IS
IS
EXERCISED WHEN YOU
REPLENISH MATERIAL
What comprises the Cost of Carrying Inventory, besides the money invested?
5 space is tied up
5 material is stolen
5 people are hired to receive inventory, put it up, move it around, look for
it, and count it.
The above list are all “hidden” costs to a degree because no one ever sees a dollar
amount listed separately on a financial statement. These expenses are mixed in with
a lot of others.
Every company needs to be aware that a Cost of Carrying Inventory exists and how
large it has become. It must be considered in nearly every inventory decision. The
Cost of Carrying Inventory changes when the prime rate changes.
2
CALCULATING THE COST OF CARRYING INVENTORY
ILLUSTRATION – ALL ANNUAL COSTS
$559,800
Total Annual Costs = $559,800
= 28% Cost of Carrying
Average Inventory Value = $2,000,000 Inventory
This distributor spends $.28 for every $1.00 carried in inventory on the average for a
year. The 28% rate becomes part of his calculations for stock purchasing and other
special purchasing opportunities. The Cost of Carrying Inventory remains 28% until
the calculation is made again the next year. The annual costs used should be total
company figures.
3
Cost of Carrying Inventory cont’d
The shortcut method of calculating the Cost of Carrying Inventory is to add 20% to
the current prime rate for borrowing money.
Once you have established the company’s Cost of Carrying Inventory, you need to put
it into SUCCESS 2000 + so that it can by used in EOQ purchasing.
2) Select #2 Constants.
4) Return through the rest of the fields until you get back to a menu.
4
COST OF PURCHASING
The Cost of Purchasing is expressed in a dollar amount per purchase order line
written.
* Half of the computer time expense which processes all the transactions
necessary to track an item’s condition; all sales, transfers, receipts,
returns, cycle counts, etc. These together tell you availability of an
item.
* receiving
The company should set a value on time and effort to bring an item in.
5
COST OF A REPLENISHMENT/PURCHASING CYCLE
ILLUSTRATION – ALL ANNUAL COSTS
This distributor has spent or will spend a total of $5.00 each time a buyer decides
to replenish a stock item OR each time a single PO line is written.
6
Cost of Purchasing cont’d
In the example the Cost of Purchasing is $5.00, which means $5.00 of cost spent per
item per
purchase order. I f purchase order listed 20 stock items, the Cost of
Purchasing in total is $100.00. The Cost of Purchasing is an integral part of EOQ
calculation. It sets a value on the time and trouble necessary to buy an item and
bring it in.
The logic for doing this becomes clear when you consider how many items you now
have in stock that sell no more than $5.00 to $15.00 at cost during an entire year! If
is costs $5.00 to go through a buying cycle, how many times a year does it make sense
to do that on such items? To head for 4 turns or more a year on these items wouldn’t
make much sense. Therefore, the Cost of Purchasing number used in proposed
purchasing helps you allocate efforts and expenses annually across the stock items in
a cost effective way.
An accurate Cost of Purchasing is very difficult to calculate. The cost elements are
gray in nature and very hard to search out. If you were to go through the effort you
should end up in the $4.00 to $6.00 range in today’s market. Therefore, a
recommended shortcut is to use $5.00 as the calculation.
Once you have established the company’s Cost of Purchasing, you need to put it into
SUCCESS 2000 + so that it can be used in EOQ purchasing.
2) Select #2 Constants.
3) Return down to field #3 Cost of Ordering Goods, and enter the dollar
figure.
4) Return through the rest of the fields until you get back to a menu.
7
THE OUTGOING COST CONCEPT
The Outgoing Cost is the total amount of cost an average unit of stock carries with it
as it goes out the warehouse door to your customer.
The Outgoing Cost is rarely considered as a distributor decides how much of an item
to buy. It isn’t calculated, it isn’t found on a financial statement, but it is real!
* Incoming Cost – what you paid the manufacturer per unit for the item,
including freight if that was a significant percentage of the cost paid.
* Cost of Purchasing
8
Outgoing Cost Calculation – Illustration
The $1.00 was what was paid to the supplier. To get the $1.00 cost, enough had to be
purchased to get freight paid. It’s a good seller so they went extra heavy on it.
Therefore, it was around long enough to accumulate $.17 worth of Inventory
Carrying Costs. They bought 100 units, so the Cost of Purchasing, $5.00, spread over
100 units is $.05 per piece.
