Open To Buy (OTB) User Manual

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1 Open To Buy (OTB) User Manual

2 Open to Buy Purpose... 3 Typical User and Workflow... 4 Open to Buy Definitions and Calculations... 5 Field Definitions... 5 Automatically Calculated OTB Fields... 5 Syntax Definition... 6 Color Coding... 6 Basic Open to Buy Functions... 7 Setup OTB... 8 Create OTB Plan Work with OTB Plan View OTB Plan OTB Worksheet Update OTB Plan OTB Reports OTB Budget Analysis OTB Reports Check OTB from Purchase Order OTB Exports RMSA Setup and Export ANT Export All Open to Buy Screens ANT USA Export RMSA OTB Export OTB Setup RMSA Setup New ANT USA Export OTB Create Plan OTB Update Plan OTB Settings View OTB Plan OTB Plan Budget Analysis OTB Populate Past Data OTB Reports OTB Worksheet Update Actuals Page 2 of 47

3 Purpose In this manual you will learn about the Open to Buy module in Celerant and the different options within Celerant Command to set up departmental codes, create your OTB plan for budgeting, update and view your OTB plan, and run export for RMSA or ANT. Open to Buy is a control tool for merchandisers, to allow you to plan for and manage the purchasing of your inventory to ensure that an adequate level of stock is on hand for the amount of sales being generated. The goal of Open to Buy is to keep a lean inventory (so you do not owe money to vendors without having sold the merchandise) and having enough inventory to keep up with the demand for sales. Page 3 of 47

4 Typical User and Workflow OTB is typically set up by the person responsible budgeting for the year, and is generally used by Buyers and Merchandisers or the person(s) responsible for Inventory Purchasing. Merchandiser sets up OTB to define what levels to plan at Create the OTB Plan for the year and populate past sales data Update OTB Plan to change your planned values View and maintain OTB plan and use plan for Inventory Purchasing Page 4 of 47

5 Open to Buy Definitions and Calculations Field Definitions BOM Beginning of Month On Hand (planned or actual values). PO Rcvd. Receiving from a Purchase Order (planned or actual values). Transfers Inter-store transfers (planned or actual values). Adjustments Physical Adjustments, Transfer In, Transfer Out, Kits, Bulk Item Breakup (planned or actual values). On Order Quantity or dollar amount of merchandise on a Purchase Order based on either the Cancel date or Ship date of the PO (actual value only). To Order Planned receiving less the values that are on order (calculated values). Sales Quantity or dollar amount of merchandise sold (planned or actual values). Register Markdowns Item or receipt discounts done at the POS (planned or actual values). Back Office Markdowns Group markdowns, term sales, coupons, multi-buys, group quantity pricing done from the Pricing section (planned or actual values). RA Return to Vendor (planned or actual values). OTB Budget for following month (calculated value). Automatically Calculated OTB Fields OTB Retail = Next Month BOM Retail BOM Retail PO Rcvd Retail + Sales Retail Register Markdowns RA Retail + Trans Retail + Adj Retail + Back Office Markdowns To Order Retail = PO Rcvd Retail Ordered Retail OTB Cost = Next Month BOM Cost BOM Cost PO Rcvd Cost + Sales Cost RA Cost + Trans Cost + Adj Cost To Order Cost = PO Rcvd Cost Ordered Cost OTB Units = next month BOM Units BOM Units PO Rcvd Units + Sales Units RA Units + Trans Units + Adj Units To Order Units = PO Rcvd Units Ordered Units Page 5 of 47

6 Syntax Definition 1 BOM A: Month 1 (either based on fiscal calendar or standard calendar month, depending on your setting), Beginning of Month On Hand, and the ACTUAL values. 1 Sales P: Month 1 (either based on fiscal calendar or standard calendar month, depending on your setting), Sales, and the PLANNED values. Color Coding Yellow Actual values. Orange Modified values that have not yet been saved. Green Non-editable or calculated values. White Editable values. Red OTB is out of balance, too much has been ordered to meet the sales goals for the following month. (< 0) Page 6 of 47

7 Basic Open to Buy Functions This section includes the following topics: Setup OTB o Categories o Metrics o General o Combine Create OTB Plan o Enter Year of Plan o Populate Past Data Update OTB Plan o Select Categories o Select Changes o Select Based on Working With OTB Plan o View OTB plan o OTB Worksheet OTB Reports o Company OTB o OTB Budget Analysis o Check OTB from Purchase Order Exports o RMSA o ANT Page 7 of 47

