Smart Software Announces Strategic Partnership with Sage for Inventory Optimization and Demand Forecasting

Belmont, MA, February  2024 –Smart Software, a global provider of next-generation cloud-based inventory optimization, demand planning, and forecasting solutions, announces today their strategic partnership with Sage.

This collaboration brings Smart IP&O (Inventory Planning and Optimization) into the latest cloud and on-premises versions of Sage X3, Sage 300, and Sage 100. By seamlessly integrating strategic planning with operational execution, users can eliminate reactive inventory planning and forecast guesswork by accurately calibrating risks, tradeoffs, and consequences at scale with Smart IP&O.

Sage is the leader in accounting, financial, HR and payroll technology for small and mid-sized businesses (SMBs). Customers trust Sage’s comprehensive suite of finance, HR, and Supply Chain software to streamline processes and simplify operational tasks. This integrated approach to solving business challenges ensures seamless interactions and delivers valuable insights to SMBs, reinforcing Sage’s position as a leader in the industry.

“Smart Software helps our customers by delivering insightful business analytics for inventory modeling and forecasting that drive ordering and replenishment in the latest version of Sage. With Smart IP&O, our customers gain a means to shape inventory strategy to align with the business objectives while empowering their planning teams to reduce inventory and improve service,” says   Regina Crowshaw, Director of ISV Strategy, Sales, and Programs at Sage.

“Sage drives innovation and fosters business growth by delivering insightful solutions designed to enable organizations to scale and succeed. By leveraging the capabilities of Smart’s field-proven demand forecasting and inventory planning solutions, Sage is poised to supply the necessary expertise to assess needs, establish objectives, and craft the underlying business strategies key for ensuring widespread adoption and deriving maximum benefit.  We look ahead to what we can accomplish together, and we look forward to our joint success”, says Greg Hartunian, President and CEO at Smart Software.

About Smart Software, Inc.

Founded in 1981, Smart Software, Inc. is a leader in providing businesses with enterprise-wide demand forecasting, planning, and inventory optimization solutions.  Smart Software’s demand forecasting and inventory optimization solutions have helped thousands of users worldwide, including customers such as Disney, Arizona Public Service, and Ameren. Smart’s Inventory Planning & Optimization Platform, Smart IP&O, provides demand planners the tools to handle sales seasonality, promotions, new and aging products, multi-dimensional hierarchies, and intermittently demanded service parts and capital goods items. It also provides inventory managers with accurate estimates of the optimal inventory and safety stock required to meet future orders and achieve desired service levels.  Smart Software is headquartered in Belmont, Massachusetts, and our website is www.smartcorp.com.

About Sage Corporation

Sage exists to knock down barriers so everyone can thrive, starting with the millions of Small and Mid-Sized Businesses served by us, our partners, and accountants. Customers trust our finance, HR, and payroll software to make work and money flow. By digitizing business processes and relationships with customers, suppliers, employees, banks, and governments, our digital network connects SMBs, removing friction and delivering insights. Knocking down barriers also means we use our time, technology, and experience to tackle digital inequality, economic inequality and the climate crisis.


For more information, please contact Smart Software, Inc., Four Hill Road, Belmont, MA 02478.
Phone: 1-800-SMART-99 (800-762-7899); FAX: 1-617-489-2748; E-mail: info@smartcorp.com

 

 

Extend Epicor BisTrack with Smart IP&O’s Dynamic Reorder Point Planning & Forecasting

In this article, we will review the “suggested orders” functionality in Epicor BisTrack, explain its limitations, and summarize how Smart Inventory Planning & Optimization (Smart IP&O) can help reduce inventory & minimize stock-outs by accurately assessing the tradeoffs between stockout risks and inventory costs.

Automating Replenishment in Epicor BisTrack
Epicor BisTrack’s “Suggested Ordering” can manage replenishment by suggesting what to order and when via reorder point-based policies such as min-max and/or manually specified weeks of supply. BisTrack contains some basic functionality to compute these parameters based on average usage or sales, supplier lead time, and/or user-defined seasonal adjustments. Alternatively, reorder points can be specified completely manually. BisTrack will then present the user with a list of suggested orders by reconciling incoming supply, current on hand, outgoing demand, and stocking policies.

How Epicor BisTrack “Suggested Ordering” Works
To get a list of suggested orders, users specify the methods behind the suggestions, including locations for which to place orders and how to determine the inventory policies that govern when a suggestion is made and in what quantity.

