Creating Replenishment Requests

What You’ll Learn in This Guide

This guide teaches you how to create new replenishment requests from scratch, including how to complete all required fields, add SKUs with specific quantities, and prepare the replenishment for future tracking and receipt.

Before You Start

Make sure you have your supplier information ready: supplier name, PO number, tracking (if available), and the list of SKUs with quantities you expect to receive.

Complete Creation Process

Creating a replenishment request involves two main phases:

1. Create the Request Header: General shipment information (supplier, PO#, tracking, dates)
2. Add SKUs: Specific products and quantities you expect to receive

Create the Request Header

1. Navigate to the Replenishment Module

   From the main menu, go to Inventory → Replenishment or New Request.

2. Click “Add to CUSTOM VIEW: New Request”

   On the replenishments list page, you’ll find a link or button to add a new request.

   Alternatively, you can click any visible Add button in the interface.

3. Complete the Basic Information Form

   A form will open with the following fields:

Form Fields

Supplier Name

Field: Supplier Name
Required: Recommended
Description: The name of the supplier or distributor from whom you’re ordering inventory.

Examples:

• “Acme Wholesale Inc.”
• “Global Distributors”
• “Local Manufacturer”

Best Practices:

• Use consistent names to facilitate future searches
• If it’s an internal transfer, use “Internal Transfer - [Warehouse Name]”
• For dropshippers, clearly specify the dropshipper name

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PO# (Purchase Order Number)

Field: PO#
Required: Highly recommended
Description: Your internal purchase order number to track this request.

Examples:

• “PO-2024-001234”
• “20240115-ACME-001”
• “WH1-2024-Q1-0056”

Best Practices:

• Use a consistent numbering system
• Include year and month to facilitate filing
• Correlate with your purchasing or accounting system
• This number helps you track payments and invoices

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BOE (Bill of Entry)

Field: BOE
Required: No (Only for international imports)
Description: Customs declaration number for shipments crossing international borders.

When to Use:

• Imports from other countries
• Shipments passing through customs
• Required for import compliance

Common Format:

• Varies by country and customs
• Example: “BOE-2024-MX-12345”

Note: If you’re not importing from another country, you can leave this field empty.

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BL# (Bill of Lading Number)

Field: BL#
Required: No (Only for sea shipments)
Description: Bill of lading number for sea shipments or cargo transport.

When to Use:

• Sea shipments (ship)
• Containerized cargo transport
• Large international imports

Examples:

• “BL-MAEU123456789”
• “MSC-2024-0001234”

Note: For standard air or ground shipments, use Tracking# instead.

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Container# (Container Number)

Field: Container#
Required: No (Only for cargo containers)
Description: Shipping container number if your merchandise travels in a specific container.

Common Format:

• 4 letters + 7 numbers
• Example: “ABCD1234567”

When to Use:

• Sea container shipments (20’, 40’, 40’HC)
• Large bulk imports
• When supplier provides container number

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Tracking # (Tracking Number)

Field: Tracking #
Required: Recommended
Description: Carrier tracking number to follow the shipment in transit.

Common Carriers:

• FedEx: “123456789012” (12 digits)
• UPS: “1Z999AA10123456784” (1Z format)
• USPS: “9400 1000 0000 0000 0000 00”
• DHL: “1234567890”

Best Practices:

• Add tracking as soon as supplier provides it
• You can update this field later if you don’t have it yet
• Use tracking to monitor shipment status
• Some systems allow automatic tracking if you enter the number

Note: If you’re creating the replenishment before the supplier ships, you can leave it empty and update later.

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Comments

Field: Comments
Required: No
Description: Additional notes, special instructions, or relevant information about this replenishment.

Usage Examples:

• “Fragile product - handle with care”
• “Scheduled delivery for Tuesday AM reception”
• “Includes 3 pallets of heavy merchandise”
• “Contact Juan at reception upon arrival”
• “Backorder for customer #12345 - high priority”

Best Practices:

• Be specific and concise
• Include special reception instructions
• Mention if there are customer orders waiting for this inventory
• Document any unusual situations

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Expected Delivery Date

Field: Expected Delivery Date
Required: Recommended
Format: YYYY-MM-DD (Year-Month-Day)

Description: The date you expect the shipment to arrive at your warehouse.

