FAQ - Frequently Asked Questions about K3S-Replenish®

Description:  Frequently Asked Questions

SUMMARY

Listed here are questions frequently asked about K3S-Replenish®. If you have a question not listed here, please feel free to send an e-mail to [email protected].

Contents

  1. 1 About K3S
    1. 1.1 Who is King III Solutions, Inc. (K3S)?
    2. 1.2 What does K3S do?
    3. 1.3 What type of inventory/industries can your software handle?
    4. 1.4 What type of environment does your system work in? What ERP's can it interface with?
    5. 1.5 What does K3S-Replenish® use to develop my suggested orders?
    6. 1.6 As a K3S customer, what all does my service and annual maintenance pay for?
    7. 1.7 What all is involved in the install process? (from signing the agreement to being completely live and running)
    8. 1.8 How complicated will the install process be for our technical staff? Is there a lot of ongoing work for them?
    9. 1.9 Will there be future releases with enhancements?
  2. 2 K3S-Replenish® Abilities
    1. 2.1 Does your system handle Lead Time? 
    2. 2.2 Does K3S-Replenish® handle Seasonality?
    3. 2.3 Does K3S-Replenish® handle Minimum and/or Maximum Bracket Levels?
    4. 2.4 Does the system assign the Order Frequency?
    5. 2.5 What if our suppliers require that we order on a specific day of the week or at specific intervals?
    6. 2.6 Do you handle suppliers that must be ordered from more than once per week?
    7. 2.7 What about Service Levels? Do we have control? 
    8. 2.8 Is there a way to combine suppliers?  I.E. - We have multiple suppliers in Baltimore, but only one truck going there.
    9. 2.9 Does the system have a way to group products together for separate purchase orders for one supplier?
    10. 2.10 Does the system allow you to create more than one order per day for one supplier?
    11. 2.11 Can you copy history from one product to another?
    12. 2.12 Is there a way to change products from one supplier to another?
    13. 2.13 If a change is made to a product, is there a way to copy the information to other products without reentering the data for every product?
    14. 2.14 Does the system handle deals from the supplier?
    15. 2.15 Do you have a way to buy from Alternate Source Suppliers, commonly known as Diverters?
    16. 2.16 Is there a way to keep certain quantities (promotions, customers' special orders, etc.) held out of a product's stock status balance?
    17. 2.17 In a multi-location environment, is there a way to tie suppliers together?
    18. 2.18 Can you handle transfers from one location to another, especially if a product is Overstocked at one location?
    19. 2.19 Do the buyers have the ability to key in Notes or Reminders?
    20. 2.20 How often does the system create an order for a supplier?
    21. 2.21 How does the system's Buying Cycle work?
    22. 2.22 Can a user create a batch job for mass changes?
    23. 2.23 Our buyers are used to screens in a certain order. Is there a way to control the sequencing of suppliers on the Order Detail?
    24. 2.24 If we need specific information passed to our Purchase Order system when an order is approved, can you accommodate? 
    25. 2.25 If changes are made at the supplier or product level that affects the current order, is there a way to create an order that includes current changes? 
    26. 2.26 Do buyers have a way to access sales information in their system without getting out of K3S-Replenish®? 
    27. 2.27 If a customer has deal information in their system, do they still have to key deals into K3S-Replenish®?
    28. 2.28 If we are happy with our purchase order writing programs, is there a way to access our system during the purchase order approval process? 
    29. 2.29 Can you allow access to K3S-Replenish® without authorization to change data?
    30. 2.30 What happens if a buyer over-rides K3S-Replenish®'s suggested order quantities?
    31. 2.31 How much and what type of sales history does K3S-Replenish® require? 
    32. 2.32 How can a buyer or management determine if a product's components such as average, lead time, etc. are correct? 
    33. 2.33 Our company has lots of slow moving products. Is there a way to control how many entries there are in the Period End reports?
    34. 2.34 Does a buyer have the ability to over-ride a product's average? If so, how can management evaluate K3S-Replenish® if that much control is given to the buyers?
    35. 2.35 What if we get new customers and need to increase lots of product averages? What if we lose customers and need to decrease lots of product averages?
    36. 2.36 How are the initial averages set in K3S-Replenish®? Do the buyers have to set a starting point?
    37. 2.37 We are concerned about the levels of safety stock. How is the correct amount determined?
    38. 2.38 How does a buyer know when to order?
    39. 2.39 How does your system inform the buyer that a product has reached its order point or that a supplier is due to be ordered?
    40. 2.40 How does K3S-Replenish® determine if a product is overstocked?
    41. 2.41 Does K3S-Replenish® have on line help available?
    42. 2.42 Does Management have any tools to evaluate their inventory levels or performance?
    43. 2.43 How is K3S-Replenish® tailored to fit our environment? Do you require a lot of customization that will make it harder to support us and install new releases? 
    44. 2.44 Can K3S-Replenish® handle ordering in layers, pallets, or other increments? 
    45. 2.45 What if an order quantity is close to a pallet quantity, will the system suggest ordering a pallet?
    46. 2.46 Does K3S-Replenish® have a way to buy extra inventory if a supplier is offering a good deal? 
    47. 2.47 Will our technical staff have access to file layouts other than the interface ones?
    48. 2.48 What is the difference between a Forward Buy compared to a Hold Out Quantity?



