Updated: April 22, 2021 2:28pm

Sold, Received, On Order (SRO)

(Disclaimer: This feature is scheduled for release with Prism 2.0)

Introduction
The Prism SRO tool enables users to update sold, received, and on-order totals for inventory. Running SRO on a regular basis gives users the most up-to-date information, helping managers and other key personnel make better decisions about replenishing inventory and avoiding stockouts.
The SRO tool is meant to be run on a subset of the document history. When running SRO, the user selects a preset to use. The preset defines which document types (Receipts, Vouchers, and/or Purchase Orders) will be included in the analysis and a date range for each document type. Only documents created within the selected date range will be included in the analysis. For example, one preset can only include Receipts created today and can be used to update Sold Qty only. A different preset can include Purchase Orders created within the last seven days.
You can schedule SRO or run it immediately.

SRO Permissions
You can control employee access to the SRO tool using the following permissions:

Permission Description
Tech Toolkit - Configure SRO Analysis Allows user to edit SRO configuration.
Tech Toolkit - Run SRO Analysis Allows user to perform SRO analysis.


Run SRO
Navigate to Technician's Toolkit and log in. To navigate to Technician's Toolkit, append /TTK to the Prism server address:
http://myserver.myco.com/TTK
Once you are logged in, click Data Utilities on the top menu and then select SRO Tool.
Click the dropdown and load the desired preset. Alternatively, click New Preset to create a new preset.
When you load a preset, the Subsidiaries, Stores, Documents and Document ranges defined in the preset are entered on the new report. To select different individual stores, click the pencil icon next to "Select SBS/Store."
The documents selected as part of the preset are shown below the store selection.
SRO sample preset

Click the Save button. When you click the Save button, the Schedule and Run buttons become available.
Click the Run button.
SRO run button
 
The user will not see any indication that anything has happened; however, behind the SRO values are updated in the database. These values can be viewed in Inventory > Item Details on the Qty tab, or by viewing the database tables using a tool like PLSQL Developer.

SRO Tool User Interface

UI Element Description
Load Preset Select a predefined preset or click New Preset to create a new preset on the fly.
Preset Name Enter the name of the preset. Maximum 75 characters.
Select SBS/Store The SRO analysis can be limited to specific subsidiaries/stores. Click the pencil icon to display a list of available subsidiaries/stores.
Receipts Click the Receipts checkbox to include receipts in the analysis. Including Receipts in the analysis updates the SOLD_QTY value in the database.
Vouchers Click the Vouchers checkbox to include vouchers in the analysis. When you click the checkbox, the Date Range element becomes active, enabling you to define a date range for the analysis. Only purchase orders created within the date range will be included. Including vouchers in the analysis updates the RCVD_QTY value in the database.
PO on Order Click the checkbox to include purchase orders in the analysis.
Including purchase orders in the analysis updates the ON_ORDERED_QTY value in the database.
Date Range Define a date range for each document type. The analysis is limited to documents created within the specified date range.

Presets
Presets save users the time and trouble having to redefine criteria each time SRO is run. Each preset defines a group of document types and date ranges. For example, a preset can be defined to analyze all purchase orders created in the last 30 days. You can create as many presets as needed ahead of time or create a new preset on the fly when running SRO. When it comes time to run the report, simply select the desired preset. When a preset is selected, it repopulates the SRO fields with the preset's settings. SRO can only be run for a saved preset, so if creating a preset on the fly, you will have to save it first before you can run the tool. Users with the required permission can edit presets if needed.

  • Preset Name is a required field to give a name to the SRO analysis that is about to be created.
  • Dynamic date ranges must be used if the preset will be scheduled to run on a regular basis.

