Synchro orders

What is a Synchro order?

Synchro orders are orders that are not managed through kanban and in which the consumption of a bin does not trigger the replenishment from the supplier, resulting in a one-time procurement cycle.

In KanbanBOX, synchro orders might be used to: - synchronize processes that follow a sequential pull logic; - manage closed orders created by external systems, such as an MRP.

Create a Synchro loop

Procedure:

1. Go to Kanbans > New kanban;
2. Choose the type of kanban to be created and click on Create new project.
3. Under Kanban loop sizing > Policy select Synchro (to know more about the other fields, consider reading the article about kanban loops).
4. Click on Apply now.

Please not that the loop will not be immediately visible in the board until any synchro cards are added to the loop.

Create Synchro cards

Synchro cards can be created: - manually (following the procedure below) - by importing an excel file (to know more, consider reading How to import a Synchro Order from an Excel file) - via API call.

Procedure:

1. Go to Kanbans > Active Kanban Loops and identify the Synchro loop to which to add the synchro cards.
2. Click on the icon Add extra kanban.
3. Fill in the required fields and, if needed, the optional fields.
4. Click on Save: the cards in the selected status will be added to the Board.

Life cycle of Synchro loops and cards

Synchro loops are not shown in the board unless there are any active cards for that loop.

Once consumed, the synchro loop's cards will not trigger a new order to the supplier and will disappear from the board.

Similarly, when all the synchro cards belonging to a synchro loop have been consumed, the synchro loop will disappear from the board.

Required date of the cards

The Required date can be selected when creating synchro cards. By default KanbanBOX proposes a date based on the Lead Time inserted in the loop, but it can be modified by inserting a previous or a subsequent one.

For synchro cards, the Negotiation module can be used to exchange any information between supplier and customer on the following aspects of the order:

• Quantity
• Delivery date
• Price

To know more, consider reading our article on the Negotiation.

Difference between Synchro loops and Kanban loops

• Synchro loops are composed exclusively of Synchro cards, distinguished by the colored top-right corner. Furthermore, on the board, precisely in the loop header under Cards, this type of loop will be indicated with Synchro.

• On the board we can have a view of all the Synchro loops by setting the Policy filter to Synchro.

• On the board there is also the Extra kanban filter. Setting it to Yes will highlight the synchro loops and all the Synchro kanbans present in the Kanban loops.

• Synchro loops do not represent kanban-managed orders and consequently are not subject to maintenance. As for kanban cards, the consumption of Synchro cards is tracked.

Customizing the template for Synchro cards

It is possible to create a specific print template for Synchro cards.

Procedure:

1. Go to Settings > Company settings.
2. Set Enable specific extra layout for extra kanban cards as Yes.
3. Go to Print > Templates list and choose the template.
4. Click on Edit the template.
5. Click on Edit front under Extra kanban to edit the extra kanban template.

Alternatively, it is possible to insert a particular text in the print template when the printed card is Synchro. You can find more information in the article Special variables in the template editor.

How to import a Synchro Order from an Excel file

Prerequisite:

Verify the existence in KanbanBOX of a loop where at least the combination part number - supplier coincides with the order line to be imported. If it does not exist, create it (see procedure Create and update a kanban loop) filling the following values:

Field	Value
Policy	SYNCHRO: the consumption DOES NOT trigger a replenishment from the supplier.
Number of kanban cards	Field not managed by Synchro management.
Quantity per kanban	Optional. If filed, each card cannot contain more than the indicated amount.

Afterwards, import the order lines via Excel.

Procedure:

1. Go to Master data > Import > Orders;
2. Click on import_orders.xlsx under Download Excel template: the blank Excel file is automatically downloaded;
3. Open the Excel file import_orders.xlsx.: the sheet Instructions shows a brief guide on how to fill in the file.
4. To insert the new orders, go to the sheet Orders.

   For each completed line, one ore more Synchro orders will be added to the Kanban Board, depending on whether the total quantity is to be divided into several bins.

   Once all the data related to the new Synchro orders have been correctly filled in, proceed as follows:

5. Save the Excel file (keeping the name import_orders.xlsx is not mandatory);
6. Go back to KanbanBOX and to Master data > Import > Orders;
7. Click on Choose file under Excel file for Orders;
8. Search for and select the file, then click on Open: the file is now uploaded into KanbanBOX;
9. Click on Import Orders;

10. In the new screen, the data entered in the Excel will be re-proposed. Pay particular attention to the last two columns:

    Field	Description
    Errors	If the import causes an error, the line will be placed at the top of the code list and will not be imported to the system. It is possible to know the reason for the error in this column.
    Action	Update: the order line is not new, but it will be updated in KanbanBOX. Add new: a new extra kanban card is inserted in the Kanban Board.

11. Click on Import data in KanbanBOX to complete the import.