Replenishment Overview

What is Replenishment?

Replenishment is the process of ordering and receiving inventory from your suppliers to maintain adequate stock levels in your warehouse. The Replenishment module in ShipEdge Core allows you to create replenishment requests, track incoming shipments, and process merchandise receipt efficiently.

Each replenishment (also called Request or Purchase Order) represents an inventory shipment you expect to receive from a supplier or distribution center.

Common Use Case

When your inventory of a popular product is low, you create a Replenishment requesting 500 units from your supplier. Once the shipment arrives, you process it in the system to update your available inventory.

Why Use Replenishment?

Maintains Stock Levels

Ensure you always have sufficient inventory to complete customer orders without interruptions.

Tracks Incoming Shipments

Monitor all shipments in transit from suppliers with expected arrival dates and tracking numbers.

Processes Receipts Efficiently

Receive and verify incoming merchandise, automatically update inventory, and place products in warehouse locations.

Complete History

Maintain detailed records of all purchase orders, quantities requested vs received, and receipt dates.

Replenishment Statuses

A replenishment goes through several statuses during its lifecycle:

INCOMPLETE (Incomplete)

The replenishment has been created but information is not yet complete or all necessary SKUs have not been added.

IN-TRANSIT (In Transit)

The supplier has shipped the merchandise and it’s on its way to your warehouse. The shipment has not yet arrived at your facility.

PROCESSING (Processing)

The merchandise has been shipped and is being prepared for processing, or is currently being processed.

ARRIVED (Arrived)

The shipment has physically arrived at your warehouse and is ready to be received and processed in the system.

READY FOR YOUR REVIEW (Ready for Review)

The replenishment has been partially received and requires review before marking it as completely processed.

PARTIALLY PROCESSED (Partially Processed)

Some items from the replenishment have been received and processed, but others are still pending receipt.

PROCESSED (Processed)

All items from the replenishment have been completely received and inventory has been updated in the system.

ARCHIVED (Archived)

The replenishment has been archived and no longer appears in the main list of active replenishments.

View Replenishments List

1. Access the Replenishment Module

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

2. Review the Replenishments List

   The table shows all your replenishments with the following information:

   • N°: Sequential number in the list
   • RequestID: Unique replenishment ID
   • Supplier Name: Name of the supplier or inventory source
   • PO#: Purchase Order number
   • Tracking #: Shipment tracking number
   • Status: Current replenishment status
   • Date Request: Date when the replenishment was created
   • Expected Delivery Date: Expected arrival date

3. Use Filters and Search

   You can filter replenishments by:

   • Status
   • Dates (Date Request, Expected Delivery Date)
   • Supplier (Supplier Name)
   • PO or Tracking number

4. Sort Columns

   Click column headers to sort the list ascending or descending.

Create a New Replenishment

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

   On the replenishments list page, click the button or link to create a new replenishment.

2. Complete Basic Information

   In the creation form, enter:

   Supplier Name:

   • The name of the supplier or distributor from whom you expect to receive inventory

   PO# (Purchase Order Number):

   • Your purchase order number for internal reference
   • This field helps correlate with your purchasing systems

   BOE (Bill of Entry):

   • Customs declaration number (for international shipments)
   • Optional, used for import tracking

   BL# (Bill of Lading):

   • Bill of lading number
   • Used for international sea shipments

   Container# (Container Number):

   • Shipping container number
   • For containerized cargo shipments

   Tracking # (Tracking Number):

   • Carrier tracking number (FedEx, UPS, etc.)
   • Allows tracking the shipment in transit

   Comments:

   • Additional notes about the replenishment
   • Special instructions or relevant details

   Expected Delivery Date:

   • The date you expect the shipment to arrive
   • Format: YYYY-MM-DD (year-month-day)

3. Save the Replenishment

   Click Add or Save to create the replenishment.

   The system will create the replenishment with INCOMPLETE status.

4. Add SKUs to the Replenishment

   After saving, you’ll be redirected to the details page where you can add the SKUs you expect to receive.

Add SKUs to a Replenishment

Once the replenishment is created, you must specify which products and quantities you expect to receive.

1. Access Replenishment Details

   From the replenishments list, click the RequestID to open details.