Extend Epicor BisTrack Planning and Forecasting

First, the “method” field is specified from the following options to determine what kind of suggestion is generated and for which location(s):

Purchase – Generate purchase order recommendations.

  1. Centralized for all branches – Generates suggestions for a single location that buys for all other locations.
  2. By individual branch – Generates suggestions for multiple locations (vendors would ship directly to each branch).
  3. By source branch – Generates suggestions for a source branch that will transfer material to branches that it services (“hub and spoke”).
  4. Individual branches with transfers – Generates suggestions for an individual branch that will transfer material to branches that it services (“hub and spoke”, where the “hub” does not need to be a source branch).

Manufacture – Generate work order suggestions for manufactured goods.

  1. By manufacture branch.
  2. By individual branch.

Transfer from source branch – Generate transfer suggestions from a given branch to other branches.

Extend Epicor BisTrack Planning and Forecasting 2222

Next, the “suggest order to” is specified from the following options:

  1. Minimum – Suggests orders “up to” the minimum on hand quantity (“min”). For any item where supply is less than the min, BisTrack will suggest an order suggestion to replenish up to this quantity.
  2. Maximum when less than min – Suggests orders “up to” a maximum on-hand quantity when the minimum on-hand quantity is breached (e.g. a min-max inventory policy).
  1. Based on cover (usage) – Suggests orders based on coverage for a user-defined number of weeks of supply with respect to a specified lead time. Given internal usage as demand, BisTrack will recommend orders where supply is less than the desired coverage to cover the difference.
  1. Based on over (sales) – Suggests orders based on coverage for a user-defined number of weeks of supply with respect to a specified lead time. Given sales orders as demand, BisTrack will recommend orders where supply is less than the desired coverage to cover the difference.
  1. Maximum only – Suggests orders “up to” a maximum on-hand quantity where supply is less than this max.

Finally, if allowing BisTrack to determine the reorder thresholds, users can specify additional inventory coverage as buffer stock, lead times, how many months of historical demand to consider, and can also manually define period-by-period weighting schemes to approximate seasonality. The user will be handed a list of suggested orders based on the defined criteria. A buyer can then generate POs for suppliers with the click of a button.

Extend Epicor BisTrack Planning and Forecasting

Limitations

Rule-of-thumb Methods

While BisTrack enables organizations to generate reorder points automatically, these methods rely on simple averages that do not capture seasonality, trends, or the volatility in an item’s demand. Averages will always lag behind these patterns and are unable to pick up on trends. Consider a highly seasonal product like a snow shovel—if we take an average of Summer/Fall demand as we approach the Winter season instead of looking ahead, then the recommendations will be based on the slower periods instead of anticipating upcoming demand. Even if we consider an entire years’ worth of history or more, the recommendations will overcompensate during the slower months and underestimate the busy season without manual intervention.

Rule of thumb methods also fail when used to buffer against supply and demand variability.  For example, the average demand over the lead time might be 20 units.  However, a planner would often want to stock more than 20 units to avoid stocking out if lead times are longer than expected or demand is higher than the average.  BisTrack allows users to specify the reorder points based on multiples of the averages.  However, because the multiples don’t account for the level of predictability and variability in the demand, you’ll always overstock predictable items and understock unpredictable ones.   Read this article to learn more about why multiples of the average fail when it comes to developing the right reorder point.

Manual Entry
Speaking of seasonality referenced earlier, BisTrack does allow the user to approximate it through the use of manually entered “weights” for each period. This forces the user to have to decide what that seasonal pattern looks like—for every item. Even beyond that, the user must dictate how many extra weeks of supply to carry to buffer against stockouts, and must specify what lead time to plan around. Is 2 weeks extra supply enough? Is 3 enough? Or is that too much? There is no way to know without guessing, and what makes sense for one item might not be the right approach for all items.

Intermittent Demand
Many BisTrack customers may consider certain items “unforecastable” because of the intermittent or “lumpy” nature of their demand. In other words, items that are characterized by sporadic demand, large spikes in demand, and periods of little or no demand at all. Traditional methods—and rule-of-thumb approaches especially—won’t work for these kinds of items. For example, 2 extra weeks of supply for a highly predictable, stable item might be way too much; for an item with highly volatile demand, this same rule might not be enough. Without a reliable way to objectively assess this volatility for each item, buyers are left guessing when to buy and how much.

