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Archived Replenishments

Archived Replenishments shows all completed and archived replenishment requests. Review receiving history, verify what was received, track processing dates, and see payment status. This is your historical record of all inventory that has been received and processed.

Why Use Archived Replenishments?

Section titled “Why Use Archived Replenishments?”

Complete History

Access all completed replenishment requests without time limits. Perfect for audits and historical analysis.

Receiving Verification

Review exactly what was received in past shipments. Verify SKUs, quantities, and processing dates.

Payment Tracking

See payment status for completed replenishments. Track which shipments have been paid to suppliers.

Performance Analysis

Analyze receiving performance over time. See processing dates, arrival dates, and completion times.

Advanced Search

Filter by Request ID, PO number, account, supplier, dates, and status to find specific archived requests.

Data Export

Export archived replenishment data to CSV for reporting, analysis, or integration with accounting systems.

Understanding Archived Status

Section titled “Understanding Archived Status”

Archived replenishments can have different statuses:

StatusStatus CodeDescription
PROCESSED11All inventory was received and processed completely. Everything arrived as expected.
SUBMITTED80Receiving is complete and submitted for review. Ready for final processing.
PARTIALLY PROCESSED81Some items were received but not everything. Replenishment was closed with partial receipt.
ARCHIVED85Replenishment has been archived and marked as paid to the supplier.

Viewing Archived Replenishments

Section titled “Viewing Archived Replenishments”

  1. Navigate to Archived Replenishments

    Go to Inventory → Archived Replenishments or access /replenishment_archived_whlist.php directly.

  2. Review the List

    The table shows all archived replenishment requests with:

    • Request ID - Click to view full details
    • PO# - Purchase Order number
    • Account - OMS account ID
    • Supplier - Supplier name
    • Status - Current archived status (PROCESSED, SUBMITTED, PARTIALLY PROCESSED, ARCHIVED)
    • Comments - Notes about the request
    • Sync API - Whether API sync was enabled
    • Date request - When the request was created
    • Expected arrival - Expected delivery date
    • Date arrived - Actual arrival date
    • Date submitted - When receiving was completed

  3. Filter Archived Requests

    Use search and filter options to find specific requests:

    • Filter by status
    • Filter by account
    • Filter by date range
    • Search by PO number or Request ID

  4. Sort Columns

    Click column headers to sort by that field. Click again to reverse the sort order.

Viewing Archived Request Details

Section titled “Viewing Archived Request Details”

  1. Click on a Request ID

    Click the Request ID to open the detail view in a new page.

  2. Review Complete Information

    The detail view shows:

    • Complete request information
    • All SKUs in the request
    • Quantities requested vs received
    • Bin assignments
    • Processing dates
    • Comments and notes

  3. Verify Receiving

    Check that all items were received correctly:

    • Compare requested vs received quantities
    • Verify bin assignments
    • Review processing dates
    • Check for any discrepancies

Understanding Status Types

Section titled “Understanding Status Types”

PROCESSED (Status 11)

Section titled “PROCESSED (Status 11)”

What it means:

  • All inventory was received completely
  • All items were processed and put in bins
  • Quantities received match quantities requested
  • Replenishment completed successfully

When you see this:

  • Everything arrived as expected
  • Receiving process completed without issues
  • Inventory updated in the system

SUBMITTED (Status 80)

Section titled “SUBMITTED (Status 80)”

What it means:

  • Receiving is complete
  • Request submitted for final review
  • Ready for archiving or payment processing

When you see this:

  • Receiving finished but not yet finalized
  • May need review before marking as paid
  • Transitional status before PROCESSED

PARTIALLY PROCESSED (Status 81)

Section titled “PARTIALLY PROCESSED (Status 81)”

What it means:

  • Some items were received but not everything
  • Replenishment was closed with partial receipt
  • Missing items may need to be reordered

When you see this:

  • Partial shipment received
  • Supplier didn’t send everything
  • Replenishment closed but incomplete

What to do:

  • Review what was missing
  • Create new replenishment for missing items if needed
  • Contact supplier about discrepancies

ARCHIVED (Status 85)

Section titled “ARCHIVED (Status 85)”

What it means:

  • Replenishment has been archived
  • Marked as paid to supplier
  • Final status for accounting purposes

When you see this:

  • Invoice has been paid
  • Replenishment is closed for accounting
  • No further action needed

Filtering and Searching

Section titled “Filtering and Searching”

  1. Use Basic Search

    Enter keywords in the search box to find requests by:

    • Request ID
    • PO number
    • Account ID
    • Supplier name

  2. Use Advanced Filters

    Click Advanced Search to filter by:

    • Status (PROCESSED, SUBMITTED, PARTIALLY PROCESSED, ARCHIVED)
    • Date range (request date, arrival date, submitted date)
    • Account
    • Supplier
    • PO number

  3. Filter by Status

    Click on status filters to show only:

    • PROCESSED requests
    • PARTIALLY PROCESSED requests
    • ARCHIVED requests
    • SUBMITTED requests

Exporting Archived Data

Section titled “Exporting Archived Data”

  1. Select Export Format

    Use the export options to download archived replenishment data:

    • CSV format for spreadsheet analysis
    • Excel format for detailed reports

  2. Export All or Filtered

    Export either:

    • All archived replenishments (if no filters applied)
    • Filtered results (only matching your current filters)

  3. Use Exported Data

    Use exported data for:

    • Accounting and payment tracking
    • Supplier performance analysis
    • Receiving efficiency reports
    • Historical inventory analysis
    • Audit documentation

Re-opening Archived Requests

Section titled “Re-opening Archived Requests”

If you need to review or modify a PARTIALLY PROCESSED request:

  1. Find the Request

    Locate the PARTIALLY PROCESSED request (Status 81) in the archived list.

  2. Click Re-open

    Click the Re-open link next to the request.

  3. Confirm Action

    Confirm that you want to create a new replenishment with the SKUs and quantities not received.

  4. New Request Created

    A new replenishment request is created with the missing items. This appears in the main Replenishments list.

Best Practices

Section titled “Best Practices”

Regular Reviews

Review archived replenishments regularly to verify receiving accuracy and track payment status.

Status Verification

Verify that replenishments show the correct status. PROCESSED means everything arrived, PARTIALLY PROCESSED means items are missing.

Payment Tracking

Use ARCHIVED status to track which replenishments have been paid to suppliers for accounting purposes.

Historical Analysis

Export data periodically to analyze receiving trends, supplier performance, and processing times.

Discrepancy Handling

Review PARTIALLY PROCESSED requests to identify missing items and create new replenishments if needed.

Audit Trail

Keep archived replenishments for audit purposes. They provide complete history of all receiving activities.

Troubleshooting

Section titled “Troubleshooting”

Can’t Find an Archived Request

Section titled “Can’t Find an Archived Request”

Problem: A completed replenishment doesn’t appear in archived list.

Solution:

  • Check if filters are applied that might hide it
  • Verify the replenishment was actually completed (Status 11, 80, 81, or 85)
  • Search by Request ID directly
  • Check if you have permissions to view that account’s archived requests

Status Shows PARTIALLY PROCESSED

Section titled “Status Shows PARTIALLY PROCESSED”

Problem: A replenishment shows PARTIALLY PROCESSED but you expected PROCESSED.

Solution:

  • Review the request details to see what items are missing
  • Check if receiving was completed correctly
  • Verify quantities received vs requested
  • Create a new replenishment for missing items if needed

Can’t Re-open Request

Section titled “Can’t Re-open Request”

Problem: Re-open link doesn’t appear or doesn’t work.

Solution:

  • Only PARTIALLY PROCESSED requests (Status 81) can be re-opened
  • Verify the request status is 81
  • Check if you have permissions to re-open requests
  • Contact support if the link appears but doesn’t work

Payment Status Not Clear

Section titled “Payment Status Not Clear”

Problem: Can’t tell if a replenishment has been paid.

Solution:

  • ARCHIVED status (85) indicates payment has been marked
  • Check the SW_PAGADO field if visible
  • Review accounting records separately
  • Contact accounting department for payment confirmation
Section titled “Related Features”

Next Steps

Section titled “Next Steps”

After reviewing archived replenishments:

  1. Verify Receiving - Check that all PROCESSED requests were received correctly
  2. Handle Discrepancies - Review PARTIALLY PROCESSED requests and create new replenishments for missing items
  3. Track Payments - Use ARCHIVED status to track supplier payments
  4. Analyze Performance - Export data to analyze receiving trends and supplier performance