2. Add SKUs Individually

   In the items section:

   • Enter or search for the product SKU
   • Specify the Quantity you expect to receive
   • The system will automatically display product information (description, weight, cost)

3. Review SKU Information

   For each SKU added, the system shows:

   • SKU: Product code
   • Description: Product description
   • Qty Expected: Expected quantity
   • Qty Received: Received quantity (initially 0)
   • Qty Remaining: Pending quantity to receive
   • Cost: Unit cost of the product
   • Weight: Product weight

4. Add Multiple SKUs

   Repeat the process for each product you expect in the shipment.

5. Save Changes

   SKUs are automatically added to the replenishment.

Bulk Import

If you have many SKUs to add, you can use the CSV import function to upload all items at once instead of entering them manually.

Update Replenishment Status

As your shipment progresses, update the status to reflect its current situation.

1. Locate the Replenishment

   Find the replenishment in the list you want to update.

2. Edit the Record

   Click the edit icon or the RequestID to access details.

3. Update the Appropriate Status

   Change the status as appropriate:

   • IN-TRANSIT: When the supplier confirms shipment
   • ARRIVED: When the shipment physically arrives at your warehouse
   • PROCESSING: When you begin receiving merchandise

4. Update Additional Information

   You can modify:

   • Expected delivery date
   • Tracking number
   • Comments

5. Save Changes

   Confirm updates so the system records the new status.

Receive Merchandise (Processing)

When the shipment arrives at your warehouse, you must process it in the system to update your inventory.

1. Open Replenishment in ARRIVED or PROCESSING Status

   Navigate to the replenishment that’s ready to receive.

2. Access Receipt View

   The system will show the list of expected SKUs with fields to enter received quantities.

3. Enter Received Quantities

   For each SKU:

   • Physically verify the received quantity
   • Enter the quantity in the Qty Received field
   • If the received quantity differs from expected, enter the actual quantity

4. Specify Warehouse Locations (Bins)

   For each received SKU:

   • Select or enter the Bin (location) where you’ll place the product
   • The system may suggest locations based on previous configurations
   • You can split a quantity across multiple bins if needed

5. Add Lot Information (Optional)

   If the product requires lot tracking:

   • Lot Number: Manufacturer lot number
   • Expiration Date: Expiration date (for perishable products)

6. Process Receipt

   Click Submit or Process to complete receipt.

7. Review Result

   The system:

   • Updates available inventory
   • Updates received quantities in the replenishment
   • Changes status to PROCESSED if everything was received
   • Changes to PARTIALLY PROCESSED if items are still pending receipt

Partially Processed Replenishment

If you don’t receive all expected merchandise at once, the system allows partial receipts.

When to Use Partial Receipts?

• Supplier ships the order in multiple deliveries
• Some units arrive damaged and cannot be received
• Backorders completed in separate shipments
• Inventory divided across multiple warehouses

How It Works

1. Receive units that arrived in the first delivery
2. The system marks the replenishment as PARTIALLY PROCESSED
3. Pending quantities remain recorded
4. When the rest arrives, process the second receipt
5. The replenishment is marked as PROCESSED when everything is complete

Review Replenishment History

1. Access the Replenishments List

   Navigate to the Replenishment module.

2. Filter by Status

   Use filters to view:

   • Active replenishments (IN-TRANSIT, PROCESSING, ARRIVED)
   • Completed replenishments (PROCESSED)
   • Archived replenishments (ARCHIVED)

3. Review Details

   Click any RequestID to see:

   • All included SKUs
   • Quantities requested vs received
   • Creation and processing dates
   • Warehouse locations where inventory was placed

4. Export Reports

   You can export the replenishments list to CSV for external analysis.

💡 Best Practices

Create Replenishments Proactively

Don’t wait until you run out of stock. Create replenishments when your inventory levels reach reorder point.

Use Consistent PO Numbers

Maintain a consistent numbering system for Purchase Orders. Facilitates search and cross-reference with accounting systems.

Update Statuses Regularly

Keep statuses updated (IN-TRANSIT → ARRIVED → PROCESSING → PROCESSED) to have accurate visibility of incoming inventory.

Verify Quantities Physically

Always physically count received merchandise before entering it into the system. Discrepancies should be documented in comments.

Specify Realistic Delivery Dates

Use accurate expected delivery dates. This helps plan warehouse operations and promise availability dates to customers.

Document Discrepancies

If the received quantity differs from expected, add comments explaining the reason (damaged product, backorder, supplier error).

Troubleshooting

I Can’t Create a Replenishment

Problem: When trying to create a replenishment, an error appears or it doesn’t save.

