Internal Orders

Internal orders are the main way to move products around the Inventory module. You may place an internal order when product quantities are low and your location requires additional stock.

Tip: If necessary, you can also move product without an order.

An internal order is a request placed by a warehouse or store within your institution for additional item(s) from another location. Before placing an internal order, you typically review your location’s product levels.

To place an internal order:

  1. Open the Inventory module and click Order... to display the Inventory Order window.

  2. Complete the Order fields.
    3. Field Description
    Ordered By Select the location that requires the product(s).
    Type

    Select the entry that indicates an internal order.

    Example: Internal Order
    From

    Select the location the product(s) are currently located in and you want to order from.

    Example: Your main warehouse.

  3. Next to the Product Code field, click the ellipsis to display the Find Product window.

    1. From the For Location drop-down list, select your current location and click Search.

      2. Note: This ensures the search displays results for the location that needs more products.

    2. From the list of results, hold Ctrl and multi-select the products you require.
    3. From the For Location drop-down list, re-select the location the products will be taken from, then close the Find Product window.

      4. Example: The main warehouse

      Warning: If you don’t re-select the location the items should originate from, the order cannot be processed, and you will receive an error for each item you selected.

  4. If necessary, modify the listed product(s).
    1. Select each item in the order list.
    2. In the Quantity field, enter the correct value, and click the Modify Record () icon.

  5. Close the Inventory Order window.

    6. The order items display in the Pending Internal Orders tab with Requested statuses.

Pending internal orders sometimes require modifications. If necessary, you can edit pending internal orders, cancel items within orders, or cancel entire orders.

When necessary, you can open an internal pending order and make modifications including the following:

  • Changing the date or quantity for an ordered product

  • Adding, editing, or removing products

  • Providing additional comments

To edit order details:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Select the correct order, right-click, and select Edit Order to display the Edit Inventory Order window.

    3. Note: Some fields are only available for specific order types.

  3. Complete any of the following: 
    1. Click the Clear Data () icon.
    2. Next to the Product Code field, click the ellipsis to display the Find Product or Inventory Products List window.

      3. Note: The Find Product window displays if you are editing an internal order and the Inventory Products List window displays if you are editing an external order.

    3. Complete the criteria as necessary and click the Search for Data () icon or Search button, then double-click to select a product and close the window.

      4. Note: The Search button is present if you are editing an internal order and the Search for Data () icon is present if you are editing an external order.

    4. Complete any of the following as necessary:
      • In the Quantity field, enter the correct value.
      • Next to the Need by field, select a date from the drop-down calendar.

      Tip: The Need by field defaults to the date used for last product added to the order. You can modify the date if necessary.

    5. Press Enter.
    1. Select a listed item.
    2. Complete any of the following as necessary:
      • In the Quantity field, enter the correct value.
      • Next to the Need by field, select a date from the drop-down calendar.
      • In the Unit Cost field, enter another value.
    3. Click the Modify Record () icon.
    1. Select a listed item and click Product Info… to display the Inventory Product window.
    2. Review as necessary and click OK.
    1. Select a listed item and click Product Info… to display the Product / Location Information window.
    2. Review as necessary and close the window.

Your institution may require you to indicate each item in an internal order has been reviewed.

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.

    3. Example: From the Location drop-down list, select the Main Warehouse and from the Status drop-down list, select Requested.

  3. Right-click an order and select Item Reviewed.

    4. The item text becomes unbolded, the status changes to Reviewed.

Your institution may require you to indicate each item in an internal order has been ordered.

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.

    3. Example: From the Location drop-down list, select the Main Warehouse and from the Status drop-down list, select Reviewed.

  3. Select a listed item, right-click and select Item Ordered.

    4. The item status changes to Ordered.

If an internal order has been placed and the main warehouse does not have the right amount of product to fill the order, the product must be given the status of Back-order. This means an external order must be placed with a vendor and received before the internal order can be filled.

To mark an item as back-ordered:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select a listed item, right-click and select Back-order Item.
  4. When prompted, click Yes.

    5. The item text changes to red. It will remain in the Pending Internal Orders tab until the back-order has been received and the order can be updated.

    Note: In the Product Levels tab, the item displays in green as a reminder that the item is on back-order.

In certain situations, you can cancel an ordered item.

Example: Over-ordering a product.

Important: You cannot cancel items after the order has been partially filled.

Note: If you must cancel an entire order, see Internal Orders.