About K3S

Who is King III Solutions, Inc. (K3S)?

K3S is a software and solutions company started by J. King Harrison III. 

About K3S

What does K3S do?

K3S helps distributors of all industries better manage their inventory through smarter buying using
their developed system K3S-Replenish®. K3S's customers have used K3S-Replenish® to manage their
warehouse and store level inventory. 

What type of inventory/industries can your software handle?


Our software can be adapted to any type of industry. The math and techniques we use are flexible enough
to accommodate any product. Some industries where we have been successful are: convenience stores,
auto parts, tires, alcohol, tobacco, electronics, drug wholesalers, food ingredient, grocery, drug chains. 

What type of environment does your system work in? What ERP's can it interface with?

K3S-Replenish® was designed as a 'bolt on' module made to fit and integrate with any ERP system. 
While our software itself requires an iSeries to run, we have no problem transmitting data back and
forth from any ERP on any platform. We have customers successfully using our software in iSeries, 
Linux, and Windows environments. We also have pre built interfaces to many of the ERP systems
used today. 

What does K3S-Replenish® use to develop my suggested orders?

K3S-Replenish® uses  proven inventory management formulas arranged in a proprietary way. 

Calculations Theory

As a K3S customer, what all does my service and annual maintenance pay for?

Annual Maintenance


What all is involved in the install process? (from signing the agreement to being completely live and running)



How complicated will the install process be for our technical staff? Is there a lot of ongoing work for them?


No. Several interface files are required to load the data into Replenish. We offer help every step of the way. 


Installing K3S-Replenish® Warehouse

Will there be future releases with enhancements?


Yes. We are currently on Release 5.

Release\Technical Notes


K3S-Replenish® Abilities

Does your system handle Lead Time? 


Yes - at both the Supplier and Product levels.

Lead Time


Does K3S-Replenish® handle Seasonality?


Yes. 
  
Step 3: Reviewing Product History



Does K3S-Replenish® handle Minimum and/or Maximum Bracket Levels?


Yes. You can build an order for a full truckload, or by pallets, weight, cost, etc.  If your suppliers have minimums, maximums, discounts, etc. - K3S-Replenish® can handle it. If extra inventory is required to fill a truck or say a boxcar, K3S-Replenish® adds 1 day of inventory for every product in the line until the requirements are met. By balancing a supplier's line, most products should need to be ordered at the same time. If we just pumped up the best selling products in the line, the slower moving products would need to be ordered before the top sellers and it may be difficult to build to a truck on the next order. 
               
How to Setup Supplier Discount Brackets
K3S_2060 - Supplier Discount Bracket
How to Set up Different Pricing Levels for a Supplier Based on Bracket Level
K3S_3270 Product Bracket Level Costs
K3S_3270 Product Bracket Level Costs - Detail
How to Rebuild an Order to a Desired Dollar Value, Weight, Volume, or Purchase Increment



Does the system assign the Order Frequency?


Yes. The system will balance the cost of placing orders versus the cost of carrying inventory to determine the most economical Order Cycle and take into account supplier bracket levels.
               
Step D: Establish Order Cycle
K3S_2040 - Supplier Order Cycle Analysis
K3S_2040 Supplier Order Cycle Analysis - Screen 2 of 3
K3S_2040 - Supplier Order Cycle Analysis - Screen 3 of 3


What if our suppliers require that we order on a specific day of the week or at specific intervals?

Yes. In our system, it is called a Fixed Cycle.

Precise Order Type and Fixed Order Cycle
Step 4: Order Cycle Analysis

Do you handle suppliers that must be ordered from more than once per week?