Examples:

• “2024-03-15” (March 15, 2024)
• “2024-12-01” (December 1, 2024)

Best Practices:

• Use the estimated date provided by supplier
• Be conservative - better early than late
• Update this date if supplier provides more accurate information
• This date helps plan warehouse reception resources

Validation:

• System only accepts YYYY-MM-DD format
• Must be a future date (cannot be in the past)

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Save the Request Header

1. Review All Information

   Before saving, verify that:

   • Supplier name is correct
   • PO number is recorded
   • Expected delivery date is realistic
   • Any available tracking information is included

2. Click the “Add” Button

   At the bottom of the form, you’ll find an Add or Save button.

3. System Creates the Replenishment

   The system:

   • Automatically generates a unique RequestID
   • Assigns initial status INCOMPLETE
   • Records creation date
   • Associates replenishment with your account

4. You’ll Be Redirected to Add SKUs

   After saving, the system will automatically take you to the page to add products to the replenishment.

INCOMPLETE Status

The replenishment will remain in INCOMPLETE status until you add at least one SKU and manually change the status. This allows you to work on the replenishment across multiple sessions.

Add SKUs to the Replenishment

Once the request header is created, the next step is to specify which products you expect to receive.

1. Access the Request Detail Page

   If you were automatically redirected, you’re already on this page.

   If you need to return:

   • Go to the replenishments list
   • Click the RequestID of the replenishment you want to edit
   • The system will open the details view

2. Locate the Add SKUs Section

   Look for a table or form with fields to enter SKUs.

   Typically you’ll see columns like:

   • SKU (product code)
   • Description
   • Quantity (expected quantity)
   • Cost (unit cost)
   • Weight

3. Enter the First SKU

   Option A: Search for SKU

   • Start typing the SKU code
   • System may show autocomplete suggestions
   • Select the correct SKU from the list

   Option B: Enter Manually

   • Type the exact SKU code
   • Press Tab or Enter to validate
   • System will automatically load product information

4. System Loads Product Information

   When you select a valid SKU, the system automatically completes:

   • Description: Product description from catalog
   • Cost: Product unit cost
   • Weight: Product weight
   • UPC: Barcode (if available)

5. Specify Expected Quantity

   Field: Quantity or Qty Expected
   Format: Positive integer

   Enter how many units of this SKU you expect to receive from the supplier.

   Examples:

   • For small order: “50”
   • For standard replenishment: “500”
   • For bulk order: “5000”

   Validation:

   • Must be greater than 0
   • Only whole numbers (no decimals)

6. Add SKU to Replenishment

   Click the Add, Insert button or press Enter.

   The SKU will appear in the replenishment items table.

7. Repeat for All SKUs

   Continue adding all products you expect in this shipment:

   • One SKU at a time
   • Verify quantity of each
   • Review that description matches the correct product

8. Review Complete List

   Once all SKUs are added, review the complete table:

   • Total items: Did you add all products?
   • Quantities: Are they correct?
   • SKUs: Are they the correct products?
   • Total cost: Does it look reasonable?

Detailed SKU Fields

When you add a SKU, the system displays several information fields:

SKU (Product Code)

• Unique product identifier
• Must exist in your product catalog
• Case-sensitive in some systems

Description

• Automatically loaded from catalog
• Not editable (edit in product catalog if you need to change it)
• Helps verify you selected the correct product

Qty Expected (Expected Quantity)

• How many units you expect to receive from supplier
• Required field
• Must be greater than 0

Cost (Unit Cost)

• Automatically loaded from catalog
• Used to calculate total inventory value
• Used for replenishment cost reports

Weight

• Automatically loaded from catalog
• Useful for planning warehouse space
• Used to calculate total shipment weight

Qty Received (Received Quantity)

• Initially 0 (zero)
• Updated during receipt process
• Not edited when creating replenishment

Qty Remaining (Pending Quantity)

• Automatically calculated: Qty Expected - Qty Received
• Shows how many units still need to be received
• Useful for partial receipts

Add Multiple SKUs Quickly

If you have many SKUs to add, there are some techniques to make it more efficient:

Method 1: Add one by one

1. Enter SKU and quantity
2. Press Enter or Tab to add
3. Cursor returns to SKU field
4. Repeat for next product

Advantages:

• Simple and straightforward
• Easy to verify each item
• Ideal for 5-10 SKUs

Disadvantages:

• Slow for many SKUs
• Prone to typing errors

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Method 2: Import from Catalog

Some replenishments allow importing SKUs directly from catalog views:

1. Navigate to your product catalog
2. Filter products that need replenishment
3. Select products using checkboxes
4. Use option “Create Replenishment from Selected”
5. System creates replenishment with all selected SKUs

Advantages:

• Very fast for multiple SKUs
• Reduces typing errors
• Can see current inventory while selecting

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Method 3: Bulk Upload via CSV

For very large lists, use the bulk import function:

1. Create replenishment header first
2. Prepare a CSV file with columns: SKU, Quantity
3. Use “Bulk Upload” or “Upload Inventory” function
4. Select your CSV file
5. System validates and imports all SKUs

Advantages:

• Ideal for 50+ SKUs
• Can prepare list in Excel
• Very fast once file is prepared

Disadvantages:

• Requires CSV file preparation
• Errors in CSV affect entire import

Import Tip

For CSV import, see the Bulk Upload Inventory documentation for complete details on file format and process.

