Not placing orders on time may cause confusion, and products will not be ordered on time.
The order agenda is created using the supplier settings from the supplier page. With these settings, an order agenda is created that keeps the stock at an optimal level. Therefore, it is important to fill in the right data and settings, so that the order agenda can be adjusted to the desired order speed.
ATTENTION! Optiply assumes that the advised orders will be placed on the advised day. If not, the order will be displayed in Optiply until it is placed. When the order contains "backorders" or "avoid lost sales" orders, these will be mentioned with an exclamation mark.
📅 How To: Stick to Your Order Agenda
Optiply's automated purchasing algorithm is incredibly powerful, but it relies on one vital human element to succeed: consistency.
The entire system is built around an Order Agenda that assumes you will actually place the recommended orders on time. If you consistently skip planned order days, it causes confusion in the system, and your products will not be ordered in time to meet customer demand, leading to stockouts.
Here is how the agenda works and why sticking to it is the secret to a healthy supply chain.
⚙️ 1. How the Agenda is Built
The order agenda does not just pick dates at random. It is mathematically generated using the specific constraints you configured on the Supplier Page.
The algorithm looks at a supplier's delivery time, manual order period, and minimum order values to build an exact schedule that keeps your stock at an optimal, lean level.
The Takeaway: If your agenda feels overwhelming or unrealistic, do not just ignore it! Instead, review your Supplier Settings. It is crucial to fill in the right data so that the agenda reflects your actual desired ordering speed and warehouse capacity.
⚠️ 2. What Happens If You Miss an Order?
ATTENTION! Optiply assumes that the advised orders will be placed on the exact day they are scheduled.
If you get busy and fail to place an order on time, the system will not just delete it or skip it. The order will remain displayed in Optiply until it is finally placed. Because the algorithm expected that stock to already be on its way to your warehouse, delaying the order day by day drastically increases your risk of running completely out of stock before the goods finally arrive.
❗ 3. Spotting Urgent Orders
When you fall behind on your agenda, certain items become critical. Optiply uses visual indicators to help you prioritize your delayed orders.
If a pending order contains products that are needed to fulfil active "Backorders" or to "Avoid Lost Sales", the system will flag these specific order lines with a prominent exclamation mark (!).
If you see these exclamation marks, it means you have customers waiting or you are actively losing revenue. Process those orders immediately!
❓ Frequently Asked Questions (FAQs)
Can I manually change the date of an order on the agenda?
If you want to permanently change how often you order from a supplier, you should adjust their 'Manual Order Period' in the Supplier Settings. If you simply want to push a specific order back a few days, you can delay placing it, but be aware that doing so increases your risk of stockouts.
What if a supplier is closed for the holidays and I can't follow the agenda?
If you know a supplier will be closed, you should proactively place your orders before their closure. You can temporarily adjust your supplier settings or manual order periods to force the system to buy enough stock to survive the holiday gap.
Why is my agenda suddenly empty?
If you just placed all your advised orders, your agenda will clear out until the next calculation cycle! If it is empty and you know it shouldn't be, verify that your suppliers are not set to 'Ignore' and that your lead times and order periods are properly configured.