Yes. In our system, it is called a Variable Order Cycle.

 K3S_2020 - Supplier Variable Order Cycle

What about Service Levels? Do we have control? 


Yes. You have complete control at the supplier and product level. At the end of a period, the system calculates 
the service level achieved. Replenish is service level driven. Products that do not meet their goals are reported
at the end of every period.

Establish Service Level Targets by Buy Group or Product Group
How To Research Service Level Issues: K3S-Replenish® Warehouse Service Level Checklist
K3S_2000 - Supplier Maintenance Change
K3S_3000 SOQ Components - Screen 3 of 5


Is there a way to combine suppliers?  I.E. - We have multiple suppliers in Baltimore, but only one truck going there.


Yes. You can combine the suppliers to build an order to a specific target (truckload, dollar minimum, etc.), but 
approve each supplier's order separately.

How to Set up a Combined Supplier
How to Split and Approve an order for a Combined Supplier


Does the system have a way to group products together for separate purchase orders for one supplier?


Yes. This feature is good for large supplier lines. You are able to approve orders for the sub-suppliers 

and set different controls such as Lead Time and Order Cycle.

How to Set up a Sub-Supplier


Does the system allow you to create more than one order per day for one supplier?


Yes. You can approve an order, then create a new order to approve.

How to Create a Second Order the Same Day

Can you copy history from one product to another?


Yes.
  
How to Copy History from One Product to Another


Is there a way to change products from one supplier to another?


Yes.

How to Change Products to a Different Supplier


If a change is made to a product, is there a way to copy the information to other products without reentering the data for every product?

Yes.

How to Use F2=Copy in Product Maintenance


Does the system handle deals from the supplier?


Yes. You name it, we can handle it.

Deals
K3S_5040 - Deals by Buy Group
Deal Information From K3S-Replenish® to your PO System
How to Enter a Deal Template
Establish DLT Records - Deal Allowance Types
Interface File for the K3S-Replenish® Deal System

Do you have a way to buy from Alternate Source Suppliers, commonly known as Diverters?


Yes. The system will check the regular supplier's product costs against each diverter loaded to determine the best price and how much to buy based on the discount.

Setting Up Alternate Source Suppliers
How To Perform a Test for Alternate Source Suppliers
How to Review and Approve an Order for a Diverter


Is there a way to keep certain quantities (promotions, customers' special orders, etc.) held out of a product's stock status balance?


Yes. Hold Out Quantities are subtracted from a product's balance so normal service level replenishment 
takes place. A product will also be kept off the Overstock reports.

How to Enter a Product Hold out Quantity
Use F17=Hold Out Quantities from the K3S_1040 Screen
Create an Order and Use the Hold out From/To Dates on the K3S_1050 Screen


In a multi-location environment, is there a way to tie suppliers together?


Yes.  You can create a Hub Transfer. This feature allows one location to buy from the supplier for two or more locations. 
This is handy when a supplier's minimum is too large for a smaller location. 

How to Set up a Hub Transfer System
How to Set up a Multiple Hub Transfer System
K3S_8030 Path of Replenishment
K3S_8000 - All Locations for a Product


Can you handle transfers from one location to another, especially if a product is Overstocked at one location?


Yes.

How to Perform a Transfer Request


Do the buyers have the ability to key in Notes or Reminders?


Yes. Notes always appear. Reminders are date sensitive. They can also be interfaced from your system.

How to Create Notes and Reminders
Supplier, Product, and User Reminders


How often does the system create an order for a supplier?


Every time a night job is run, a new order is created for every supplier, whether the supplier needs to be ordered or not.

How does the system's Buying Cycle work?


The K3S-Replenish® Buying Cycle


Can a user create a batch job for mass changes?

Yes. This is especially useful when adjusting product averages due to the gain or loss of a large customer.

Customer Usage Facility
Customer Usage Batch

Our buyers are used to screens in a certain order. Is there a way to control the sequencing of suppliers on the Order Detail?


Yes. 

How To Control Sequencing of Suppliers on The K3S_1010 screen.


If we need specific information passed to our Purchase Order system when an order is approved, can you accommodate? 


Yes. You have complete control.

Control Sequence of Products in Customer's PO System
Deal Information From K3S-Replenish® to your PO System
F7=PO's Exit to Customer's PO System Information
Purchase Order Approval Process


If changes are made at the supplier or product level that affects the current order, is there a way to create an order that includes current changes? 