Reverting to Spreadsheets
The reality is most BisTrack users tend to do the bulk of their planning off-line, in Excel. Spreadsheets aren’t purpose-built for forecasting and inventory optimization. Users will often bake in user-defined rule of thumb methods that often do more harm than good.  Once calculated, users must input the information back into BisTrack manually. The time consuming nature of the process leads companies to infrequently compute their inventory policies – Many months and on occasion years go by in between mass updates leading to a “set it and forget it” reactive approach, where the only time a buyer/planner reviews inventory policy is at the time of order.  When policies are reviewed after the order point is already breached, it is too late.  When the order point is deemed too high, manual interrogation is required to review history, calculate forecasts, assess buffer positions, and to recalibrate.  The sheer volume of orders means that buyers will just release orders rather than take the painstaking time to review everything, leading to significant excess stock.  If the reorder point is too low, it’s already too late.  An expedite may now be required, driving up costs, assuming the customer doesn’t simply go elsewhere.

Epicor is Smarter
Epicor has partnered with Smart Software and offers Smart IP&O as a cross platform add-on to its ERP solutions including BisTrack, a speciality ERP for the Lumber, hardware, and building material industry.  The Smart IP&O solution comes complete with a bidirectional integration to BisTrack.  This enables Epicor customers to leverage built-for-purpose best of breed inventory optimization applications.  With Epicor Smart IP&O you can generate forecasts that capture trend and seasonality without manual configurations.  You will be able to automatically recalibrate inventory policies using field proven, cutting-edge statistical and probabilistic models that were engineered to accurately plan for intermittent demand.   Safety stocks will accurately account for demand and supply variability, business conditions, and priorities.  You can leverage service level driven planning so you have just enough stock or turn on optimization methods that prescribe the most profitable stocking policies and service levels that consider the real cost of carrying inventory. You can support commodity buys with accurate demand forecasting over longer horizons, and run “what-if” scenarios to assess alternative strategies before execution of the plan.

Smart IP&O customers routinely realize 7 figure annual returns from reduced expedites, increased sales, and less excess stock, all the while gaining a competitive edge by differentiating themselves on improved customer service. To see a recorded webinar hosted by the Epicor Users Group that profiles Smart’s Demand Planning and Inventory Optimization platform, please register here.

 

 

 

 

Service Level Driven Planning for Service Parts Businesses in the Dynamics 365 space

Service-Level-Driven Service Parts Planning for Microsoft Dynamics BC or F&SC is a four-step process that extends beyond simplified forecasting and rule-of-thumb safety stocks. It provides service parts planners with data-driven, risk-adjusted decision support.

 

The math to determine this level of planning simply does not exist in D365 functionality.  It requires math and AI that passes thousands of times through calculations for each part and part center (locations).  Math and AI like this are unique to Smart.  To understand more, please read on. 

 

Step 1. Ensure that all stakeholders agree on the metrics that matter. 

All participants in the service parts inventory planning process must agree on the definitions and what metrics matter most to the organization. Service Levels detail the percentage of time you can completely satisfy required usage without stocking out. Fill Rates detail the percentage of the requested usage that is immediately filled from stock. (To learn more about the differences between service levels and fill rate, watch this 4-minute lesson here.) Availability details the percentage of active spare parts with an on-hand inventory of at least one unit. Holding costs are the annualized costs of holding stock accounting for obsolescence, taxes, interest, warehousing, and other expenses. Shortage costs are the cost of running out of stock, including vehicle/equipment downtime, expedites, lost sales, and more. Ordering costs are the costs associated with placing and receiving replenishment orders.

 

Step 2. Benchmark historical and predicted current service level performance.

All participants in the service parts inventory planning process must hold a common understanding of predicted future service levels, fill rates, and costs and their implications for your service parts operations. It is critical to measure both historical Key Performance Indicators (KPIs) and their predictive equivalents, Key Performance Predictions (KPPs).  Leveraging modern software, you can benchmark past performance and leverage probabilistic forecasting methods to simulate future performance.  Virtually every Demand Planning solution stops here.  Smart goes further by stress-testing your current inventory stocking policies against all plausible future demand scenarios.  It is these thousands of calculations that build our KPPs.  The accuracy of this improves D365’s ability to balance the costs of holding too much with the costs of not having enough. You will know ahead of time how current and proposed stocking policies are likely to perform.