Competition on this item is tough so sales managed to get only $1.22 for it. 10%
commission ($.02) was paid on the gross profit of $.22. When all costs were
considered they just broke even on the item and then paid a commission on it.
The Outgoing Cost is actually the sum of the two costs (Cost of Carrying Inventory
and Cost of Purchasing) that work on an item as you bring it in and then hold it in
stock, added to what was paid to the supplier.
The chart shows how the two costs accumulate as you buy more and more of a stock
item. The Cost of Carrying Inventory has a direct relationship. The more you buy,
the longer the stock sits before it is sold, so the more Carrying Costs are incurred.
The Cost of Purchasing isn’t that direct. All $5.00 would have to be assigned to a
single unit in stock if just that one piece were purchased. When 100 of the item is
purchased, then the $5.00 is spread over the 100 units. As you go from 1 unit
purchased on up, the total of these two costs starts high, dips to a low point, then
climbs again.
The Lowest Outgoing Cost results when you purchase a quantity that balances
exactly the incremental Cost of Purchasing. Any purchased quantity lower or higher
than this ideal results in a higher total cost when the average piece of stock leaves
your warehouse. That ideal buying target for the item is called the Economic
Order Quantity.
9
FINDING THE LOWEST TOTAL COST
COST
ACCEPTABLE
ORDER TOTAL
RANGE COST
COST OF
CARRYING
COST INVENTORY
OF PURCHASING
10
ECONOMIC ORDER QUANTITY CALCULATION
24 is a constant that helps to solve mathematically the problem of finding the Lowest
Total Cost, which was graphed earlier.
Monthly Usage Rate is the monthly quantity of sales averaged over 4 months.
Unit Cost is the item’s Replacement Cost from the product detail file.
Lead-time is the time between the date the purchase order is entered and the date of
the first receipt of material on an item.
When Lead-Time is used in the Order Point formula it must be expressed in months
for the calculation to come out correctly because the Usage Rate is expressed in
months.
1 week = .25 months 4 weeks = 1.0 months
2 week = .5 months 5 weeks = 1.25 months
3 week = .75 months 6 weeks = 1.5 months etc.
Assume a 4 week month (28 days) rather than a 4.333 weeks. This has the
effect of building a small amount of extra safety into the system.
An Order Point is the basic for replenishment timing on most stocked items in a
distributor’s inventory when he replenishes stock from sources outside the
company.
An order Point is a reference point. It’s an amount of material below, which you
should not go – on hand plus on order already with the supplier – without starting
the replenishing cycle.
11
EXAMPLE 1
| 24 x 5.00 x 20
|
| .30 x 7.00
| 120 x 20
|
| 2.1
| 2400
|
|
2.1
| 1142.86
34 units are about 1 and ¾ month’s supply. This would get about 8 turns a year. It
would be purchased about every 6 weeks. Actual turns would be somewhat lower
because you must carry some zero turn merchandise in the order timing safety
allowance. Still, 6 or 7 turns are acceptable on an item with a 20% to 30% gross
margin. At this rate GMROI would be between 120 = 6 turns x 20% to 210 = 7 turns
x 30%.
12
EXAMPLE 2
A cheaper item
| 24 x 5.00 x 20
|
| .30 x .10
| 120 x 20
|
| .03
| 2400
|
| .03
| 80,000
283 units are about 14-month’s supply. Turns would be less than 1 per year. Can
you afford turns like that? YES!
These two examples demonstrate EOQ in action. It recommends a quantity to buy related to how
much money moves through your inventory on the item each month or each year. Lots of money
… a low quantity in terms of month’s supply and high turnover per year. Not much money… a
higher month’s supply, lower turns.
13
Use EOQ for the fastest moving, high dollar items. You may want order quantities of
only 2 weeks to 1 month.
Conditions for a stock item that should be present for EOQ to be effective:
1. The price paid to the supplier does not vary when you buy more of this
item. You may have a “total order” economic advantage for buying
more, but the price quoted by the manufacturer for this item does not
improve when you purchase more of this single item. No price breaks.
2. The usage rate of the item is higher than ½ unit per month. You move
at least one piece every other month.
There’s a range of usage for an item when formulas work. Very high or very low
usage rates throw any formula for a loop. Arbitrary ordering controls should be set
on items like these and then the reorder points “frozen” until a person changes them
purposefully.
Most hard goods distributors have as many as 25% of their stock items in this
category. Don’t make the mistake of attempting to handle all stock items under the
same rules and formulas. The system will yield lousy results.
