Quantity Replenishment Re-ordering

Quantity replenishment is one of the options to calculate quantities to include on a purchase order. A good way to think of quantity replenishment is to “re-order what has been sold since the last time a PO was done for this product”.

Each lens item tracks the quantity of lenses used since the last time the lens was ordered. This can be seen on the “Display Extras” screen in the inventory screen:

The “Current usage” number shows the number of lenses allocated to an order since the last time this specific lens was ordered on a purchase order.

When a purchase order is generated using Quantity Replenishment for an item, the quantity in the “Current Usage” is used as the suggested order quantity, and the “Current Usage” for the item set to 0.

For example, consider the following lens:

When a PO is generated, the order shows:

As soon as the PO is created, the “Current Usage” is changed to 0:

If this PO is deleted, without being released and ordered, the user will be prompted:

Normally, the response to this question will be “Yes”, since the lenses will be ordered again on the next PO that is generated for this vendor.

The Current Usage is updated under the following conditions:

when an order is created and a lens selected
when an order is updated and a different lens selected - the original lens is deducted from Current Usage, and the new lens incremented
when a breakage is done on an order
when an order is deleted

For unvalid orders, the “Current Usage” can be updated (or not) based on the following parameter on the Inventory tab in System Settings:

Handling Overstock when doing Quantity Replenishment

The concept behind “quantity replenishment” ordering is simple - order 1 lens for every lens used in the lab. It assumes two things:

the beginning inventory is what you want to / will be stocking (ie everything is actually in stock to begin with)
you have appropriate levels of inventory when you start

Real life is seldom like this; labs may start out with overstock on certain lenses because of past orders, canceled orders, etc.

Rx-Universe can recognize overstock situations and avoid ordering lenses even when quantity replenishment is used.

On each lens is a flag indicating the level of automation desired during the ordering process:

A setting of “Manual” means as many lenses as were used, will be ordered. A setting of “Automatic” means Rx-Universe will check the current quantity against the maximum quantity and not order if the lens is overstocked (more than the Max in stock). In the above example, if we also look at the “Quantity used” field for ordering (the “1” button in the toolbar):

Let’s do a purchase order with both scenarios, Reorder Method manual and automatic.

Reorder Method - Manual

Creating a PO for vendor GEN, using quantity replenishment, with the lens set to Manual (as above), we see (for this product line):

The suggested order is for 69 lenses, or 34.5 pair, which is exactly what the “Current Usage” is. The system orders what was used, not looking at any other factors.

Reorder Method - Automatic

If we change the GEN,S,C,SV product line to be all “Automatic” (I’ll do this using mass maintenance), after the change, the lens is set to “Automatic”:

After creating a purchase order for GEN, we see:

For the 650-base product, since there were 64.5 pair in stock, and the maximum quantity was 20, Rx-Universe recognized that this lens was overstocked, and did not blindly order the replenishment quantity.