Solution:

1. Verify that you have permissions to create replenishments
2. Confirm that required fields are complete
3. Review date format (YYYY-MM-DD)
4. Make sure your account is active and not closed

SKUs Don’t Appear When Adding Them

Problem: When searching for SKUs to add to the replenishment, they don’t appear in the list.

Solution:

• Confirm that SKUs exist in your product catalog
• Verify that products are not marked as Discontinued
• Make sure products belong to the correct Distribution Center
• Review that you’re searching in the correct account

Inventory Doesn’t Update After Processing

Problem: After receiving a replenishment, available inventory doesn’t update.

Solution:

1. Verify that the replenishment is in PROCESSED status
2. Confirm that you entered quantities in “Qty Received” and not just “Qty Expected”
3. Review that you specified a valid Bin for inventory
4. Verify there are no processing errors in system logs
5. Refresh the inventory page (F5) to see changes

Status Stuck in INCOMPLETE

Problem: A replenishment remains in INCOMPLETE status and cannot be changed.

Solution:

• Make sure you’ve added at least one SKU to the replenishment
• Verify that all SKUs have quantities greater than zero
• Complete all required fields (Supplier Name, Expected Delivery Date)
• Try editing the replenishment and manually changing the status

Received Quantities Don’t Match Expected

Problem: The physically received quantity is different from the expected quantity in the replenishment.

Solution:

1. Enter the actual received quantity in “Qty Received”
2. Add comments explaining the discrepancy
3. The system will automatically calculate “Qty Remaining” (pending)
4. If it’s a backorder, create a new replenishment for the missing quantity
5. If there are damaged products, document the reason and contact the supplier

Error Specifying Bin Location

Problem: When trying to assign a bin during receipt, an error appears.

Solution:

• Verify that the Bin exists in your location system
• Confirm that the Bin is active and not blocked
• Make sure the Bin is valid for the product type
• If the Bin doesn’t exist, create it first in the Bin Management module

Important Considerations

Critical Data

• Processed replenishments cannot be deleted, only archived
• Received quantities immediately affect available inventory
• Changes to quantities after processing require inventory adjustments
• Archiving a replenishment hides it from the main view but doesn’t delete its history

• Non-Reversible Statuses: Once a replenishment is PROCESSED, it cannot return to previous statuses
• Real-Time Inventory: Receipts update inventory immediately
• Lot Tracking: Products with serial numbers or lots require additional information during receipt
• Multiple Distribution Centers: If you handle multiple DCs, the system can automatically split replenishments by location

Common Use Cases

1. Regular Replenishment of Popular Products

Create scheduled replenishments for high-turnover products:

• Monitor stock levels weekly
• Create replenishments when reaching reorder point
• Use sequential PO numbers for easy tracking

2. International Imports

For shipments from international suppliers:

• Complete BOE (Bill of Entry) and BL# (Bill of Lading)
• Specify Container# for container tracking
• Update Expected Delivery Date considering customs times
• Document import information in comments

3. Seasonal Products

Manage seasonal inventory in advance:

• Create replenishments 2-3 months before peak season
• Use expected delivery dates to plan storage
• Coordinate receipts to avoid warehouse overload

4. Customer Backorders

When products are out of stock and you have pending orders:

• Create replenishment with high priority
• Add comments indicating affected orders
• Update customers with expected delivery date
• Process the replenishment priority when it arrives

5. Inter-Warehouse Transfers

Use replenishments for internal transfers:

• Supplier Name: “Internal Transfer - Warehouse A”
• PO#: Internal transfer number
• Tracking: Internal shipment number
• Process as normal replenishment at destination warehouse

Related Pages

Next Steps:

• Creating Replenishment Requests - Detailed guide to create new replenishments
• Bulk Upload Inventory - Upload multiple SKUs in bulk via CSV
• Archived Replenishments - Access archived replenishments history

See Also:

• Product Management - Manage products you’ll receive in replenishments
• Distribution Centers - Configure your distribution centers
• ETA Management - Manage Expected Time of Arrival for shipments
• Suppliers - Manage your suppliers list

Complete Replenishment Flow

To better understand the complete process, here’s the typical flow:

1. Create → RequestID generated, Status: INCOMPLETE
2. Add SKUs → Specify products and expected quantities
3. Update to IN-TRANSIT → Supplier confirms shipment
4. Update to ARRIVED → Shipment physically arrives
5. Process Receipt → Count, verify, assign bins
6. PROCESSED Status → Inventory updated, process complete
7. Archive (Optional) → Move to history after time

This cycle keeps your inventory updated and provides complete visibility of product flow from supplier to your warehouse.