There are items where the supplier packs them in too large quantities (for you). The
EOQ might come out at 6 but you can only buy in quantities of 24. In nearly every
case you should discontinue stocking the item or try to get it down the street from a
competitor and pay what you must because it just isn’t economical to buy from the
supplier.
1. Round the EOQ answer off to the nearest standard package quantity.
14
2. Round the EOQ answer up to at least 2 weeks’ supply if it’s lower than that.
For a few expensive items that sell very well, the EOQ concept
recommends a very high turnover achieved by buying maybe only 3 or 4
days’ supply. Don’t do it. 20 or more turns per year are good enough on
anything. You do not want to fool with any item any more frequently
than once every 2 weeks, unless there is a severe space limitation in
storing the item.
3. Round the EOQ answer back to a limit of one year’s supply if it calculates out
higher than that.
4. Check the EOQ against the product line’s Review Cycle, times the monthly
usage rate of the item:
EOQ SUMMATION
EOQ encourages ordering cost effective quantities and will cause some 65% of your
stock items (that sell) to come up for reordering only once or twice a year.
15
You can afford to buy 6 months’ to a year’s supply of over half your stock items, if
you restrict it to the proper half as EOQ does. The other 35% of inventory will turn
much faster than before … and that is where most of the dollars move that offsetting
what happens on the 65% that move poorly.
If you buck up for it and deal with your dead stock, you should get between 5 and 6
turns per year on your total inventory investment. Another great benefit happens –
purchasing agents see the majority of items only once or twice a year. This gives
them more time to handle the other items, the big money through the inventory
items; more time to check out unusual orders with sales; more time to look into iffy
lead times; more time to be thinkers, planners, analyzers, rather than clerks.
--------------------Screen 1--------------------
16
Item BR Description ABC NOW B/O Qty Qty
00070 1 ¼” Black Malleable Tee BB 512 0 512 512 Y
00080 1 ½” Black Malleable Tee AA 317 0 312 312 Y
00100 1 1” Black Malleable Tee CB 572 0 204 204 Y
00210 1 ½” Black Malleable 90 Ell AB 190 0 475 480 Y
00231 1 ¾” Black Malleable 90 Ell AA 233 0 260 264 Y
When the cursor is on the line for which you wish to see stock status information or product
history, press “F7”. The following screen will display. Example: line 2.
--------------------Screen 2--------------------
SUPPLEMENTAL INFORMATION
--------------------------------------------------
SS – Stock Sales RV – Stock Receive
DD – Direct Sales DT – Delivery Times
TI – Transfer EQ – EOQ Analysis
TO – Transfer Out LB – Line Buy Analysis
LS – Lost Sales FO – Future Order Analysis
- - - - - - - - - - - - - - - - - - - - Screen 3 - - - - - - - - - - - - - - - - - - - -
17
Date Last Sold 6/07/93 Lost Sale YTD 0 In-Trans Qty 0
Stock On Order 0 Lost Freq YTD 0 Begin Date 10/25/82
18
Date Last Sol 6/07/93 Lost Sale YTD 0 In-Trans Qty 0
Stock On Order 0 Lost Freq YTD 0 Begin Date 10/25/82
19
DELV 1992 1993 Last 12 DELV EOQ PARAMETERS
Monthly Usage – the appropriate 4 months from stock sales product history.
Monthly Usage Rate is the monthly quantity of sales averaged over 4 months.
Average Lead Time (Months) – expressed as a percent. Average Lead Time (Days)
________________________
(fixed number of days for a week month) 28
Maximum Lead Time (Days) – highest lead time in the last 12 months.
Safety Stock
Max Lead Time – Avg Lead Time
Monthly Usage Rate x Avg Lead Time (Month) x .7 x
Average Lead Time
Order Point - Monthly Usage Rate x Average Lead Time + Safety Stock
20
MINIMUM REQUIREMENTS FOR USING EOQ TYPE PPO’S
21
4. Product History <PHF> or <WLPH> - Stock Sales Quantity
Delivery Times
OPTIONAL FIELDS
PPO FORMULAS
I (min/max) SS + LT SS + LT + OC
(independent items)
S (super A line buy items) SS + LT + OC SS + LT + OC
22
M (Wittock’s version of min/max) SS OC + PQA
Safety Stock and Order Cycle quantities are recalculated using fiscal
YTD Stock Sales quantities.
Safety Stock and Order Cycle quantities are recalculated using the
Product History for the item.
23