8 Setup OTB Purpose: To configure the OTB section for ANT and RMSA exports and to be able to create OTB plan. Here you can define what levels you want to plan at and see on the plan, as well as the metrics on how you want to plan (Retail, Cost, Units). Application On the Main Menu, go to Open to Buy > OTB Settings On the OTB Settings screen, select from the following settings: Page 8 of 47

9 o Categories Choose up to four categories to plan at. If you check the Plan By Store option, it will make the store the lowest level of planning. You have the ability to plan by Brand, Dept, Type, Subtype1, 2, 3, Price point, or OF fields. o Metrics Select the options of what you want to plan at. Choose to plan at Retail, Cost and/or Units. Choosing these options will add these views to your OTB plan. o General Choose the settings for how you want your plan to function. You can choose from the following options: Use Fiscal Calendar If enabled, this will use the fiscal calendar that is set up in the system (Settings > Options > Fiscal Calendar). If disabled, it will use the Gregorian calendar to plan at. Update OTB Live This option is no longer used. On Order Based Upon Cancel Date This option when enabled will calculate your On Order based on Cancel Date. If you have this option disabled, it will be based on Ship Date. o Combine This section gives you different options to combine values in the Open to Buy. Combine Adj/Transfers This option when enabled will combine the values for inventory adjustments and transfers into one column on the OTB plan, including Transfer In, Transfer Out, Interstore Transfers and Physicals completed. Combine RA/PO This option when enabled will combine the values for return authorizations and purchase orders into one column on the OTB plan.. Combine Markdowns This option when enabled will combine the values for all markdowns in the system into one column on the OTB plan, including register markdowns and permanent markdowns. Page 9 of 47

10 Create OTB Plan Purpose: To create a plan for the year and populate past data to update the current plan in the system. Application On the Main Menu, go to Open to Buy > OTB Create Plan In the OTB Create Plan screen, enter the 4 digit numerical year that you are creating your Open to Buy plan for. The option to Populate Past Data is used if you want the system to look at your sales history and populate those actual values in your Open to Buy plan. This will then allow you to base your planned values off last year actuals when using OTB Update Plan. Page 10 of 47

11 Work with OTB Plan Purpose: To set up your current OTB planned values. Here you can change your planned values to update your plan. There are two options for working with your OTB plan, View OTB Plan, and OTB Worksheet. The View OTB Plan screen allows you to view and modify the OTB plan from the bottom up which will distribute the values up to the higher categories, while the OTB Worksheet screen allows you to work with the plan from the top down, and the changes will distribute the values down to the lower categories/levels. View OTB Plan On the Main Menu, go to Open to Buy > View OTB Plan On the View OTB Plan screen, you can filter your search to view and modify your plan based on your OTB settings. You will be able to update the plan from the bottom up, which will roll values up to the higher categories of your plan. Page 11 of 47

12 o Show Choose how you want to set your planned values, based on the categories you set up in OTB Settings. Page 12 of 47

13 o Filter Enter the 4 digit year of the plan you wish to update. You can also filter by the Categories you selected when set up the OTB Settings. Only the categories that you selected in OTB settings will show on the plan. If you selected the Plan by Store option, you will also see the filter for Store which is the lowest level of the plan. o Show Type This will give you the options to view your OTB plan by Retail, Cost, or Units, depending on what you selected when you set up the OTB Settings. If you selected all three options in the OTB Settings, you will have the option to view the plan by Retail, Cost, or Units. o Viewing the Plan You will see all of the actual and planned columns across the top of the plan. All Actual fields will be shown in yellow and cannot be modified. All previous months will be shown in yellow. Planned fields will be shown in white and can be modified. Current and future months that are editable will be shown in white. Planned fields include BOM, Sales, POS Mkdn, Perm Mkdn, PO Rcvd, RA, Tran, and Adj. Page 13 of 47

