Order Automation

General Feature Information

Feature Name:
Order Automation

Feature Overview:
The Order Automation Engine is the core of OTO's Order Management System (OMS), designed to provide highly flexible methods for managing incoming orders. It functions as a rule-based engine where users can define customized conditions and rules to automate the routing and assignment of orders to the most suitable warehouse or branch. This feature optimizes operational efficiency and ensures accurate and timely order fulfillment.

How to Use the Feature

Step-by-Step Instructions

Prerequisites:

• Ensure you have administrative access to create and manage rules.

• Real-time stock and operational data integration should be enabled for optimal performance.

Adding a New Order Automation Rule:

1. Navigate to the Order Automation Section:

   • Go to the Management menu in the sidebar.

   • Select Order OTOMation.

2. Add a New Rule:

   • Click on + Add Order OTOMation in the top-right corner.

   • Enter a Rule Name to describe the automation (e.g., "City-Level Fulfillment Rule").

   • Set the Status to Active or Inactive depending on its readiness for use.

3. Define Rule Conditions:

   • Expand the Order Filters section and add conditions using the following parameters:

     • Condition Types:
       Brands, SKU, Category, Destination City, Destination Country, Shipment Weight, COD Value, etc.

     • Operators:
       Equal, Not Equal To.

     • Values:
       Specify the value for each condition (e.g., Destination City = "Riyadh").

4. Set the Priority Method:

   • Choose how orders should be prioritized for assignment:

     • Closest Location: Assign to the nearest branch or warehouse.

     • Highest Available Stock: Assign to locations with maximum stock.

     • Specific Location: Assign to a predefined branch or warehouse.

5. Specify Location Details:

   • Set the Location Type:

     • All Locations: Includes all warehouses and branches.

     • Only Branches or Only Warehouses: Limits assignments to the selected location type.

   • Additional Options:

     • If the order is within the branch serving radius.

     • If the order time falls within location working hours.

6. Optional Settings:

   • Enable Broadcast Order: Sends the order request to multiple branches simultaneously.

   • Enable Reassign Order: Automatically reassigns orders if the initially assigned location fails to fulfill it.

7. Save the Rule:

   • Click Save to finalize the rule.

Advanced Features

1. Sequential Rule Execution:

   • Rules are executed one by one. If a rule fails to match, the system proceeds to the next rule.

   • A fallback rule ensures unassigned orders are routed to a default warehouse.

2. Stock Integration:

   • Real-time inventory checks ensure orders are only assigned to locations with available stock.

3. Exception Handling:

   • If no rule matches, the system can:

     • Assign the order to the main warehouse.

     • Leave it unassigned for manual intervention.

4. Reassignment Mechanism:

   • Orders are reassigned automatically if the initial location fails to accept or fulfill them within a specified time.

5. Broadcast Functionality:

   • Sends order notifications to multiple branches, assigning the first branch to respond.

Use Cases

1. City-Level Fulfillment:

   • Orders are assigned to locations within the same city for faster delivery.

2. Multi-Brand Stores:

   • Assign orders based on product brand alignment with store capabilities.

3. Time-Sensitive Orders:

   • Orders are reassigned promptly to avoid delays during peak operational hours.

4. Custom Fulfillment Strategies:

   • Assign orders based on unique conditions such as weight, COD value, or serving radius.

Order Automation Sorting Rules

Purpose:
Sorting rules define the sequence in which the engine evaluates the rules. Sequential evaluation ensures that the most critical rules are prioritized before fallback rules are considered.

Steps to Sort Rules:

1. In the Order OTOMation section, click on the Sort Rules button.

2. Drag and drop the rules in the desired order.

   • Rules at the top will be executed first.

3. Click Save to finalize the order.

Tip: Always place the most specific rules at the top and fallback/default rules at the bottom to avoid unintended assignments.

Order OTOmation or Order Automation Test

Purpose:
The OTOmation Test allows you to simulate and verify the rule execution process for specific orders. This ensures the rules are correctly configured before they are applied to live orders.

Steps to Test Rules:

1. Navigate to the Order OTOMation section.

2. Click on the OTOmation Test button.

3. Enter the Order Number in the provided field.

4. Click Test to view the result.

   • The system will display the rule applied and the location assigned to the order.

   • If no rule matches, it will show a failure to assign.

Tip: Use this feature to debug and optimize your rules before activating them.

Troubleshooting and FAQs

Common Issues and Solutions:

Issue: Orders are not being assigned as expected.
Solution:

• Verify that rules are set to Active.

• Check if the conditions and values are accurate.

• Ensure location working hours and stock availability are updated.

Issue: Broadcast order requests are not being responded to.
Solution:

• Confirm that multiple branches have been selected under the Broadcast feature.

• Check if notifications are reaching branch managers.

FAQs:

Q: Can rules prioritize multiple parameters simultaneously?
A: Yes, the system evaluates all active rules sequentially based on the defined parameters.

Q: What happens if no rule matches an order?
A: The system either assigns the order to a default warehouse or leaves it unassigned for manual intervention.

Q: How is stock availability verified?
A: The engine integrates with your ERP system to access real-time inventory data.

Benefits

• Reduces manual intervention by automating order routing.

• Optimizes inventory usage across locations.

• Enhances customer satisfaction through faster and accurate order fulfillment.

• Improves operational efficiency by dynamically adjusting to business requirements.