Forecast, order and receive linen
See the linen you will need over the coming days, prepare the order for your supplier and record its receipt in a depot, a building or a property.
The video for this guide is coming soon.
The “Forecast” tab compares the linen your cleanings will need with the clean linen you have in stock. Use it once a week to know what to order, and on the day the order arrives to add it to stock. Allow 5 minutes.
The linen for the next day is prepared in prepare the linen. Your linen items are created in track your linen. To have the linen counted on site, see have the team count the linen.
Read the forecast
Step by step
- 1
Open the Linen menu.
- 2
Click the “Forecast” tab. Four figures appear at the top: “Planned cleanings”, “Linen preparations”, “Available stock” and “To order”.
- 3
Choose the period: “7 days”, “14 days”, “30 days” or “Until…” (90 days at most). The table is recalculated.
- 4
If needed, filter by “Depot”, “Client”, “Building” or “Item”. Each filter accepts several choices.
- 5
Read the table, one row per item.
| Column | What it tells you |
|---|---|
| Need | The linen to take out over the chosen period |
| In stock | The clean pieces you have |
| On order | The pieces from orders sent, not yet received |
| Shortage | What you need to order to get through the busiest day |
| Order before | The deadline for not running out |
Below the table, the “Total need vs available stock” chart and the “Day-by-day detail” show the need for each day.
Complete the missing linen allocations
A property with no linen allocation counts as 0 in the forecast. The “Missing linen allocation” button is only shown if some remain.
Step by step
- 1
Click Missing linen allocation. The window lists the properties concerned.
- 2
On a property's row, click “Open the sheet”. The property page opens.
- 3
In the “Stocktake” block, click “Set thresholds”.
- 4
Enter the “Target” for each item, then click “OK”.
- 5
Go back to the “Forecast” tab. The property now counts in the need.
Prepare an order
Step by step
- 1
Set the “Safety margin (%)”, next to the button. The suggested quantities are the shortages, increased by this margin.
- 2
Click Prepare an order. The window opens, with one row per item that is short.
- 3
Enter the “Supplier” and the “Requested delivery” date.
- 4
Correct the “To order” column if needed, and add a “Note”.
- 5
Click Copy text to paste the order into an email. The message “Order copied” appears. The “PDF” button turns it into a document.
- 6
Click Mark as sent. The message “Order saved and marked as sent” appears.
The order appears at the bottom of the page, under “Supplier orders”. Its linen counts straight away in the “On order” column.
Receive an order
To do on the day the linen arrives. Nothing is saved before you confirm.
Step by step
- 1
Under “Supplier orders”, on the order's row, click Receive. The “Order receipt” window opens.
- 2
Under “Receive into”, choose where the linen goes: “Depot”, “Building”, “Tag” or “Property”.
- 3
Choose the place in the list.
- 4
For a building or a tag, choose the “Distribution across properties”.
- 5
Click Confirm receipt. The message “Receipt saved” appears and the order moves to “Received”.
| Distribution | What it does |
|---|---|
| By need | Shares according to each property's planned cleanings, otherwise according to its allocation |
| Equal shares | Gives the same quantity to each property |
| Manually | You type the quantity for each property |
Frequently asked questions
Where does the need shown come from?
It comes from each property's linen allocation and from the check-outs planned over the period. A property with no allocation counts as 0.
Why is the shortage not “need minus stock”?
Because linen rotates between two cleanings. The shortage compares the stock and the linen on order with the busiest day of the period.
Can an order that has already been sent be changed?
Yes. As long as it is not “Received”, the “Edit” button reopens the order.
What does “Items not linked to the catalogue, not credited” mean?
Some items in the order are no longer among your linen items. They have not been added to stock: the rest of the receipt has been saved.
I have no depot in the list. What should I do?
Nothing is blocked. The message “No place named “dépôt”: all stock places are offered.” appears and you choose the place from all your stock places.