The automated MICROS Retail OSCAR POS Order System

Apart from the internal and the "manual" order (= incoming goods), the MICROS Retail OSCAR POS application offers the following options for the automated order system:

• Automated order suggestion According to the Quantity in Stock
• Automated order suggestion According to the Item Turnover (= dependent on the sales).

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Order Suggestion according to the Quantity in Stock

In the following, the functionality of the automated order suggestion according to the quantity in stock will be described:

At first, the automated order procedure will be described in general. The description serves the quick orientation. You will be informed about which programs are directly related to the order system and in which successive order programs have to be run.

In a second step, the Requirements that have to be met to run the automated order system will be listed. Also the Parameters will be described (which do not have to be activated but have effects on the order system if activated). Further on, you will find a Procedure described in Detail.

General Description

• In the following programs, parameters have to be configured without which the order system could not be automated:
• Program Item
• Program Stock Item
• Program Operator
• Program Supplier
• Via the button Pre order create list in the program Stock Item, the system determines the items to be ordered.
• From the order suggestion, the system determines the prepared order in which all items, incl. the order data (item quantity, costs), are listed, sorted by stock locations.
• The confirmed prepared order will automatically become an Order sorted by suppliers. As soon as you have confirmed the order via the confirmation button in the toolbar, it is complete.
• The order data can be used as the basis for the Delivery.

Requirements/Parameter Settings

• Program Item:
• The item has to be a stock item,
• the item has to be assigned to a stock type,
• the order type has to be defined,
• the person who orders has to be authorised.
• Program Stock Item:
• The item must have been configured with a stock number.
• Minimum and maximum must have been entered (Parameter Order Type in the program Item)
• Program Operator:
• The operator must be authorised for the terminal at which they make the order.
• A maximum order value can be defined for the operator.
• The recorded authorisation has to be the same as in the program Item.
• Program Supplier Item:
• In this program, a minimum order quantity determined by the supplier can be defined.

Detailed Description of the automated MICROS Retail OSCAR POS Order System

Program Stock Item

• Go to Application -> Stock -> Stock Item. Please note that with a call-up of the stock items from the program Item, there might have been a selection already and that therefore, not all “order-worthy” items are listed.
• Clear the screen mask.
• Search for all items of all stock locations via the Search button. You can also enter the stock and/ or supplier number to limit the selection to the required areas. In this case, too, the search is to be “completed” by clicking on the Search button.
• Click on the button Pre order create list. The system determines the order quantity according to the quantity in stock and the minimum quantity entered in the item maintenance.
• A sub-window with the fields Company, Branch, Stock Location and From/ To Item will be opened. A selection in this screen mask is not possible. Only the field Text can be edited. Enter a text to describe the automated order. If there is already an automated order, you can add the currently found items to the prepared order by activating the option Append.
• Click on the button "Screen" and "Printer". By this, you create the order suggestion, i.e. an order list will be generated. The order suggestions will be determined per supplier. Every list receives its own Order note number. After the printer button has been clicked on, a suggestion list with item no., stock location and item quantity will be printed via the output medium activated in Parameters -> Printer dialog.
• The screen mask will change to the page Pre Order.

Program Pre Order

• The change from Stock Item to Pre Order takes place automatically. All currently generated prepared orders will be displayed. If you would like an overview of all lists, you have to go to Application-> Supplier -> Pre Order.
• The system will determine a prepared order for every stock location. Every prepared order receives its own order note number. In this window, the option Search Status is still “Not confirmed”.
• Clear the screen mask.
• Search for all prepared orders (Search button).
• Select the required order via a mouse click.

• If you would like to make any changes to this order, click on the button Pre Order Items. A sub-window will open in which all found items are listed. Apart from the direct item data, the determined item quantity, the value etc. are displayed here. All items of a prepared order are assigned to one supplier. You can delete single items by clicking on the button Delete (the item has to be highlighted). However, you can also change the item quantities or add further items to the order via the button Insert. The important thing is that you save all changes in the main screen mask.
• The  button is particularly important. Changes are possible as long as the prepared order has not been confirmed in the main screen mask.
• As soon as you have clicked on the  button,
• the option Search Status will be activated ("Confirmed"),
• from the prepared order, an individual order will be created for every supplier,
• every order will be supplied with its own order note number.
• The MICROS Retail OSCAR POS application will automatically open the window Order.

Program Order

• This window is opened either directly via the confirmation of the prepared order or via Application -> Supplier.
• All generated orders are listed here.
• Select the required order via a mouse click.

• Just as with the prepared order, you can open another sub-window via the button Pre order create list to make changes to single positions. All changes have to be saved.
• After you have confirmed the order in the main screen mask via the  button,
• no more changes will be possible,
• the option Search Status will be activated ("Confirmed").
• The order is complete.
• In addition, a supplier-related order note will be printed via the output medium activated in Parameters -> Printer dialog.
• You can delete a confirmed order (which is the basis of a delivery) only after the option Close Order in the program Delivery has been activated and the delivery itself has been deleted.
• Via the button Create Delivery, order data will become delivery data which can still be edited, though. At the same time, the program Delivery will be opened. Please note that this button can only be used after the order has been confirmed.
  Note:
  If a delivery is incomplete, you can close the delivery and create another one via Create Delivery. In this new delivery, only the missing goods will be listed. You can create a delivery until all ordered items have actually arrived and the order has not been characterized as closed.

Program Delivery

• There are various different ways of entering the program Delivery.
• Either you call it up via Application-> Supplier,
• or you enter it from the screen page Order,
• or you convert order data into delivery data via the button Create Delivery and enter the program automatically.
• The MICROS Retail OSCAR POS application generates an internal delivery note number automatically.
• Enter the numbers of the branch and the stock location to be supplied.
• If the quantity of the arrived items does not correspond to the ordered quantity, you can open a window with a list of the delivered (=ordered) items via the button Delivery position. Make the necessary changes here, too. Remember that they have to be saved in the main screen mask. Compare also the Note on incomplete deliveries.

• After you have confirmed the delivery in the main screen mask via the  button,
• the option Search Status will be activated ("Confirmed"),
• items will be assigned to the stock location,
• The quantity in stock will be updated.
• Changes will be impossible now. The option Close Order cannot be activated or deactivated anymore.
• The delivery is complete.
• Via the option Close Order, the system is informed that the order is complete. Incompletely delivered orders can be closed here, too.
  Note:
  If you do not mark the order as closed, you can call it up again later – when the missing goods are delivered – and click on Create Delivery again to create a new delivery. This new delivery will then be assigned a new internal delivery note number.

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MICROS Retail Deutschland GmbH
Salzufer 8
D-10587 Berlin

Germany