days must be established. Categories failing to meet this norm require daily reports on inventory turnover and items not to be ordered for the next 30 days.
For top items that do not meet turnover norms, a detailed analysis of the causes is performed.