Auto Indent  

Purpose :  

Indent is also referred to as a “Demand” or “Request.” It is a process through which a branch raises its stock requirements to the main branch (Head Office).

Indents can be created in two ways:

1) Auto Indent  

Auto Indent automatically generates indent requests for items whose available stock falls below the Minimum Stock level defined in the Item Property settings.
This method is especially useful for companies handling a large number of items, as it reduces manual effort.

2) Manual Indent  

Manual Indent allows users to manually specify the required indent quantity for each item based on the company’s requirements.
This method provides better control over the quantity requested for individual items.

 Auto Indent Process  

Auto Indent helps automatically generate indents for items whose stock falls below the defined minimum level.

Process Overview  

• Specify the Minimum and Maximum stock quantity for items

• Select the Headquarter branch to generate the Auto Indent

• Load the generated indent in the Purchase Order or Stock Transfer Out screen

Step 1: Set Minimum and Maximum Quantity for Items

1. Navigate to Master → Item → Item Property Settings

2. Select the Branch Name for which you want to define the minimum and maximum stock levels.

3. The list of items available in the selected branch will be displayed.]

4. Enter the Minimum Quantity and Maximum Quantity for each item.

5. Click F6 Save after updating the values.

Step 2: Generate Auto Indent  

1. Navigate to Purchase → More → Auto Indent

2. Select the Branch from which the indent needs to be generated.

3. Click Search Indent.

The system will display all items eligible for indent generation.
Based on the Minimum Quantity, Current Stock, and Maximum Quantity, the system automatically calculates the indent quantity.

Note: The Reorder Quantity is editable and can be modified as per requirement.

Example:  

If an item has:

• Current Stock = 1

• Minimum Quantity = 2

• Maximum Quantity = 10

Indent Quantity = Maximum Quantity – Current Stock
= 10 – 1 = 9

4. Click Generate All to send the indent to the Headquarter.

Now the indent will be generated successfully.

Step 3: Processing the Indent at Headquarter  

Once the Headquarter receives the indent, it can be processed in two ways:

A) Raise Stock Transfer Out (When stock is available at HO)  

1. Navigate to Sales → More → Transfer Out

2. Select the Headquarter Branch as the From Branch and the indent-raising branch as the To Branch.

3. Press Shift + F5 to load the indents submitted to the Headquarter.

4. Select the required indent.

The quantity displayed will be based on the stock available at the Headquarter.

5. Click Save to transfer the stock to the branch.

B) Raise Purchase Order to Supplier (When stock is not available at HO)  

1. Navigate to Purchase → Purchase Order

2. Press Shift + F3 to load the indents submitted to the Headquarter.

3. Select one or more indents (multiple indents can be combined into a single Purchase Order).

4. Make the required changes and click Save to place the purchase order with the supplier.

Note  

After the Purchase Order is converted into a Purchase Invoice, the following steps must be completed:

• Perform Stock Transfer Out from the Headquarter

• Complete Stock Transfer In at the branch

(Refer to Steps 1–4 under Raise Stock Transfer Out (HO))

Reports  

To check the indent status and view additional details:

1. Navigate to Reports → Inventory → Stock Replenishment → Indent Summary Report

2. Filter by Indent Date and Location

3. Click Apply

Steps to verify indent cut off time configuration in Auto Indent Screen:-

Pre-requisite - To know how to configure indent cut off time refer help doc - https://community.gofrugal.com/portal/en/kb/articles/indent-cut-off-configuration

1. At the time of raising indent in Auto Indent Screen(when Indent cut off time validation on Item Sku type configuration is disabled), the time is displayed and time based validation happens whether to allow to raise indent or not.

2. At the time of raising indent in Auto Indent Screen(when Indent cut off time validation on Item Sku type configuration is enabled), the item sku type filter will appear in screen and specific sku type items will alone be loaded against the location, the time is displayed and time based validation happens whether to allow to raise indent or not.

3. If incase the current time exceeds the cut off time then at the time of creating indent it will show corresponding error message.

FAQ :

1) To map the branch headquarters

The branch from which the indent is to be generated should be mapped the headquarter as the main branch from where stock is transferred from. For accomplishing this, follow the below steps :

• Go to Master -> Branch -> Branch

•  Click on the edit icon across the branch which you want to map the headquarter.  

•   In the General section, Map the headquarter as the main branch or the branch from which the stock will be transferred.  

2) What will be the default Headquarter for the headquarter branch?

 By default, Once the Main branch is created, the headquarter will be mapped to itself. It should not be changed or modified. If modified once, it cannot be mapped to itself again.

3) To update the minimum and maximum quantity in bulk?

 To update the item minimum and maximum Quantity in Bulk, it can be done via "Locationwise Item update migration."

• Go to Tools -> Master migration -> sheet generation

• Select the master as "Locationwise Item update " and click on load config

• Check the min qty and max qty and add it to the sheet. After making the necessary changes

• Click on Save button and download CSV.

•  An excel sheet will be downloaded. Fill up the minimum and maximum quantity for each item and update.

•  In the Master migration, Go to upload sheet. Select the master and upload the excel file. The sheet will be uploaded successfully if it is specified as per the defined format.

•  If not, it will throw error which can be corrected by uploading the sheet in upload status. Select the master as "Locationwise item update" and the sheet will be loaded along with the incorrect records. Correct the errors and save the sheet to upload and update successfully.

4) An item has minimum quantity as 2, and the current stock for the item is 1. Yet it is now showing while loading the indent in auto indent screen. Why?

If the item is present in transit, that is, already some purchase order or invoice is pending for the particular item, then it won't show while generating indent.

5) How will the indent quantity be calculated automatically?

The minimum and maximum quantity need to be set for item. Once the stock reaches the minimum quantity, it will be applicable for raising stock request. The headquarters should know how much stock limit should be sent to the branch. This will be calculated based on maximum quantity.

For Example :

If an item has stock 1, min quantity as 2 and max quantity as 10, then indent will be calculated as Max quantity - current stock. i.e. 10- 1 = 9 will be the indent quantity. 

6) Where can we check Indent Report ?

We can check in Indent summary report under Reports module. If you want to check the status, then navigate to Navigate to Reports → Inventory → Stock Replenishment → Indent based on replenishment.