14 Calculated fields will be shown in green and cannot be modified. Calculated fields include On Order, To Order, and Open to Buy. OTB User Manual o Modifying the Plan You have the ability to modify the planned values on a plan by clicking into and typing into the field you want to change. When you change a planned value, the field color turns from white to orange. Once you save the change, the field will turn back to white. If the OTB is out of balance, the field will turn from Green to Red, indicating that you too much has been ordered to meet the sales goals for the following month. o Buttons at the top Search This allows you to search for the OTB plan after using the filtering search criteria. Reset Resets the current search criteria. Show/Hide Columns Allows you to select/deselect columns you want visible on the OTB plan (BOM, Sales, PO Rcvd, RA, Tran, Adj, On Order, To Order, POS Markdowns, Perm Markdowns, OTB) Save Saves the current OTB values in the system. Export to Excel Exports the OTB plan to excel Department Type Subtype1 Store 1 BOM A 1 Sales A 1 PO Rcvd A 1 Tran A 1 Adj A ACCESSORIES ACCESSORIES BELTS ACCESSORIES ACCESSORIES BELTS ACCESSORIES ACCESSORIES BELTS ACCESSORIES ACCESSORIES BELTS Page 14 of 47

15 OTB Worksheet On the Main Menu, go to Open to Buy > OTB Worksheet On the OTB Worksheet screen, you can work with your OTB plan at any level of the plan and have the values distribute down to the lower levels of the plan. You also have different export reports from this screen. o Filter Here you can filter your plan by Year, and also you can filter by the Categories you selected when set up the OTB Settings. Only the categories options that you selected will show on the plan. If you selected the Plan by Store option, you will also see the filter for Store. Page 15 of 47

16 o Show Type This will give you the options to view your OTB plan by Retail, Cost, or Units, depending on what you selected when you set up the OTB Settings. If you selected all three options in the OTB Settings, you will have the option to view the plan by Retail, Cost, or Units. o Viewing the Plan You will see all of the fields in the left column, with both planned and actual values next to each other. The months will be going across the top of the screen. All Actual fields will be shown in yellow and cannot be modified. All previous months will be shown in yellow. Planned fields will be shown in white and can be modified. Current and future months that are editable will be shown in white. Planned fields include BOM, Sales, POS Mkdn, Perm Mkdn, PO Rcvd, RA, Tran, and Adj. Page 16 of 47

17 Calculated fields will be shown in green and cannot be modified. Calculated fields include On Order, To Order, and Open to Buy. OTB User Manual o Modifying the Plan You have the ability to modify the planned values on a plan by clicking into and typing into the field you want to change. When you change a planned value, the field color turns from white to orange. Once you save the change, the field will turn back to white. When modifying a value that is less than or greater than zero, all values from the top down will be adjusted based on the percentage that was changed. For example, if the OTB hierarchy is defined as Department Type Stores, and the planned sales value for the Men s department is 1000 units, then when you change the planned sales to 1100 units for that department, it calculates a 10% increase. Therefore, all Types within the Men s department for all stores will increase by 10% automatically. When modifying values that are equal to zero, the system will give you an error which will prompt you to select which data element to base the percent change on. This is due to the fact that the system updates the values based on percentage, but if there is no previous value in the field, it cannot base the change on any percentage. Page 17 of 47

18 Select the month and the field that will be used to calculate the percentage to change each record by, and click OK. If the OTB is out of balance, the field will turn from Green to Red, indicating that you too much has been ordered to meet the sales goals for the following month. o Buttons at the top Search This allows you to search for the OTB plan after using the filtering search criteria. Reset Resets the current search criteria. Show/Hide Columns Allows you to select/deselect columns you want visible on the OTB plan (BOM, Sales, PO Rcvd, RA, Tran, Adj, On Order, To Order, POS Markdowns, Perm Markdowns, OTB) Save Saves the current OTB values in the system. Export to Excel Brings up the options to Export to Excel. Here you have the option to drill down by category which will create separate tabs on the spreadsheet to show the breakdown by each category selected. You also have an option to show % difference between Actual and Planned values on report. Page 18 of 47

19 Standard Report Merchandise Plan for 2007 Department: MENS Date: 1/8/2008 Data type: UNITS Time: 1:18:08 PM JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC BOM - Actual BOM - Planned LY Sales Sales - Actual Sales - Planned PO Rcvd - Actual PO Rcvd - Planned Trans - Actual 5 4 Trans - Planned Adj - Actual 2 1 Adj - Planned Mkdwn - Actual 2 1 Mkdwn - Planned On Order To Order OTB Breakout by Store Stores JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 1 - NY BOM - Actual BOM - Planned LY Sales Sales - Actual Sales - Planned PO Rcvd - Actual PO Rcvd - Planned Trans - Actual 0 1 Trans - Planned Page 19 of 47

