Indent Scheduler Info:

Gofrugal HQ is a head office solution designed to manage and streamline various business operations, especially for retail chains. The Indent Scheduler Info refers to the Auto Indent Replenishment process within Gofrugal HQ, which automates stock reordering to maintain optimal inventory levels.   

Key Features and Concepts of Gofrugal HQ Indent Scheduler (Auto Indent Replenishment):

Automated Stock Replenishment:
The core function automatically generates reorder requests (indents) when stock levels fall below predefined minimum quantities, preventing stock-outs and ensuring shelves remain adequately stocked.

Two Main Processes:

• Direct to Warehouse: Indents are raised directly to the warehouse, and stock is dispatched to outlets based on these indents.

• Outlets to HQ: Outlets automatically send indents to HQ. HQ then creates purchase orders (POs) and assigns them to the warehouse for stock transfer to the outlets.

Manual Indent Option:
While automation is central, manual indents can be created for cases where automated processes are unsuitable, such as in sweets, bakery, or restaurant verticals handling production items.

Configuration Settings:
Setting up auto indent replenishment involves the following configurations:

• Enabling Auto Indent: Activate the auto indent feature in the system configuration.

• Defining Reorder Parameters: Configure at the item level:

• Reorder Type: Choose Auto for automated replenishment.

• Reorder Formula: Select formulas like Min and Max Qty Level to trigger reorder based on stock thresholds.

• Reorder Quantity: Specify the quantity to reorder.

• Daily Sales Quantity: The system uses historical sales data (ideally 3–4 months) to predict demand and optimize reordering.

• Warehouse Mapping: Associate outlets with specific warehouses or distribution centers (DCs) to ensure proper stock flow.

• Indent Generation based on Sales Quantity: Auto indents are triggered when an item's stock falls below the minimum quantity after a sale.

Inter Branch Indent Approval:
For multi-branch organizations, the system provides Inter Branch Indent Approval. This adds a security layer by requiring approval for inter-branch stock requests, preventing unauthorized movements. Configurable approval levels include Outlet-to-Outlet, Outlet-to-DC, or Both.

Stock Synchronization Scheduling:
HQ can schedule automatic synchronization of item and customer master data between HQ and outlets, ensuring consistency across the retail chain.

Benefits of Using Gofrugal HQ Indent Scheduler:

• Reduced Stock-outs: Automated replenishment minimizes the risk of stock running out, ensuring customer demand is met.

• Optimized Inventory Levels: By setting minimum and maximum stock levels and using sales data, inventory is maintained efficiently, reducing overstocking and associated costs.

• Streamlined Procurement: Automation simplifies and accelerates the procurement cycle.

• Improved Efficiency: Automation reduces manual monitoring and reorder creation, freeing staff for other tasks.

The following section explains how to configure the Indent Scheduler from Headquarters (HQ).

1. Navigate to BPM > Inventory Management Indent Schedule Info.

2. Click the Add button.

3. Select the required outlets from the Outlets list.

The Indent Schedule Info screen offers two schedule types: All Days and Days Specific.

To configure the Days Specific option:

1. Click the Days Specific option.

2. In the Days Specific tab, all days of the week are displayed.

3. Select the required day.

4. Set the times for Schedule 1, Schedule 2, and Schedule 3 by toggling the buttons as needed. Three schedules will generate indents three times at the specified times.

5. Click the Save button to complete the process.

The following is an example of a different day with its configured schedule.

To configure the All Days option:

1. Click the All Days tab.

2. Set the times for Schedule 1, Schedule 2, and Schedule 3 by toggling the buttons as required. The three schedules will generate indents at the specified times daily for the entire week.

3. Click the Save button to complete the process.

All Days applies to the entire week by default, whereas Days Specific applies only to the days selected by the user. 

The following section explains the configurations required to enable the Auto Indent process in the Branch Server POS.

For effective configuration, it is recommended to use the Centralized Tools Configuration, which allows management of all branches or groups of branches.. 

To configure the Auto Indent process:

1. Open HQ and navigate to Admin > Configuration > Centralized Tools Configuration.

2. Click the Add button.

3. Select Tools Configuration Group from the Group Type list.

4. Select Create a Normal Group from the Create Type list.
   Note: The other option is used to create a group based on an existing outlets configuration.

5. Enter the required group name in the Group Name box, then click the Create button.

After completing the operation, the message shown in the screenshot is displayed.

6. Click the newly created HQ group name.

7. In the top search bar, type "Auto Indent" and press Enter.

8. Select the Enable Auto Indent Schedule option from the list.
   Note: The other two options are also important. You can explore them and activate them based on customer requirements.

9. Select the checkbox, then click the Preview button.

10. Click the Save button to complete the process.
    Note: You can review the changes you made on this screen.

Once the changes are saved, a confirmation message similar to the screenshot below is displayed.

11. Click Send to Outlet or Send Selected Outlet to send the HQ Group to all outlets.

The following section explains how to activate the Reorder Formula for items manually.

1. Open HQ and navigate to MDM > Item Master Management > Item Master.

2. Click the Edit button to open the Reorder Settings page.

3. In the ReOrder Type column, two options are available: Manual and Auto. Manual refers to manual indents or purchase orders, while Auto refers to automatic indents or purchase orders.

4. In the ReOrder Formula column, choose from the following options: Min and Max Qty Level, Min and Max Qty Days, Daily Sales Qty, or None.

5. Enter the other details, such as Min Stock, Max Stock, Min Days, Max Days, and other relevant fields.  

6. Click the Save button to save the reorder details.

The following section explains the process of configuring or connecting warehouses to outlets.

DC setup is used when a business has one or more warehouses along with multiple outlets. This setup ensures that orders (indents) from outlets are directed to the correctly mapped warehouses. It is especially useful when multiple warehouses are located in the same or different cities. Proper DC setup is essential for the efficient functioning of the indent process.

1. Open HQ and navigate to Admin > Configuration > DC Setup.

2. Click the Distribution Center Name dropdown.

3. Select the required warehouse name. In this example, Triplicane A Godown is used.

4. The unmapped outlet list is displayed. Click the Map button to continue.

Note: After clicking the Map button, it changes to Mapped and turns green.

The screenshot below shows the Auto Indent Generator on the outlet servers. A small yellow monitor icon appears in the taskbar. In the Auto Indent Generator window, the dates and times for the last generation and the next synchronization are displayed.