Suggest Orders by Par Level

Compeat can suggest orders based on your current inventory levels and defined stock and reorder par levels. There are two methods that you can use to have Compeat suggest orders:

• For a single vendor Click the Suggest Orders button on the Orders screen. After specifying the par level, an order is suggested for the current vendor. This is described in further detail below.

• For multiple vendors Select the Suggest Orders by Par Levels from the Transactions menu. This feature will suggest ordering from the lowest priced vendor on Bid Items and suggest ordering from the Preferred vendor on non-bid items. After making any desired changes, you can create orders for the suggested items— more than one order for more than one vendor will usually be created. Each of these orders can be reviewed and modified using the Orders screen. This is described in further detail below.
  
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Note: When creating a suggested order of either type, you will be asked if you want to add unposted invoices to the current quantity on-hand for each item. If counts have been posted but the AP invoices have not, then you should select No; otherwise select Yes.

About Par Levels

You can define up to seven par levels in Compeat. Name the par levels in the Setup > Other Definitions > Other tab. Par level amounts can then be defined:

• For one inventory item under Inventory > Restaurant Inventory Items > Restaurant Inventory Items > Par Levels/Vendor Info.

• For multiple inventory items under Inventory > Restaurant Inventory Items > Par Maintenance.

For all suggested orders, you must specify which par level Compeat should use. The suggested order will include all of the items with defined par values for the specified par level. However, only those items whose reorder level is greater than the theoretical quantity on-hand will have a quantity included (a quantity that will be the difference between the theoretical quantity on-hand and the stock level). When a suggested order is saved, only the items with a quantity will be included— items with a zero quantity will omitted.

Example: Assume you defined two inventory items, Chardonnay Wine and Bottled Beer with the same reorder par level of 10 and the same stock par level of 20. The theoretical quantity on-hand of the Chardonnay Wine is 15 and the theoretical quantity on-hand of the Bottled Beer is 6. When you have Compeat suggest an order, both items will be included in the order listing because both have par levels defined; however, the quantity to order of the Chardonnay Wine will be zero (the quantity on-hand, 15, is greater than the reorder par level, 10), while the quantity to order of the Bottled Beer will be 14 (stock par level, 20, minus the theoretical quantity on-hand, 6). Therefore, when the order is saved, it will only include Bottled Beer, not Chardonnay Wine.

Note: The quantity that Compeat suggests to be ordered uses the purchase unit for the specified vendor. The system first calculates the quantity to order in inventory units (which is what the theoretical quantity on-hand and par values are specified in), then converts to the purchase unit for the preferred vendor. If you choose a different purchase unit here, Compeat will automatically update what the preferred vendor/purchase unit choice is. If the calculated purchase unit quantity is not an integer, Compeat will round to the nearest integer (up to the next number if equal or greater than 0.5, down if less than 0.5).

How Suggested Orders are Calculated

Compeat determines the quantities needed for each item using the following calculation:

Stock Par Level – (Theo Qty On-Hand + # on Order, if < Reorder Par Level)

where the values are determined as follows:

1. • Stock Par Level Value specified in the Restaurant Inventory Item screen.

   • Theo Qty On-Hand This figure is viewable for each item on its Restaurant Inventory Item screen. The number reflects the latest running total from various postings in Compeat, including the latest sales mix data, orders received, wasted or donated designations, quantities past their shelf life, and posted counts. The posting of a count updates the theoretical number with actual data, which becomes theoretical again the next time there is a different posting.

   • # on Order Compeat takes the values from any saved orders that include the inventory item.

   • Reorder Par Level Value specified in the Restaurant Inventory Item screen.

The value of this calculation is displayed in the Needed column only if the Reorder Par Level was passed by inventory depletion. If inventory depletion has not reached the reorder level, the Needed column displays a zero.

Then the value of the Needed column is converted from Inventory Units to Purchase Units, and the # to Order column is filled with the number of purchase units necessary to equal or surpass the Needed column value.

Creating an Order for Single Vendor

1. To create a suggested order from the Order screen, open the Order screen (Transactions > Orders) and select Add Record to create a new order. Specify the order date and a due date.

2. Specify a vendor name, then click the Suggest Order button; a dialog box similar to the following will display:

3. From the dialog box, select the par level to use, and then click OK.

4. Compeat will create a list of all of the inventory items for this vendor that have par values defined for the specified par level.

Note: When determining the quantities to specify on the suggested order Compeat will take into account quantities on unposted invoices, unposted manual checks, and saved orders.

As with any other order, you can make any needed changes to quantities or items, whether they are quantities of zero or not.

5. Modify the order detail as necessary; you can add an item, delete an item, change a purchase unit, change an amount, and so on.

6. Complete your order by saving it; then print, transmit, or email the order.

Creating Orders for Multiple Vendors

Perform the following steps to create a suggested orders for multiple vendors.

1. Select Transactions > Suggest Orders by Par Level. Your latest orders will be displayed.

2. Select a par level from the drop-down menu, and then click Suggest Orders.

All active inventory items will be displayed for the current restaurant with par values defined for the specified par level, and with a preferred vendor specified. Even if the suggested order quantity is zero, these inventory items will display. When you create orders, all zero-quantity items will be automatically removed from the order.

4. Filter items (optional).
   By default, the screen displays all of the inventory items for all inventory items levels; you can display only certain categories (for example, if you are only interested in Food/Produce) by clicking on the filter icon above the column you want to filter by, and then selecting a filter criteria from the drop-down list. See Filter List.

5. Modify the order detail as necessary; you can add an item, or change a quantity, vendor (by default Compeat suggests the preferred vendor), purchase unit, or amount each.

6. When ready, click Show Order Summary to view a summary of your orders. You will be shown a summary of your order on the Order Suggestion screen, similar to the following:

After reviewing the order summaries, click Create Orders to create the orders.

Note: You can print a copy of the order by selecting Print from the toolbar to open the Purchase Orders report. If you wish to email your orders, select each order, click Edit, then email the order from the standard order screen.