20 Report with Additional Options to Show % Difference Merchandise Plan for 2007 Department: MENS Date: 1/8/2008 Data type: UNITS Time: 1:18:08 PM JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC BOM - Actual BOM - Planned BOM % Diff (P vs. A) 10.29% -7.69% -8.33% LY Sales Sales - Actual Sales - Planned Sales % Diff (P vs. A) % 2.86% PO Rcvd - Actual PO Rcvd - Planned PO Rcvd % Diff (P vs. A) 0% 0% Trans - Actual 5 4 Trans - Planned Trans % Diff (P vs. A) % 33.33% Adj - Actual 2 1 Adj - Planned Adj % Diff (P vs. A) -100% 100% Mkdwn - Actual 1 1 Mkdwn - Planned Mkdwn % Diff (P vs. A) 0% 100% On Order To Order OTB Breakout by Store Stores JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 1 - NY BOM - Actual BOM - Planned BOM % Diff (P vs. A) LY Sales Sales - Actual Sales - Planned Sales % Diff (P vs. A) PO Rcvd - Actual PO Rcvd - Planned PO Rcvd % Diff (P vs. A) Page 20 of 47

21 Update OTB Plan Purpose: To maintain your current OTB plan once it has been set up. You can select categories fields and months you want to do a mass update to on the plan. Application On the Main Menu, go to Open to Buy > OTB Create Plan On the OTB Update Plan screen is a mass updating tool that allows you to do a mass update of your plan by categories, change rules, and also allows you to select which months you want to update. o Categories Select the categories you want to update on the plan. If you want to update everything, you can leave them blank and it will update everything on the plan. Page 21 of 47

22 o Months Here you can select which months you would like to update on your plan. The plan extends 18 months and you are able to edit the months that have not passed yet. o Change Rule Select the rules that you want to base the changes on. You can choose from Fields to change based on other planned values that you have entered on your plan when you initially set up the plan. Field to Change BOM + or X % based on: o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned beginning of month (BOM) value for the selected months based on the planned sales for those months. o Sales + Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned BOM for the selected months based on your planned sales plus planned markdowns for those months. Page 22 of 47

23 BOM based on (X) Months Supply Used when planning at Units, Retail, or Cost. Enter a positive value with up to two decimal places to calculate BOM on hand based on the planned sales for the number of months specified in the Positive Value field. o Example: If you want to calculate January BOM with 3 months supply, the system would add together the planned sales for January, February and March to come up with the planned BOM for January. (Jan + Feb + March = BOM) o If the Positive Value field of month s supply contains decimal places, then the calculation would be based on an average. Ex: if you had 2.5 in the Positive Value field, then the calculation would be planned sales for (Jan + Feb + March)/3* 2.5 = BOM for January. Sales + or X % based on: o LY Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Sales for the selected months based on last year s actual sales. o BOM Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Sales for the selected months based on your planned beginning of month on hand values. Reg Markdowns + or X % based on: o LY Reg Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned Register Markdowns for the selected months based on last year s actual register markdowns. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Reg Markdowns based on your planned sales for the month. BO Markdowns + or X % based on: o LY BO Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned Back Office Markdowns for the selected months based on last year s actual back office markdowns. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Back Office Markdowns for the selected months based on your planned sales for the month. o BOM Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Back Office Markdowns for the selected months based on your planned beginning of month on hand values. Page 23 of 47

24 Received + or X % based on: o LY Rcvd Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Received for the selected months based on last year s actual received values. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Received for the selected months based on your planned sales for the month. o Sales + Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned Received for the selected months based on your planned sales plus planned markdowns for the month. RA + or X % based on: o LY Rcvd Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned RA values for the selected months based on last year s actual received values. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned RA values for the selected months based on your planned sales for the month. o Sales + Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned RA values for the selected months based on your planned sales plus planned markdowns for the month. Transfers + or X % based on: o LY Trans Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Transfers for the selected months based on last year s actual transfers. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned transfers based on your planned sales for the month. o BOM Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned transfers for the selected months based on your planned beginning of month on hand values. o Sales + Markdowns Used when planning at Retail. Enter a positive or negative percentage value to change your planned transfers for the selected months based on your planned sales plus planned markdowns for the month. Page 24 of 47

