Guide - Creating & Editing SBO Rules

SBO rules create automated orders for stores either based on sales or stock. This guide shows how to setup rules assuming that you have setup a feed for sales records already, or that stock takes have been taken in the case for stock-based rules. It also assumes that products and stores are correctly setup with any required options.

1. Creating a Rule

• To create your rule login to instore as a head office user, go to build plans and select create rule
• Select the rule type*, enter the rule name, choose wave type: order, the number of periods (usually weeks), enter an uplift percentage and choose uplift wave: order 1.
• You can also choose to drop high & low, product uplifts and to use containers among other options, these are explained using the info icons next to each.
• *Rule types
  • Standard: for 1 day shelf life items that don’t carry over, based on sales history
  • Multi day sales based** – for multi day shelf life items, based on sales history
  • Multi day stock based** – for multi day shelf life items, based on stock. (For when there’s no reliable sales records, eg packaging, ingredients)

2. Stores & Products

• Once the build plan tab is configured, click the store/product tab to choose which products and stores the rule relates to. Just tick the relevant stores or products, filter by group, or select all
• Note: to appear on a stock-based rule a product should be “usage: stock based” on its product > retail page.

3. Preview

• On the preview tab you can preview the rule’s results, just select the date to preview, the store and the first wave and select preview plan.
  • The columns on the left display the sales history and then the average quantity in this range. If they are red these are either high or low figures, which are discounted from the average.
  • The uplift qty displays the amount of uplift to be added. Uplifted qty is the average + uplift qty, which is then rounded in the rounded qty figure.
  • The rule then compares the if the rounded qty is higher than the min qty (the standing order), whichever is higher is green. This is then broken down into single units and containers if it’s a container item. The final qty displays on the right.
  • If you want to immediately generate the rule click generate plan, this will immediately replace real orders with the generated numbers. You may use this for holidays, otherwise you can schedule a rule (please see next step).

4. Schedules

• To schedule the rule click New. Then select:
  • The time to run the rule at (for an everyday rule, typically in the middle of the night)
  • Which days the rule will run on
  • The start date and end date (if required) for the schedule
  • Add days: how many days the rule generates ahead for. For example, if the rule is run on the 29^th of Jan with 5 add days, this will first affect orders for delivery on 3^rd Feb
  • Enabled: select this to enable the schedule

• Note: The rule last generated will override any previously generated rules. So for instance you may have an every day rule, then a holiday rule running on the same days. If you schedule your holiday rule to run 30 minutes after you everyday rule this will override it to give you the holiday numbers. Then you just have to disable the holiday rule when required to default back to the everyday rule.

5. Seeing results in Cybake or Instore

• You can view orders that have been created by SBO in Cybake by going to orders > retail > order > select the store > search. Numbers created by SBO are shown in the SBO qty column. You can click on the graph icon to see how it was calculated. The same is also available in Instore on the orders screen.

6. Notes about rules

• **Multi day rules will require stock takes and stock adjusts to be setup as well as correct recording of daily deliveries.
• Waste doesn’t affect SBO numbers.