Document Types and Date Ranges
Each SRO process analyzes the document history for the document types and date ranges in the selected preset. The available document types are: Receipts, Vouchers, and Purchase Orders.
When you select the checkbox for a document type, the Date Range dropdown becomes available. By clicking the Date Range dropdown, you can select a dynamic date range or define a specific date range. Documents with a Created Date that falls within the Date Range will be included in the analysis. For purchase orders, you have the option of using the Order Date instead of the Created Date. By default, the Order Date on a PO is the same as the Created Date; however, it can be changed. For example, say a purchase order with an Order Date two weeks in the future is created and saved. Over the next two weeks, individual managers can edit the PO and add desired items. In this type of situation, using the Order Date can lead to more accurate results.

Dynamic Dates
Each SRO Date Range has two components:

  • Start point: The point from which the duration will start.
  • Duration: The Duration is relative to the Start Point.

When adding/editing a preset, you define a date range for each included document type. You can select a manual date range or select one of the predefined dynamic date options.

Examples

  • Four weeks starting five weeks ago: Four weeks' worth of data will be shown, starting five weeks previous. This means data for the current week is not included.
  • One week starting one week ago: Updates SRO by analyzing the last seven days' worth of documents. Note: This could also be achieved by select a Date Range of Seven Days starting Seven Days Ago.
  • Today: For example, run multiple times throughout the day to keep totals updated.
  • Yesterday: For example, run the SRO in the morning, and select Yesterday for the Dynamic Date.


Dynamic Date Range Options

Dynamic Date Range Option Description
n day(s), starting n days ago Duration of days starting X days ago.
n week(s), starting n weeks ago Duration of weeks starting X weeks ago
n month(s), starting n months ago Duration of months starting X months ago.
Today The word Today is inserted, and the date should be current date
Yesterday The word Yesterday is inserted, and date should be date prior to today
WTD (first of week to today) Date from the previous Sunday as the start date and only includes the dates to the current date. (make sure it does not include the whole week.)
MTD (first of month to today) Begins with the 1st day of the month and only include the dates up to the current date. (Make sure it does not include the whole month)
YTD (first of year to today) Begins with January 1st and only include dates up to current date. (make sure it does not include the whole months date unless current date is the EOM.)
N Days from n Includes the number of days specified starting with the date selected.


Viewing Sold Qty, Received Qty and On-Order Qty
After running SRO, the item's Sold Qty, On-Order Qty and Received Qty values are updated and can be viewed on the Qty tab in Inventory Item Details. The results can also be viewed in the following database tables: SBS_INVN_ITEM_QTY (SOLD_QTY, RCVD_QTY, ON_ORDERED_QTY) and DOCUMENT (SOLD_QTY)
Example
Before running SRO, the item shown below has an OH Qty of 100. The Sold Qty, Received Qty and On-Order fields are empty.
In the example, one unit is sold, and 10 units are ordered on a P). Next, the SRO tool is run. After running SRO, the Sold Qty and On-Order Qty values are updated. The order has not yet been received, so the Received Qty is blank.
After receiving the items on a voucher, the SRO utility is run again.  Now, the Received Qty and On-Order Qty values are updated.
Inventory Item Details - Qty tab showing Sold Qty, Received Qty, On-Order Qty:
viewing SRO in inventory
 
Scheduling SRO
After the user selects a Preset and saves the SRO record, the user can click the Schedule button to transfer the SRO record to the Scheduler module. In the Scheduler module of TTK, the user can finish editing the record by entering the Days the task is to be run, the frequency and any other required fields.
To schedule SRO, you must use dynamic date ranges, not specific dates.
After saving the SRO record, click the Schedule button.
SRO buttons 
The SRO run, identified by its named Preset, is sent to the Scheduler module.
Click the Scheduler tab to display the list of tasks.
Click the dropdown arrow on the right to display Scheduler settings for the scheduled preset.
Edit the settings as needed and save.

Viewing Scheduled Task Runs
Once the task has been scheduled, you can launch it from the list of scheduled tasks.
Navigate to the Scheduler area of TTK. A list is displayed of the tasks being run by Scheduler, including any defined presets.
In the list, click the preset you defined.
When you click the task, A UI for working with the task is displayed.
Scroll down to the buttons at the bottom of the task:
The Task Run History is displayed.
Click the ‘X' to close the dialog.

SRO task run history