25 o Rcvd Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned transfers for the selected months based on your planned received values. Adjustments + or X % based on: o LY Adj Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned Adjustments for the selected months based on last year s actual adjustments. o BOM Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned adjustments for the selected months based on your planned beginning of month on hand values. o Sales Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned adjustments for the selected months based on your planned sales for the month. o Rcvd Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned adjustments for the selected months based on your planned received values for the month. o Tran Used when planning at Units, Retail, or Cost. Enter a positive or negative percentage value to change your planned adjustments for the selected months based on your planned transfers for the month. Page 25 of 47

26 OTB Reports Purpose: To analyze your OTB planned and actual values. OTB Budget Analysis On the Main Menu, go to Open to Buy > OTB Budget Analysis On the OTB Budget Analysis screen, you can filter your search by your selected categories, and when you search, on the left side you will see the categories selected in the Show section, and on the right, you will see a breakdown of all OTB fields. It will show your planned, actual and percentage difference for BOM, Sales, PO Rcvd, Trans, Adj, Reg and Perm Mkdns. Page 26 of 47

27 Export to Excel Department Type Subtype1 Store BOM Plan 1 BOM Actual 1 % +/ Sales Plan 1 Sales Actual 1 % +/ PO Rcvd Plan 1 PO Rcvd Actual 1 % +/ Tran Plan 1 ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS ACCESSORIES ACCESSORIES HATS/VISORS Page 27 of 47

28 OTB Reports On the Main Menu, go to Open to Buy > OTB Reports The OTB Reports screen allows you to export your Company wide OTB report, with a choice of the selected categories from your OTB Plan to group your report by. Page 28 of 47

29 Check OTB from Purchase Order On the Main Menu, go to Purchase Order > New Purchase Order > Check OTB When you create a new Purchase Order in the system and you add styles to the purchase order, you can use the Check OTB button to view the current OTB for the styles on the purchase order. Page 29 of 47

30 OTB Exports Purpose: If you are using ANT or RMSA for your Open to Buy, Celerant is able to extract your OTB data, so you can import it into ANT or RMSA. RMSA Setup and Export On the Main Menu, go to Open to Buy > RMSA Setup On the RMSA Setup screen, enter the Client ID provided to you by RMSA, and enter your company name and click Save. Next, go to Open to Buy > OTB Setup (used for both RMSA and ANT) On the OTB Setup screen, you will see a tab for Department, Types, and Sub Types. On The Department tab, each department will correspond with a code from RMSA or ANT. Type the code in the respective department code field. If you only have departments (no types) click SAVE once all codes have been entered. Page 30 of 47

31 If you have Types in addition to Departments, click on the Type Tab. You will need to enter two pieces of information here. In the Dept Code field, enter the department code where this Type resides. In the Code Field, enter the Type code provided. Click SAVE once all codes have been entered. Before you run an export, we recommend that you create a folder in your C:/ drive called RMSA to save and store all of your RMSA documents. Page 31 of 47

32 Go to Open Open to Buy > RMSA OTB Export Enter the date range for the report (Example 3/1/06 to 3/31/06), check off the stores that you would like to export, and click on Run. Once the report is run, the system will prompt you to save some files. o The first is RCOMSEND.DAT. This is the file that you will send to RMSA. When this file appears, change the name to include the month and year of the export. (Example: RCOMSEND DAT). Save this file into the RMSA folder that you have created on your C:/ Drive. o The second is RMSA.XLS. This is an excel version of the information you will be sending to RMSA. When this file appears, change the name to include the month and year of the export. (Example: RMSA XLS) Page 32 of 47

33 ANT Export On the Main Menu, go to Open to Buy > New ANT USA Export The New ANT USA Export is used when you have the ANT USA Enterprise software. On the New ANT USA Export screen, select Transaction dates that you want to export, and select the fields you want to include on the export. Select whether you want the On Orders to be based upon Ship Date or Cancel Date, and click on Export Data. You will receive a message when export is complete. Page 33 of 47

34 All Open to Buy Screens ANT USA Export This screen allows the user to export their OTB Plan so they can import it into ANT. Navigational Path o Open to Buy > ANT USA Export Buttons at the top of the screen o Weekly Click here to export your OTB plan based on the search criteria. Page 34 of 47

35 RMSA OTB Export This screen allows the user to export their OTB plan to a file which they will send to RMSA to work with. Navigational Path o Open to Buy > RMSA OTB Export Buttons at the top of the screen o Run Run the current export based on the selected search criteria. Page 35 of 47