Validate SKUs Before Adding

Before adding a SKU to the replenishment, the system validates:

✅ SKU Exists in Catalog

• SKU must be registered in your product catalog
• If SKU doesn’t exist, you’ll receive an error
• Must create the product first before adding it to replenishment

✅ SKU Is Not Discontinued

• Products marked as “Discontinued” generally cannot be added
• If you need to replenish a discontinued product, reactivate it first

✅ SKU Belongs to Correct Distribution Center

• If you handle multiple DCs, SKU must belong to the replenishment’s DC
• System may automatically filter SKUs by DC

✅ Quantity Is Valid

• Must be a positive integer
• Greater than 0
• Some systems have maximum limits per order

✅ No Duplicates

• Cannot add the same SKU twice to the same replenishment
• If you need to adjust quantity, edit the existing item

Edit or Delete SKUs

If you made an error adding a SKU, you can correct it:

Edit Quantity

1. Locate SKU in items table
2. Click quantity field
3. Enter new quantity
4. Press Enter or click update
5. System automatically recalculates totals

Delete SKU

1. Locate SKU you want to delete
2. Click Delete button or delete icon (❌)
3. Confirm deletion if prompted
4. SKU is removed from list

Careful When Deleting

Once you delete a SKU from the replenishment, it cannot be easily undone. You’ll need to add it again if it was an error.

Finalize Replenishment Creation

Once you’ve added all SKUs:

1. Review Complete Information

   Verify:

   • ✅ All SKUs are included
   • ✅ Quantities are correct
   • ✅ Supplier information is accurate
   • ✅ Expected delivery date is reasonable

2. Update Status (Optional)

   If supplier has already confirmed and shipped the order:

   • Change status from INCOMPLETE to IN-TRANSIT
   • This indicates shipment is on its way

   If still coordinating with supplier:

   • Leave in INCOMPLETE until they confirm shipment
   • You can update status later

3. Save All Changes

   Make sure all changes are saved:

   • Added SKUs appear in list
   • Quantities saved correctly
   • Status updated if you changed it

4. Note the Request ID

   System generates a unique RequestID (example: “12345”).

   Save this number for:

   • Tracking the replenishment
   • Communicating with supplier
   • Finding the replenishment later
   • Coordinating receipt with warehouse team

5. Notify Receipt Team (Optional)

   If it’s an important shipment:

   • Inform warehouse team about incoming shipment
   • Provide RequestID
   • Indicate expected arrival date
   • Mention any special instructions from comments

💡 Best Practices

Prepare List in Advance

Before creating the replenishment, have complete information ready: list of SKUs with quantities, supplier information, and estimated dates.

Use Consistent PO Numbers

Develop a standard numbering system for POs. Example: “PO-[Year]-[Month]-[Sequential]” like “PO-2024-03-0001”.

Verify SKUs Before Adding

Before adding a SKU, verify the code is exact. A typo can cause you to add the wrong product.

Document Special Situations

Use the comments field for important notes: fragile products, scheduled deliveries, customer backorders, etc.

Update Tracking Immediately

When supplier provides tracking number, update it in the replenishment immediately. Facilitates shipment monitoring.

Review Before Finalizing

Before marking as IN-TRANSIT, review all information one last time. Easier to correct now than later.

Troubleshooting

SKU Doesn’t Appear in Search

Problem: When trying to add a SKU, it doesn’t appear in the search list.

Solutions:

1. Verify SKU exists in your product catalog
2. Check exact name - SKUs are case-sensitive in some systems
3. Confirm it’s not discontinued - discontinued products may be hidden
4. Verify Distribution Center - if handling multiple DCs, make sure to search in the correct one
5. Create product first if it doesn’t exist in catalog yet

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Error: “Quantity Must Be Greater Than 0”

Problem: When trying to add a SKU, an error appears about quantity.

Solutions:

• Enter a positive integer (1, 50, 500, etc.)
• Don’t use decimals (use “100” not “100.5”)
• Don’t leave field empty
• Don’t enter 0 (zero) as quantity

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I Can’t Save the Replenishment

Problem: When clicking “Add” or “Save”, an error appears or it doesn’t save.

