View Sub Orders

Action: SUBORD

Overview

This module is a tool to help production personnel manage the ordering of items on rental orders where the on-hand inventory quantity AND previously sub-rented/ordered quantities are not adequate to produce all the rental orders needed in the selected assembly time period.

The function provides maintenance tools to 1) Add or Remove sub-rent status on rental order items 2) Edit/Modify the details of sub-rental supplier info for each item and 3) Print worksheets.

This management step is not required, but by using this form and entering confirmation numbers production personnel can know which items are ordered & from whom. This is especially important when those items need to be canceled or modified due to customers changing their minds. It also provides ordering details making it a fast process to follow-up with suppliers.

Items on rental orders are automatically marked to be SUB-RENTED by the Overbooking module when the user tells the system how many items will be ordered in. Also, if a vendor has the Sub-Rent? checkbox checked on the Vendor form, then any styles for that vendor will be automatically sub-rented when added to a rental order.

Via this View Sub-Orders form, items may be Un-Marked OR Marked for sub-rental. For example if a coat on an rental order is automatically marked for sub-renting by the Overbooking module the user may elect to mark the entire order to be sub-rented when the supplier offers special pricing incentives to rent complete outfits.

The first step is to limit the display to the needed information. Once the desired information is displayed, the form becomes a easy to use and fast worksheet for editing the item details.

Supplier info like confirmation number, order date, & name may be applied to multiple items in 1 step as a time saver.

Entering a confirmation number indicates to the system that the item has been ordered. Rental Order line items that are marked as being sub-rented via the Check Overbooking or this View Sub-Orders form will be highlighted on the Production Picking Ticket when printed for the order and on the Assembly/QC form when the ordered is displayed.

Rental SmartLink

This form is used to order sub-rentals electronically from a SmartLink rental vendor. To order sub-rentals electronically, first check the styles to order. Then, select a SmartLink rental vendor in the vendor field. Finally, click Save. The order(s) will be sent to the vendor and the confirmation number will be inserted automatically, so the rental will be flagged as ordered. If the order cannot be submitted, the error message is displayed and the rental remains un-ordered.

The sub confirmation number can be viewed on the Detail tab of the Rental Order form.

User Interaction

The sub-rent fields (explain later in this topic) may be edited for a single selected item OR multiple selected items. To select item(s) simply double click it which instructs the system to place a checkmark within it's selection box. Any information entered within the sub-rent fields will be applied to all selected items, erasing any prior entered data. Double click the order detail line to quickly select all items of the order. To un-select item(s) just double click it again to remove the check.

Operation

View the Check Overbookings function to learn what inventory item quantities will be short for a production period. From the Overbookings form create Sub-Orders for the style & sizes needed.

Check Overbookings daily for the upcoming production week to insure the quantities ordered are still ok. Occasionally rental order styles are changed or canceled, items are not returned on time and the original quantities ordered re not valid.

Also periodically check items being sub-rented. An item on a order could have been changed/cancelled and the original quantity sub-rented is not needed. WinTPS© will print a Change Sub-Rental receipt from the order form when a confirmed sub-rented item on an rental order is cancelled or modified. It will also make an entry into the system log which can be printed via the Sub-Rental Mods report.

When orders are Assembled/QCed the operator may optionally assign the suppliers serial/id number in the item onto the rental order. This helps track the item and makes it easier to return from the rental.

Finally, the sub-rented item's serial/id number could be entered into the Return Sub-Rentals form and a packing slip printed. This provides detailed audit trail of the items returned.

Grid Display

Criteria

Assemble, Pickup, Event date range...Enter the date range for orders to select. With production enabled, you can search on event date or assemble date. With tuxedo point-of-sale, you can search on pickup or event date

Style Code... Limits display to items of the entered inventory Style Code. Leave blank for ALL items.

Size... Limits display to items of the entered size code. Leave blank for ALL items.

Vendor...Limits the display to items ordered from the entered vendor. Leave black for ALL items.

Show Orders

With subs?... selected the filter only shows orders with any style/size marked to be sub-rented.

ALL orders?... selected, by-passes above Not Ordered, Ordered, ALL selections and will list ALL rental orders found within the assembly date range irregardless of the fact if they have items marked sub-rented or NOT.

Sub-Rentals

Not ordered... Will show rental orders containing 1 or more items marked to be sub-rented, but not ordered. Ordered... Will show rental orders containing 1 or more items marked to be sub-rented that have been marked ordered from supplier via the entry of a confirmation number. (Selection) ... Will show rental orders containing 1 or more items marked to be sub-rented that are ordered and also those NOT ordered.

Only with deposit paid?... Limits display to orders with a security deposit on file.

Show event instead of order # on list?...Group orders by event or order #.

Search button...Displays the rental orders within the grid based upon the criteria entered.

Order Columns

Displays when the Order line is highlighted

Order #...The rental order number.

Customer Name...The name of the customer on the rental order.

Assemble Date...The assemble by date of the order.

Pickup Date...The date the customer will pick up the rental order.

Use...The date of use for the rental order.

Pickup Account...The account/store account code of where the order will be picked up.

Order Status...The current status of the order.

Item Columns

Displays when the Item line is highlighted Sub-Rent Code...The code SUB will appear when the item has been marked for sub-rental.

Item Type... The rental item type of the item.

Description...

The inventory description of the item. Size... The size of the item.

Vendor...The vendor the sub-rented item was indicated as being sub-rented from.

Conf #…The confirmation number provided by the supplier for the sub rental order.

Vendor Style...The vendor style as it was entered within inventory for the item.

Sub Rent

Fields

Sub-Rent? (checkbox)...Checked /enabled indicates the selected item(s) are marked to be sub-rented. Items may be marked & unmarked as being sub-rented.

Vendor...The supplier of the items on this sub-order. Vendors/Suppliers are entered within the systems vendor maintenance form.Vendors/Suppliers of sub-rented items are marked via the ‘Sub-Rent?’ checkbox on that form.

Confirmation number...The confirmation number provided by the supplier for the sub rental order.

Date Ordered...The date the sub rental order was placed with the supplier.

PO Number...A in house generated tracking number.

Cost...The cost of the sub rental order.

SA ID...The sales associate/employee code whom modified the information.

Buttons

Show Event...Displays the event the customer of the order is a member of. The button will do nothing if the customer is NOT a member of an event.

Show Order...Will display the rental order entry form of the highlighted order.

Show Ticket...Shows the ticket/invoice of the highlighted order. Inv. Notes...Displays the notes from the rental inventory for the selected item. Additionaldetails such as alternate vendor style codes can be placed in the notesin the inventory, and viewed here at ordering time. Print...Prints the information of the sub-orders currently contained within the grid. Done...Exits the form and cancels any un-SAVED edits. Save...After any edit the Save button will display. Click this button to save ALL changes. After clicking the SAVE button it will disappear until new edits are made.