 

Step 3. Agree on targeted service levels for each spare part and take proactive corrective action when targets are predicted to miss. 

Parts planners, supply chain leadership, and the mechanical/maintenance teams should agree on the desired service level targets with a full understanding of the tradeoffs between stockout risk and inventory cost.  A call out here is that our D365 customers are almost always stunned by the stocking levels difference between 100% and 99.5% availability.   With the logic for nearly 10,000 scenarios that half a percent outage is almost never hit.   You achieve full stocking policy with much lower costs.   You find the parts that are understocked and correct those.  The balancing point is often a 7-12% reduction in inventory costs. 

This leveraging of what-if scenarios in our parts planning software gives management and buyers the ability to easily compare alternative stocking policies and identify those that best meet business objectives.  For some parts, a small stock out is okay.  For others, we need that 99.5% parts availability.  Once these limits are agreed upon, we use the Power of D365 to optimize inventory using D365 core ERP as it should be.   The planning is automatically uploaded to engage Dynamics with modified reorder points, safety stock levels, and/or Min/Max parameters.  This supports a single Enterprise center point, and people are not using multiple systems for their daily parts management and purchasing.

 

Step 4. Make it so and keep it so. 

Empower the planning team with the knowledge and tools it needs to ensure that you strike agreed-upon balance between service levels and costs.  This is critical and important.  Using Dynamics F&SC or BC to execute your ERP transactions is also important.  These two Dynamics ERPs have the highest level of new ERP growth on the planet.  Using them as they are intended to be used makes sense.   Filling the white space for the math and AI calculations for Maintenance and Parts management also makes sense.  This requires a more complex and targeted solution to help.  Smart Software Inventory Optimization for EAM and Dynamics ERPs holds the answer.    

Remember: Recalibration of your service parts inventory policy is preventive maintenance against both stockouts and excess stock.  It helps costs, frees capital for other uses, and supports best practices for your team. 

 

Extend Microsoft 365 F&SC and AX with Smart IP&O

To see a recording of the Microsoft Dynamics Communities Webinar showcasing Smart IP&O, register here:

https://smartcorp.com/inventory-planning-with-microsoft-365-fsc-and-ax/

 

 

 

 

Extend Microsoft 365 F&SC and AX with Smart IP&O

Microsoft Dynamics 365 F&SC and AX can manage replenishment by suggesting what to order and when via reorder point-based inventory policies.  A challenge that customers face is that efforts to maintain these levels are very detailed oriented and that the ERP system requires that the user manually specify these reorder points and/or forecasts.  As an alternative, many organizations end up generating inventory policies by hand using Excel spreadsheets or using other ad hoc approaches.

These methods are time-consuming and both likely result in some level of inaccuracy.  As a result, the organization will end up with excess inventory, unnecessary shortages, and a general mistrust of their software systems. In this article, we will review the inventory ordering functionality in AX / D365 F&SC, explain its limitations, and summarize how Smart Inventory Planning & Optimization can help improve a company’s cash position.   This is accomplished by reduced inventory, minimized and controlled stockouts.   Use of Smart Software delivers predictive functionality that is missing in Dynamics 365.

Microsoft Dynamics 365 F&SC and AX Replenishment Policies

In the inventory management module of AX and F&SC, users can manually enter planning parameters for every stock item. These parameters include reorder points, safety stock lead times, safety stock quantities, reorder cycles, and order modifiers such as supplier imposed minimum and maximum order quantities and order multiples. Once entered, the ERP system will reconcile incoming supply, current on hand, outgoing demand, and the user defined forecasts and stocking policies to net out the supply plan or order schedule (i.e., what to order and when).

There are 4 replenishment policy choices in F&SC and AX:  Fixed Reorder Quantity, Maximum Quantity, Lot-For-Lot and Customer Order Driven.

  • Fixed Reorder Quantity and Max are reorder point-based replenishment methods. Both suggest orders when on hand inventory hits the reorder point. With fixed ROQ, the order size is specified and will not vary until changed. With Max, order sizes will vary based on stock position at time of order with orders being placed up to the Max.
  • Lot-for Lot is a forecasted based replenishment method that pools total demand forecasted over a user defined time frame (the “lot accumulation period”) and generates an order suggestion totaling the forecasted quantity. So, if your total forecasted demand is 100 units per month and the lot accumulation period is 3 months, then your order suggestion would equal 300 units.
  • Order Driven is a make to order based replenishment method. It doesn’t utilize reorder points or forecasts. Think of it as a “sell one, buy one” logic that only places orders after demand is entered.