Solutions:

1. Check expected delivery date - must be in correct format (YYYY-MM-DD)
2. Complete required fields - some systems require Supplier Name and Expected Date
3. Verify date - cannot be in the past
4. Check permissions - confirm you have authorization to create replenishments
5. Try refreshing page - sometimes there are session issues

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SKU Was Added Twice

Problem: Accidentally added the same SKU twice to the replenishment.

Solutions:

• Delete duplicate: Use delete button on one of the records
• Adjust quantities: If you wanted more quantity, edit quantity of correct item and delete duplicate
• Contact support: If you can’t delete, may need administrator help

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Validation Error When Adding SKU

Problem: System rejects SKU with a generic error message.

Possible Solutions:

1. SKU already exists in this replenishment - review list, may have already added it
2. SKU belongs to another DC - verify Distribution Center
3. Product doesn’t have cost defined - update product in catalog with a cost
4. Product doesn’t have weight defined - some systems require weight defined
5. Permission error - confirm you can add this type of product

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I Can’t Edit a Replenishment After Creating It

Problem: Need to change information but fields are locked.

Solutions:

• Check status: Some statuses (PROCESSED, ARCHIVED) don’t allow editing
• Use correct function: Look for “Edit” button before making changes
• Insufficient permissions: May need administrator role to edit replenishments
• Contact administrator: If urgent, administrator can unlock or make changes

Step-by-Step Use Cases

Case 1: Standard Replenishment from Regular Supplier

Scenario: Need to replenish 10 popular products from your usual supplier.

1. Navigate to Replenishment and click “Add”
2. Complete:
   • Supplier Name: “Acme Wholesale”
   • PO#: “PO-2024-03-0045”
   • Expected Delivery Date: 7 days from today
3. Save replenishment
4. Add the 10 SKUs one by one with their quantities
5. Review that all are correct
6. Leave in INCOMPLETE status until supplier confirms shipment
7. When confirmed, update:
   • Tracking#: (number provided by supplier)
   • Status: IN-TRANSIT

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Case 2: International Import with Container

Scenario: Large import order from manufacturer in Asia.

1. Create replenishment with all shipment information:
   • Supplier Name: “Asia Manufacturing Co.”
   • PO#: “PO-2024-Q1-ASIA-001”
   • BOE: (customs declaration number)
   • BL#: (sea bill of lading)
   • Container#: “MSCU1234567”
   • Expected Delivery Date: 45 days from today
   • Comments: “40’HC Container - Requires deconsolidation”
2. Add all SKUs (can use bulk upload if many)
3. Mark as IN-TRANSIT
4. Update expected date when you have more accurate sea tracking information

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Case 3: Internal Transfer Between Warehouses

Scenario: Inventory transfer from warehouse A to warehouse B.

1. Create replenishment:
   • Supplier Name: “Internal Transfer - Warehouse A”
   • PO#: “XFER-2024-WH-A-to-B-012”
   • Tracking#: (internal shipment number or carrier)
   • Expected Delivery Date: (date coordinated between warehouses)
   • Comments: “Internal transfer - coordinate with John at WH-A”
2. Add SKUs being transferred
3. Status IN-TRANSIT when leaving warehouse A
4. Status ARRIVED when arriving at warehouse B
5. Process receipt normally

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Case 4: Urgent Backorder for Customer

Scenario: VIP customer waiting for out-of-stock product - priority order from supplier.

1. Create replenishment:
   • Supplier Name: “Priority Supplier”
   • PO#: “PO-2024-URGENT-001”
   • Comments: “URGENT - Backorder Customer #VIP-12345 - Priority Process upon arrival”
   • Expected Delivery Date: (earliest possible date)
2. Add only SKUs needed for backorder
3. Coordinate express shipment with supplier
4. Update tracking immediately
5. Notify warehouse team about priority arrival
6. Process this replenishment first upon arrival

Related Pages

Next Steps:

• Replenishment Overview - Understand the complete replenishment flow
• Bulk Upload Inventory - Upload multiple SKUs in bulk via CSV

See Also:

• Product Management - Manage products before adding them to replenishments
• Suppliers - Configure your suppliers list
• Distribution Centers - Manage multiple distribution centers
• ETA Management - Configure Expected Time of Arrival for shipments

Complete Process:

1. Create Replenishment ← You are here
2. Update to IN-TRANSIT → See Replenishment Overview
3. Receive Merchandise → WMS receipt documentation (coming soon)
4. Archive → See Archived Replenishments