TABLE OF CONTENTS


TireConnect's new Auto-Replenishment feature can be used to replenish inventory from external suppliers automatically. To use this functionality, the Client in question must have a compatible Point-of-sale system or on-hand inventory connection. This setting needs to first be enabled at the client-level settings: 


Setting up Tasks

To start, you will need first to set up a "Task". The Task will contain the list of part numbers that you want to add to this Auto-Replenishment task. This can be done in multiple ways. The first way to do it would be manually. You'll want to begin the process by accessing the Tire Procurement section as seen below: 



Creating a Task



Once in the Tire Procurement section, select the "Replenishment" tab:

Once on the Replenishment Page, select "Add Task" to continue, which will then prompt you to enter a name for the task. Please note that by default, all tasks will be created with the "Active" option turned off. 

After setting the task name, click on the checkmark to finish the creation of the task. You should now see the task you created listed: 



Adding Tires to Task


Once you have the Task created, you can start adding tires to the Task. This can be done in multiple ways as follows: 


- Manually Adding Part Numbers individually
- Uploading an Excel file containing the part numbers that you'd like to add to the Task

- Adding Part Numbers individually via Product Search


To start adding part numbers to the Task, start by clicking on the Task name.



Manually Adding Part Numbers individually



After clicking on the Task name, you will be taken to the following page where you can select the "ADD TIRES" button to start adding part numbers to the Task manually:


From here, it is simply a matter of searching for the part number in question, selecting it from the list and adding it to the task.


Uploading an Excel file



You can also add part numbers to the task instead of manually adding them individually. This can be done using an Excel file and would need to contain a column for each of the following fields. The ones in bold are mandatory.

 - Brand

 - Part Number

 - Min. QTY

 - Max Order Qty 

 - Partial Order

 - Active 



After selecting the file, you will be prompted to select which column matches which fields accordingly. Once you set each column accordingly, you can proceed to finalize the upload.


The final method of adding part numbers to a Task would be by adding them via the Product Search screen in Tire Procurement.

 To do so, start by performing a search in the Procurement section. Once the results have populated, you can select the part number/tire in question that you'd like to add to a Task and select the "Add To Replenishment" button: 



Doing so will then prompt you to either add the tire to an existing Task or create a new one as needed: 



Editing and Understanding Tasks

Now that you have items added, we can start looking at some of the settings/options available within the task itself. Select the task name for the task you created to start editing it. Here you will see all the details for the part number(s) in the task as well as the following fields:
 


Min Qty - The minimum amount of tires you'd like to have on hand. For example, if you have only 1 in stock and set this value to 4, our system will determine that we need to order 3 more of that item.


Max Order Qty - The maximum amount of tires you'd like to order at a time. This can be used so you don't order too many tires at once if your on-hand inventory is lower than usual.

Partial Order* - If the supplier(s) in question does not have all of the requested quantity, do you still want them to fulfill the order with what is available

Active* - Is this item active in the task or not

*to edit these fields, simply double-click and set the toggles accordingly 



Assigning Tasks to Location

Now that you have a task created, you can proceed with assigning the task to a location or multiple as needed. Navigate to the Locations tab to start:



You can now assign the task you created to the locations accordingly by selecting the task in question in the Task dropdown(please note the task must be active to assign):





Replenishment/Procurement Settings



Before we start looking at the Demands section, it is important to understand the different Replenishment Mode options available in the Procurement Settings. This can be accessed via the Settings drop-down found on the top menu and then select "Procurement Settings". Any changes made on this page must be saved by using the "Save" button found at the bottom of the page.


The different Replenishment Modes break down as follows: 


Manual:
The user must manually run a task demand per location. The system will put together a report which can then be reviewed so any tires that need replenishing can be added to an order. The order will also need to be placed manually 


With Approval:

The system will automatically perform the task demand check at the set date(s) and time. No tires will be ordered automatically. The customer instead will receive a report showing the status of the tires part of the task and can decide which ones they would like to proceed to order.


Completely Automatic:

The system will automatically run both the task demand check at the set time and automatically start placing the orders based on the report results directly to the suppliers. We only recommend using this option after testing a few orders either under the "Manual" or "With Approval" modes first.



Supplier Settings


Under Supplier Settings, you can set which supplier(s) will be included in Auto Replenishment and also mark Internal Inventory as needed (it should already be preset based on existing Supplier Settings). You can also adjust the "Supplier Code" which can be used to automatically generate PO numbers. 




PO Number Settings

Clients can opt to use our PO Number generator instead of manually inputting a PO number each time. The PO Template can be set using the various Tag options listed below. The "Counter" length can also be preset accordingly. Clients can click "Generate Preview" to get a preview of how the PO numbers will be generated based on their tag setup. 






Reviewing Demands/Placing Orders


It is highly recommended that clients start off using the "Manual" mode before moving to the "With Approval" mode and then once comfortable with that, move on to "Completely Automatic" 



Reviewing Demands in Manual Mode


When in Manual mode, the client must manually both run the inventory check and also manually review the report and add the tires to the order accordingly. 


To start, navigate to the "Demands" section where you should now see the "Run Inventory Check" button available if you set up the task correctly: 



Once you run the inventory check, it may take a few moments for the report to populate. Once it is ready, you can click on "Review Demand Report" to start reviewing. 



In the report, you will see the current status of each part number based on current on-hand quantities and what is available via each supplier. The status breakdown is as follows: 


Pending: The minimum On-hand quantity was not met and the supplier(s) have the item in question available so the item can be Accepted/added to the cart and ordered


Sufficient: The minimum On-hand quantity was met and no action needs to be taken.


Unavailable: The tire is not available at any external suppliers

You will need to either "Accept" or "Reject" each item accordingly before you can finalize the order. Any items that need to be ordered will then be placed in your cart for you to complete the order manually: 



From here, it is a matter of completing the order using the usual Procurement checkout process.


Reviewing Demands in "With Approval" mode

When using the "With Approval" mode, the process of manually reviewing the Demand is removed and instead, the system will automatically perform the Task/Demand review at the set starting time/date and then send an email notification to the email listed under the "Centralized procurement approval" field in the Communication Settings:




Reviewing Demands in "Completely Automatic"


When using the Completely Automatic mode, both the Task/Demand review and placing of orders will be fully automated based on the time/date set. Please note that we only recommend using this mode once the client is comfortable with either Manual or With Approval modes. 

Accepting/Marking Tires as Received


Please note that it is very important for clients to mark orders as "Received" in the Supplier Orders report. Orders will automatically be marked as received after X amount of days based on what they input in the "Consider order received after" field but we still recommend having the client marking any orders as received the moment they are delivered. 

To manually mark an order as received, the client must navigate to the "Supplier Orders" report and set the view to "Tires View" where they can then select the checkbox(es) accordingly for the tires that were received and select from the 2 options in the dropdown towards the top. Those options would be Mark as Received (Full) and Mark as Received (Partial):