 

Limitations

Every one of F&SC / AX replenishment settings must be entered manually or imported through custom uploads created by customers.  There simply isn’t any way for users to natively generate any inputs (especially not optimal ones). The lack of credible functionality for unit level forecasting and inventory optimization within the ERP system is why so many AX and F&SC users are forced to rely on spreadsheets for planning and then manually set the parameters the ERP needs.  In reality, most planners end up manually set demand forecasts and reordering.

And when they can use spread sheets, they often rely on wide rule of thumb methods that results in using simplified statistical models.  Once calculated in the spread sheet these must be loaded into F&SC/AX.  They are often either loaded via cumbersome file imports or manually entered.   Because of the time and effort, it takes to build these, companies do not frequently update these numbers.

Once these are set in place, organizations tend to employ a reactive approach to changes.  The only time a buyer/planner reviews inventory policy is annually or at the time of purchases or manufacturing.   Some firms will also react after encountering problems with inventory levels being short (or too high).  Managing this in AX and F&AS requires manual interrogation to review history, calculate forecasts, assess buffer positions, and to recalibrate.

Microsoft recognizes these constraints in their core ERPs and understands the significant challenges to customers.  In response Microsoft has positioned forecasting under their AI Azure stack.  This method is outside of the core ERPs.  It is offered as a tool set for Data Scientists to use in defining custom complex statistics and calculations as a company wishes.  This is in addition to some basic simple calculations as a starting point are currently in their start up phases of development.  While this may hold long term gains, currently this method means customers start from near scratch and define what Microsoft currently called ‘experiments’ to gauge demand planning.

The bottom line is that customers face large challenges in getting the Dynamics stack itself to help solve these problems.  The result is for CFOs to have less cash available for what they need and for Sales Execs to have sales opportunities unfilled and a potential loss of sales because the firm can’t ship the goods the customer wants.

 

Get Smarter

Wouldn’t it be better to simply leverage a best of breed add-on for demand planning; and a best of breed inventory optimization solution to manage and balance costs and fulfilment levels?  Wouldn’t it be better to be able to do this on a daily or weekly basis to make your decisions closest to the need, preserving cash while meeting sales demand?

Imagine having a bidirectional integration with AX and F&AS so this all operates easily and quickly.   One where:

  • you could automatically recalibrate policies in frequent planning cycles using field proven, cutting-edge statistical models,
  • you would be able to calculate demand forecasts that account for seasonality, trend, and cyclical patterns,
  • You would automatically leverage optimization methods that prescribe the most profitable stocking policies and service levels that consider the real costs of carrying inventory and stock outages, giving you a full economic picture,
  • You could free up cash for use within the company and manage your inventory levels to improve order fulfillment at the same time as you free this cash.
  • you would have safety stocks and inventory levels that would account for demand and supply variability, business conditions, and priorities,
  • you’d be able to target specific service levels by groups of products, customers, warehouses, or any other dimension you selected,
  • you increase overall company profit and balance sheet health.

 

Extend Microsoft 365 F&SC and AX with Smart IP&O

To see a recording of the Microsoft Dynamics Communities Webinar showcasing Smart IP&O, register here:

https://smartcorp.com/inventory-planning-with-microsoft-365-fsc-and-ax/

 

 

 

 

Extend Epicor Prophet 21 with Smart IP&O’s Forecasting & Dynamic Reorder Point Planning

In this article, we will review the inventory ordering functionality in Epicor P21, explain its limitations, and summarize how Smart Inventory Planning & Optimization (Smart IP&O) can help reduce inventory, minimize stock-outs and restore your organization’s trust in your ERP by providing robust predictive analytics, consensus-based forecasting, and what-if scenario planning.

Replenishment Planning Features within Epicor Prophet 21
Epicor P21 can manage replenishment by suggesting what to order and when via reorder point-based or forecast-driven inventory policies.  Users may compute these policies externally or generate them dynamically within P21.  Once the policies and forecasts have been specified, P21’s Purchase Order Requirements Generator (PORG) will create automated order suggestions of what to replenish and when by reconciling incoming supply, current on hand, outgoing demand, stocking policies, and demand forecasts.

