New Order Entry Process

Updated 01/20/2021

Lock/Unlock Order Process & Auto-Seek Rules

 

When placing an order, you have the option to LOCK an order or line item,

here are the rules of engagement:

 

Unlocked orders:

  • Allocations will auto cancel as normal (Allocation Cancel based on 30/10 Day Model rules)

  • No penalty at auto allocation cancel or if dealer cancels anytime

  • Can lose allocation to an “auto seek” if another dealer puts in a seek request for the item (from oldest allocation to newest), after 3 Day Protection*.

  • Allocation Qty will show on Reports and Retail Deck

  • Alerts will be sent when you lose an item by auto seek item will automatically go to backorder (with the date the item was added to order)

  • Auto seek script runs all day every 60 minutes but will not run from 4 pm – 8 pm (prevents issues with pull).

    • *5 Day Protection on unlocked orders – allocations will not be subject to auto seek for 5 days

starting the date of the line item most recently allocated, in addition to being protected the day of allocation.

  • The day item allocates is not included in the 5-day immunity period (Ex: If an item allocates on Nov 18th it will not be subjected to being taking by an auto-seek until Nov 24thd).

 

Locked orders:

  • Will NOT cancel as normal / Auto cancel will occur 40 days FROM Line Item Most Recent ALLOCATION DATE and a penalty will be charged (if you lock an item allocated already for 29 days, the lock will give you an extra 11 days then will auto cancel) - SUSPENDED UNTIL FURTHER NOTICE, Locked Items WILL cancel after 30 days!

    • Tier Penalties:

      • Cancel 3 days or less of locked date – No Penalty

      • Cancel 4 Days – 15 days after a locked date – Chapter Commission as Penalty

      • Cancel over 15 days after a locked date – Double Commission

  • Can NOT lose allocation to an auto seek, however, if DMI staff requests to take an item from a locked order and they get the ok, no penalty when the item is taken and goes to backorder (date of original allocation date)

    • Seeker will auto-lock

  • Allocation Qty of locked orders will not show on Retail Deck or Reports (Ex: If we have 100 allocated and 45 are locked allocation, the deck will only show 55 allocated)

  • Locked Order Returns (Good Stock, KRA) will not get commission credited

  • Can Lock entire order or by line, locked orders will auto-lock items as they become allocated, backorders can be canceled anytime as normal.
     

    • Reducing Qty is the same as Cancelling that Qty (Meaning if you order 5, and reduce to 3 – you canceled 2 Qty of that item)

    • Penalty Dates based on the date of lock (date of order is not included) / Auto-Cancel date based on allocation date (40 days from most recent allocation date)** Suspended, cancel is 30 days now!

 

Auto-Seeks:

  • All allocations via an auto-seek (created in the DRS in the Request Center) will automatically lock, with no grace period to cancel. Auto-seeks will follow rules of Locked Item except if canceled at any time it will automatically be charged double commission penalty.

  • All Allocation Seek Requests will be automated in the request center, with human intervention only when an error or exception occurs (such as the item fails to successfully allocate) and manual seeks will not be penalized.

  • A “seek” item allocated is auto-locked

  • Auto seek script runs all day every 60 minutes but will not run from 4 pm – 8 pm (prevents issues with pull).

 

 

DMI Staff will be unable to reverse an auto-seek or penalty. This is to ensure those who pull allocations from others are committed to the item(s). There are no exceptions for locked orders, if you allocate and lock merchandise you are telling us the items are sold and your committed to taking them.

 

There is a limit to how many allocations you lock, up to the amount of your current credit limit. Once you reach this amount you would be unable to lock more items until you pull or cancel the locked items already in the system.

 

These measures are being put in place to allow every member at DMI a fair chance to pull goods they need from the group. These measures are also in place to help prevent any “gaming” of the system. We will continue to watch for red flags and address as needed.

 

Please note: Any items that you requested to be transferred from one order to another in the DRS Request Center will maintain its original allocation date and lock status along with the lock date if that line item was locked at the time of transfer!

 

Q: Will I be able to lock/unlock via API?

A: Yes

 

Q: When does this start?

A: 11/18/2020

 

Q: What about current orders in the system?

A: Any Order dated prior to 11/18/20 cannot be auto seek regardless of lock status.

 

Q: If I don’t understand the process and get hit with penalties what do I do?

A: Our goal is to not generate a ton of penalties, it’s to help fix ordering habits. We will do a “dry run” with penalties until 12/31/2020, meaning all penalties that occur in that timeframe would be wiped allowing members to adjust to the new system without concern. This also will help us, at DMI, understand any adjustments needed to fix issues with the process. However, auto-seekers will be subject to penalties immediately as of 11/18/2020.