Yes. 

Step E: Recalculate Supplier Line With Updated Information


Do buyers have a way to access sales information in their system without getting out of K3S-Replenish®? 

Yes.

F18=Sales Exit to a Customer's Sales Information System


If a customer has deal information in their system, do they still have to key deals into K3S-Replenish®?

No. K3S-Replenish® can pull over deal information from your current ERP. 

Interface File for the K3S-Replenish® Deal System

                                       

If we are happy with our purchase order writing programs, is there a way to access our system during the purchase order approval process? 

Yes. After a buyer has built an order through K3S-Replenish®, we can access your Purchase Order System. 

F7=PO's Exit to Customer's PO System Information


Can you allow access to K3S-Replenish® without authorization to change data?

Yes. You can even control what a buyer has access to.

Setting up a 'VIEW_ONLY' Domain and Adding a New User to the K3S System
Providing Report Capabilities for Domain of VIEW_ONLY
Providing Management Capabilities for a User
Changing a User's Domain to 'VIEW_ONLY'

What happens if a buyer over-rides K3S-Replenish®'s suggested order quantities?


We capture the before and after data. The data can be passed back to your system and is stored in Replenish. 
If the data is set up properly, a buyer should not need to over-ride the suggested order quantity. During training we teach the buyers to analyze the orders and make changes to the order components so that future orders are correct, rather than just changing the SOQ.

Exit Point for SOQ Change

How much and what type of sales history does K3S-Replenish® require? 

We can store up to 5 years of history. K3S-Replenish® accepts what you have and from that point we will accumulate the data we need. We prefer to receive both the sales and out of stock information so we can suggest orders based on what was ordered, not shipped.

K3S-Replenish® is able to store up to 10 screens of history data for each product. 
All screens do not have to be used. The product demand is the first history screen. Other screens could be set up as Outs, Customer Contract history, ad promotion's history, etc. Even if you do not have any of that history type stored currently, Replenish can accumulate it for you.

K3S_3030 – Product History
Population for K_PRODHIS File with up to 9 Additional Record Types
K3S_3030 - Product History Function Keys
Reload of History After Conversion
K_PRODHXX - Product History Exclusions
K_HSTALTR - History for Alternate Source Transactions
K_PURCHIS - Purchase History
K_PHEXLOG - Pdt Hst Exclusion Changes Log
K_HSTALTR - History for Alternate Source Transactions


How can a buyer or management determine if a product's components such as average, lead time, etc. are correct? 


At the end of a history period (weekly, monthly, 13 4-weekly), all products are tested. Those that fall outside the set parameters are reported on in the Period End Event. 

Period End Event Description
Period End Filtering
K_PRODFLT - Product Filtered at Period End
Self Graded Quiz on the Period End Event
K_SCPELOG - Period End Schedule – Log of Changes
Period Ending Date



Our company has lots of slow moving products. Is there a way to control how many entries there are in the Period End reports?


Yes. Certain products have more deviations from averages than others, especially in the auto parts and health and beauty aids industries. The product's deviation each period is captured and higher fluctuations are expected for those products. We also give our users complete control by allowing them to set filters that work for them.
                                                                          
Period End Filtering


Does a buyer have the ability to over-ride a product's average? If so, how can management evaluate K3S-Replenish® if that much control is given to the buyers?

Yes. The buyer always has control. However, if they set an average that is incorrect, we include that product 
in the period end event so the buyer has to look at it. We calculate a new average for every product at period 
end. After a few period endings, the system will correct the average automatically. Replenish also captures 
manual adjustments to key factors such as the average. 

K3S_3040 - Product Forecast Changes Log
K3S_3040 - Product Forecast Changes Log 2 of 3
K3S_3040 Product Forecast Changes Log 3 of 3
K3S_3035 - Product Forecast Results
Step C: Establish Product Average & Set Seasonal Profile If Needed
K_PRODFOR - Product Forecast Log
K3S_3000 Forecasting Components - Screen 2 of 5

What if we get new customers and need to increase lots of product averages? What if we lose customers and need to decrease lots of product averages?

K3S-Replenish® gives you the ability to adjust your inventory when gaining or losing business. 

Customer Usage Batch


How are the initial averages set in K3S-Replenish®? Do the buyers have to set a starting point?


No. There is a start up program that will set averages for each product based on the interface information.
We do provide instructions on-line as to what the buyers need to look for to make sure the data being sent 
from your system is correct and we have good starting averages.