Epicor P21 has 4 Replenishment Methods
In the item maintenance screen of Epicor P21, users can choose from one of four replenishment methods for each stock item.

  1. Min/Max
  2. Order Point/Order Quantity
  3. EOQ
  4. Up To

There are additional settings and configurations for determining lead times and accounting for order modifiers such as supplier-imposed minimum and maximum order quantities.  Min/Max and Order Point/Order Quantity are considered “static” policies.  EOQ and Up To are considered “dynamic” policies and computed within P21.

Min/Max
The reorder point is equal to the Min.  Whenever on hand inventory drops below the Min (reorder point) the PORG report will create an order suggestion up to the Max (for example, if on hand after the breach is 20 units and the Max is 100 then the order quantity will be 80).  Min/Max is considered a static policy and once entered into P21 will remain unchanged unless overridden by the user.  Users often run spreadsheets to compute the Min/Max values and update them from time to time.

Order Point/Order Quantity
This is the same as the Min/Max policy except instead of ordering up to the Max, an order will be suggested for a fixed quantity defined by the user (for example, always order 100 units when the order point is breached). OP/OQ is considered a static policy and will remain unchanged unless overridden by the user.  Users often run spreadsheets to compute OP/OQ values and update them from time to time.

EOQ
The EOQ policy is a reorder point-based method.  The reorder point is dynamically generated based on P21’s forecast of demand over lead time + demand over the review period + safety stock.  The order quantity is based on an Economic Order Quantity calculation that considers holding costs and ordering costs and attempts to recommend an order size that minimizes total cost.  When on hand inventory breaches the reorder point, the PORG report will kick out an order equal to the computed EOQ.

Up To
The Up To method is another dynamic policy that relies on a reorder point.  It is computed the same way as the EOQ method using P21’s forecasted demand over the lead time + demand over review period + safety stock.   The order quantity suggestion is based on whatever is needed to replenish stock back “up to” the reorder point.  This tends to equate to an order quantity that is consistent with the lead time demand because as demand drives stock below the reorder point, orders will be suggested “up to” the reorder point.

Epicor Prophet 21 with Forecasting Inventory Planning P21

P21’s Item Maintenance Screen where users can specify the desired inventory policy and configure other settings such as safety stock and order modifiers.

Limitations

Forecast Methods
There are two forecast modes in P21:  Basic and Advanced.  Each use a series of averaging methods and require manual configurations and user determined classification rules to generate a demand forecast.  Neither mode is designed with an out-of-the-box expert system that automatically generates forecasts that account for underlying patterns such as trend or seasonality.  Lots of configuration is required that tends to inhibit user adoption and modification of the assumed forecasting rules defined in the initial implementation that may no longer be relevant.  There isn’t a way to easily compare the forecast accuracy of different configurations.  For example, is it better to use 24 months of history or 18 months?  Is it more accurate to assume a trend should be applied when an item grows by 2% per month or should it be 10%?  Is it better to assume the item is seasonal if 80% or more of it’s demand occurs in 6 months of the year or  4 months of the year? As a result, it is common for classification rules to be too broad or specific resulting in problems such as application of an incorrect forecasting model, using too much or too little history, or over/understating the trend and seasonality.   To learn more about how this works, check out this blog post (coming soon)

Forecast Management & Consensus Planning
P21 lacks forecast management features that enable organizations to plan at multiple hierarchy levels such as product family, region, or by customer.  Forecasts must be created at the lowest level of granularity (product by location) where demand is often too intermittent to get a good forecast.  There isn’t a way to share forecasts, collaborate, review, or create forecasts at aggregate levels, and agree on the consensus plan. It is difficult to incorporate business knowledge, assess forecasts at higher levels of aggregation, and track whether overrides are improving or hurting forecast accuracy. This makes forecasting too one-dimensional and dependent on the initial math configurations.  

Intermittent Demand
Many P21 customers rely on static methods (Min/Max and OP/OQ) because of the prevalence of intermittent demand.  Otherwise known as “lumpy”, intermittent demand is characterized by sporadic sales, large spikes in demand, and many periods with no demand at all. When demand is intermittent, traditional forecasting and safety stock methods just don’t work.  Since distributors don’t have the luxury of stocking only high movers with consistent demand, they need specialized solutions that are engineered to effectively plan intermittently demanded items. 80% or more of a distributor’s parts will have intermittent demand.  The stocking policies that are generated using traditional methods such as those available in P21 and other planning applications will result in incorrect estimates of what to stock to achieve the targeted service level.  As illustrated in the graph below, it isn’t possible to consistently forecast the spikes.  You are stuck with a forecast that is effectively an average of the prior periods.