36 OTB Setup This screen allows the user to define the department codes used for the RMSA export. These codes are provided by RMSA. Navigational Path o Open to Buy > OTB Setup Buttons at the top of the screen o Save Once all codes are entered for the departments, you can save into the system. Page 36 of 47

37 RMSA Setup This screen allows the user to setup their RMSA Client ID and Company name to be used in the RMSA export file. Navigational Path o Open to Buy > RMSA Setup Buttons at the top of the screen o Save Once the Client ID and Company fields are complete, Save into system. Page 37 of 47

38 New ANT USA Export This screen allows the user to export a file for ANT, which is compatible with the new ANT Enterprise edition. Navigational Path o Open to Buy > New ANT USA Export Buttons at the top of the screen o Export Data exports a file based on the search criteria selected. Page 38 of 47

39 OTB Create Plan This screen allows the user to create an OTB plan based on the OTB settings. You can populate past data, which will fill in the actual past values. Navigational Path o Open to Buy > OTB Create Plan Buttons at the top of the screen o Create Plan This will create the plan for the year specified with based on the OTB settings. This process can take up to 20 minutes. Page 39 of 47

40 OTB Update Plan This screen allows the user to update their OTB planned values by Category based on the selected fields to change and specified months and percentage. Navigational Path o Open to Buy > OTB Update Plan Buttons at the top of the screen o Update Plan This will perform the update to your OTB planned values for the categories and fields specified. Page 40 of 47

41 OTB Settings This screen allows the user to set up the OTB plan by choosing the categories they want to plan at, the metrics they want to be able to plan at, whether they will use Fiscal or Gregorian calendar, and define other settings regarding how the plan will be viewed/calculated. Navigational Path o Open to Buy > OTB Settings Buttons at the top of the screen o Save This will save the settings into the system, and then they would be able to create the plan based on the settings. Page 41 of 47

42 View OTB Plan This screen allows the user to view and modify their OTB plan from the bottom up to enter or change planned values which will distribute up to the higher levels of the plan, view actuals for months passed and calculated values which includes On Order, To Order, and Open to Buy. Navigational Path o Open to Buy > View OTB Plan Buttons at the top of the screen o Search Searches for the values based on the filtering criteria and plan year. o Reset Resets the current search criteria. o Show/Hide Columns You can select the columns you want to show or hide on the current plan view by selecting or deselecting the column name. o Save This saves all of the changes you have made to the plan. o Export to Excel This exports the current plan view into excel. Page 42 of 47

43 OTB Plan Budget Analysis This screen allows the user to view the plan using the filtering criteria, and view the actual and planned values, and percentage difference. Navigational Path o Open to Buy > OTB Plan Budget Analysis Buttons at the top of the screen o Search Searches for the values based on the filtering criteria and plan year. o Reset Resets the current search criteria. o Show/Hide Columns You can select the columns you want to show or hide on the current plan view by selecting or deselecting the column name. o Export to Excel This exports the current plan view into excel. Page 43 of 47

44 OTB Populate Past Data This screen allows the user to manually populate the past data for their OTB plan based on the filtering criteria. Navigational Path o Open to Buy > OTB Populate Past Data Buttons at the top of the screen o Show This will show the plan based on the filtering criteria. o Save Saves the entered values into the OTB plan. Page 44 of 47

45 OTB Reports This screen allows the user to export your Company wide OTB report, with a choice of the selected categories from your OTB Plan to group your report by. Navigational Path o Open to Buy > OTB Reports Buttons at the top of the screen o Export Exports the report based on the options selected into an excel file. Page 45 of 47

46 OTB Worksheet This screen allows the user to work with their OTB plan based on the filtering criteria. This screen allows the user to plan at the higher levels and the system will automatically distribute to the lower levels of the plan based on percentage. Navigational Path o Open to Buy > OTB Worksheet Buttons at the top of the screen o Search Searches for the values based on the filtering criteria and plan year. o Reset Resets the current search criteria. o Show/Hide Columns You can select the columns you want to show or hide on the current plan view by selecting or deselecting the column name. o Save This saves all of the changes you have made to the plan. o Export to Excel This exports the current plan view into excel. Page 46 of 47

47 Update Actuals This screen allows the user to update their actual values in the system, which goes through and calculates your current inventory transactions, on orders and BOM values. This should be done before viewing or working with the plan so you are working with the current values. Navigational Path o Open to Buy > Update Actuals Buttons at the top of the screen o Process This will update the actuals on your plan based on the options selected to update. Page 47 of 47

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