Step C: Establish Product Average & Set Seasonal Profile If Needed
Data Checking Assignment
K3S_3035 - Product Forecast Results
K3S_3040 - Product Forecast Changes Log
K3S_3040 - Product Forecast Changes Log 2 of 3
K3S_3040 Product Forecast Changes Log 3 of 3


We are concerned about the levels of safety stock. How is the correct amount determined?

Safety stock requirements are driven by service level goals. The higher the service level to achieve, the higher the safety stock. The stability or fluctuation of a product's demand is represented by the deviation. The higher the deviation, the higher the safety stock requirements. In many cases, the product is seasonal and putting on a seasonal profile will lower deviations. Based on our scientific mathematical formulas, rather than increase safety stocks, Replenish actually reduces safety stock levels while raising your achieved service levels.    


How does a buyer know when to order?

In K3S-Replenish®, a product has an Order Point and Delay. The order point can not be changed manually, but you can change the components. When a product's stock status balance (on hand + on order - back out) falls below the Order Point, an order quantity is suggested. The buyer is informed by an Order Point check. The system calculates how many days you can delay placing the order and still achieve your service level. If the delay is positive, you can delay the order. If the delay is negative, the system is telling you should have placed an order X number of days earlier. You are always warned at the product level that a product is in danger of not achieving its service level. 

At the supplier level, the delay works the same. If zero or negative, the supplier is due to be ordered. 

How the Order Point is Calculated
How to Change a Product's Order Point    
Add Days to the Order Point


How does your system inform the buyer that a product has reached its order point or that a supplier is due to be ordered?

K3S-Replenish® lets the buyer know that and so much more. 

Totem Pole Guide  
How to Setup User Defined Checks U1 through U4 on Totem Pole  


How does K3S-Replenish® determine if a product is overstocked?


How K3S-Replenish® Determines Overstocked Products   

Does K3S-Replenish® have on line help available?

Yes. Every screen in R5 has been setup so that help information will appear when a user presses the F1=Help key.  The help information that appears will be specific to the screen the user is on and sometimes even specific to the field the user’s cursor is on when the F1 key is pressed. Many fields are also F4=Prompt capable.

F1=Help Documentation

Does Management have any tools to evaluate their inventory levels or performance?

Yes. Below is a sample. 

Reports
Ranking Report - How To
Store Level Reports - How To
Ranking Report Types and Formats
Example of a Report in Detail vs. Summary Format
Management Guide
Additional Features    


How is K3S-Replenish® tailored to fit our environment? Do you require a lot of customization that will make it harder to support us and install new releases? 

We provide the ability for YOU to customize Replenish to fit your company's needs. Below is just a sample.

Table Code Settings for Daily Replenishment
How to Setup User Defined Checks U1 through U4 on Totem Pole
APP Record Settings for Right Adjusted Product ID's
'Your Space' on K3S_1030
Ability to Name Seasonal Profiles
Control Sequence of Products in Customer's PO System
System and User Status Codes Definitions
              

Can K3S-Replenish® handle ordering in layers, pallets, or other increments? 

Yes. The buyer has total control. The interface file can pass quantities in one increment and the buyer has the ability to override them. 

Step B: Establish Product Information
K3S_3000 Quantity Criteria - Screen 4 of 5


What if an order quantity is close to a pallet quantity, will the system suggest ordering a pallet?

Yes. You have the ability to set a threshold at the product level. If your threshold is 70%, and the suggested order quantity is 70% or above the quantity on a pallet, K3S-Replenish® bumps the order up to a pallet automatically. This works with all buy multiples.

Does K3S-Replenish® have a way to buy extra inventory if a supplier is offering a good deal? 

Yes. We have the ability to Forward Buy. The costs of carrying extra inventory is balanced against the savings to determine how much to buy. We have the ability to set limits and exclude a product from future buys. A buyer is prompted to look at forward buys in the order screens.

Will our technical staff have access to file layouts other than the interface ones?

Yes.  

What is the difference between a Forward Buy compared to a Hold Out Quantity?

With Forward Buying you are simply buying what will be required in the future, early. 
 
Versus Hold Out Quantity which is a separate purchase where for example, a big event is coming which necessitates buying extra product to put on hold for the upcoming event. 
 
There is a Cost involved to carry forward bought items - shown as a percentage in the company maintenance screen. It is set there. See Company Maintenance – Screen 1 of 3 under the heading Carry Cost.