Epicor Prophet 21 with Forecasting Inventory Management

Forecasts of intermittent demand can’t predict the spikes and require safety stock buffers to protect against stockouts.

 

Second, P21’s safety stock methods allow you to set a target service level but the underlying logic mistakenly assumes that the demand is normally distributed.  With intermittent demand, the demand isn’t “normal” and therefore the estimate of safety stock will be wrong.   Here is what wrong means: when setting a service level of, for example 98%, the expectation is that 98% of the time the stock on hand will fill 100% of what the customer needs from the shelf.  Using a normal distribution to compute safety stocks will result in large deviations between the targeted service level and actual service level achieved.  It is not uncommon to see situations where the actual service level misses the target by 10% or more (i.e., targeted 95% but only achieved 85%).

 

Epicor Prophet 21 with Forecasting Inventory Analytics

In this figure you can see the demand history of an intermittently demanded part and two distributions based on this demand history. The first distribution was generated using the same “normal distribution: logic employed by P21. The second is a simulated distribution based on Smart Software’s probabilistic forecasting. The “normal” P21 distribution recommends that 46 units is needed to achieve the 99% service level but when compared to actuals far more inventory was needed. Smart accurately predicted that 63 units was required to achieve the service level.

This blog explains how you can test your system’s service level accuracy.

Reliance on Spreadsheets & Reactive Planning
P21 customers tell us that they rely heavily on the use of spreadsheets to manage stocking policies and forecasting.  Spreadsheets aren’t purpose-built for forecasting and inventory optimization. Users will often bake in user-defined rule of thumb methods that often do more harm than good.  Once calculated, users must input the information back into P21 via manual file imports or even manual entry.  The time consuming nature of the process leads companies to infrequently compute their inventory policies – Many months and on occasion years go by in between mass updates leading to a “set it and forget it” reactive approach, where the only time a buyer/planner reviews inventory policy is at the time of order.  When policies are reviewed after the order point is already breached, it is too late.  When the order point is deemed too high, manual interrogation is required to review history, calculate forecasts, assess buffer positions, and to recalibrate.  The sheer volume of orders means that buyers will just release orders rather than take the painstaking time to review everything, leading to significant excess stock.  If the reorder point is too low, it’s already too late.  An expedite is now required driving up costs and even then, you’ll still lose sales if the customer goes elsewhere.

Limited What If Planning
Since features for modifying reorder points and order quantities are baked into P21 it is not possible to make wholesale changes across groups of items and assess predicted outcomes before deciding to commit.  This forces users to adopt a “wait and see” process when it comes to modifying parameters. Planners will make a change and then monitor actuals until they are confident the change improved things.  Managing this at scale—many planners are dealing with tens of thousands of items—is extremely time consuming and the end result is infrequent recalibration of inventory policy. This also contributes to reactive planning whereby planners will only review settings after a problem has occurred.

Epicor is Smarter
Epicor has partnered with Smart Software and offers Smart IP&O as a cross platform add-on to Prophet 21 complete with a bidirectional API-based integration.  This enables Epicor customers to leverage built-for-purpose best of breed forecasting and inventory optimization applications.  With Epicor Smart IP&O you can generate forecasts that capture trend and seasonality without having to first apply manual configurations.  You will be able to automatically recalibrate policies every planning cycle using field proven, cutting-edge statistical and probabilistic models that were engineered to accurately plan for intermittent demand.   Safety stocks will accurately account for demand and supply variability, business conditions, and priorities.  You can leverage service level driven planning so you have just enough stock or turn on optimization methods that prescribe the most profitable stocking policies and service levels that consider the real cost of carrying inventory. You can build consensus demand forecasts that blend business knowledge with statistics, better assess customer and sales forecasts, and confidently upload forecasts and stocking policies to Epicor with a few mouse-clicks.

Smart IP&O customers routinely realize 7 figure annual returns from reduced expedites, increased sales, and less excess stock, all the while gaining a competitive edge by differentiating themselves on improved customer service. To see a recorded webinar hosted by the Epicor Users Group that profiles Smart’s Demand Planning and Inventory Optimization platform, please register here: https://smartcorp.com/epicor-smart-inventory-planning-optimization/