To cancel an item:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select a listed item, right-click and select Cancel Item.
  4. When prompted with a Cancel Order Item Warning window, click Yes to confirm.

    5. The item text changes to gray and the status changes to Cancelled.

    Tip: You can view all cancelled items from the Closed Orders tab.

In certain situations, you can cancel a pending order.

Example: Over-ordering several products.

Important: You cannot cancel orders after the order has been partially filled.

To cancel an order:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Right-click the order and select Cancel Order.
  4. When prompted with a Cancel Order Warning window, click Yes to confirm.

    5. The order is cancelled and all item text changes to gray. All item text changes to gray and the statuses change to Cancelled.

    Tip: You can view all cancelled orders from the Closed Orders tab.

When internal orders are requested or ready to be delivered within your institution, you must complete the order. This can be done by filling internal orders and, when necessary, substituting internal order products.

If your institution uses pick lists to fill internal orders, you must locate the correct order and print the pick list before you fill the order.

Note: Not all institutions require a printed pick list. Only print the pick list if your institution follows a conventional, shopping list setup that requires you to gather all items before filling the order.

After an internal order has been made and the pick list has been printed (if necessary), you can fill the order and update the Inventory module.

Note: The requested from location is usually, but not all always, a main warehouse location.

The process to fill internal orders will vary depending on the institution’s setup:

  • If you use pick lists, you must complete the following sequence after you have collected all the available items using your printed pick list.
  • If you do not use pick lists, you must complete the following sequence as you gather available items for the internal order.

As part of the filling process, you must physically retrieve the internal order contents and make them ready to deliver them to the location that ordered them.

To fill an internal order:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select the item(s) from the lower pane.

    4. Tip: To select multiple items, press Ctrl.

    Note: The item(s) you select is only relevant if you will fill the order without using a pick list.

  4. If necessary for your institution, print the pick list.
    1. Click Pick List... and when prompted, click Yes.

      2. The pick list prints and the order’s status changes to Picked.

  5. Click Fill... to display the Order Filling Selection window.

    • If you gathered all products using a printed pick list and will enter them all at once, select the Items from a Pick List radio button and double-click the correct Pick List.
    • If you do not require a pick list and are gathering and entering products individually, select the Items selected in the Pending Internal Orders tab radio button and click OK.

      • Note: This opens the order products(s) you selected before you clicked Fill....

      The Order Filling window displays with the item(s) listed.

      Tip: Each item listed in the order may display a BIN to indicate where the item is stored. You can click the BIN column header to sort the products by BIN and (if applicable) match how pick lists are organized.

  6. Complete the following fields:
    • From the Filled By drop-down list, select the location which filled the order.
    • From the Transfer To drop-down list, select the location that receives the order.
  7. Complete any of the following:
    • Auto fill the order:
      1. Click Auto Fill to fill all items.

        2. Next to each item, the Filled column displays the value entered in the Quantity column.

        Note: Only use this method if all ordered products are present.

    • Manually fill the order:
      1. Select a product from the lower list.
      2. In the Quantity field, enter the required number of items you gathered, and press Enter.

        3. Across from the list item, the To Fill column changes to 0 and the Filled column reflects the quantity filled.

        Note: If only a partial order can be filled, enter the amount you have available.

        Example: If the location ordered 50 boxes of gloves, but are only 25 are available, enter 25.

        The item text changes to red to indicate it is on back-order.

      3. Repeat Steps a-b as necessary until all items are accounted for.
  8. Close the Order Filling window.

    9. In the Closed Orders tab, the order’s status changes to Filled.

    Note: If the order was partially filled, it remains under the Pending Internal Orders tab and the status reads Back-ordered.

    In the Product Levels tab, the Quantity number reduces for that item, showing the new remaining number for the main warehouse.

    The receiver can now deliver the item(s).

If you are unable to fill an internal order from the main warehouse, it may be necessary to substitute another item for the item on the pick list. After an internal order has been reviewed and a pick list has been printed, you must use the printed pick list to fill an internal order from the main warehouse, and update the Inventory module.

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Click Fill... to display the Order Filling Selection window.
  3. Select the Items from a Pick List radio button and double-click the correct Pick List.

    4. The Order Filling window displays with the item in the list.

  4. Right-click the item and select Substitute to display the Order Filling Substitution window.

    5. The Product and Description fields are auto-populated with the product being substituted.

  5. In the Substitution pane, enter the quantity and click the ellipsis to select the new product.

    6. The content is auto-pulled into the Substituted fields.