Allow Lightspeed to Send Product not on Original Pick List


ADM allows for products to be sent from Lightspeed that were not on the original pick list sent from ADM and have the on-hand quantity updated.

Note: The product must exist at the ADM location and have the corresponding Userkey associated with it as a standard.


Expected Flow

  1. Product is created at a location in ADM with a Userkey.

  2. Make sure Lightspeed is enabled for the Org.

  3. Generate a pick list that does not include the product.

  4. Operator adds the product on the Lightspeed side.

  5. Order is sent back to ADM from Lightspeed.

  6. The product inventory is updated in ADM.



  • Set Items: lightspeedaapi/order/setitem
  • Parameters: token, key, orderItemId, originalProductId, pickedProductId, originalQuantity, pickedQuantity 2. Order Complete: lightspeedaapi/order/completed
  • Parameters: token, key, orderId
  • The agreed solution from the Lightspeed team.
  • Lightspeed will use the existing API interface (Lightspeedapi/order/setitem) to send items that are not in the original pick list to the market.
  • Lightspeed will pass in the orderId, instead of the orderItemId, in the setitem call. 365 will do the necessary lookup on their end to determine which market needs to be updated.
  • Lightspeed will pass the product id in both originalProductId and pickedProductId fields and the picked quantity in both the originalQuantity and pickedQuantity fields for products that are not in the order.
  • No error messages will be returned for products that do not exist in the market. It is up to the operator to confirm that the product is listed as a valid product in the market for them to push it through Lightspeed using the process above.


Route Screen

To get to the Route screen in ADM:

  1. Click the Admin tab.

  2. Select Routes from the drop-down menu. The Routes grid displays with the heading shown horizontally.

    ADM - Routes List
  3. Click in one of the rows. The Routes popup window displays with the grid headers shown vertically.

    ADM - Route - Driver
    In this screen you can now assign a driver to a route. The names of ADM users who have been assigned the role of "Driver" or "Operator" will display in the Driver drop-down menu.

  4. Select a driver for the route from the drop-down menu.

  5. Click Save. The Routes screen displays again.


Pick List Action options

When the Pick List Action is set to "Hide From Pick List", the product will not appear in the pick list regardless of Min/Max or static order settings. You can filter from the Pick List screen using this new option if you need to quickly find any or all products set to this Pick List Action. However, these products will not appear in the pick list by default.

The "Hide From Pick List" option can be set from the Products tab or the Location tab in ADM.


Products Tab

  1. Select Global Products from the drop-down menu. The Global Products screen will display.

  2. Click on any product in the grid. TheProduct Summary screen, Info section will display for the product you selected.
    ADM - Product Summary - Pick List Action
  3. Click in the Pick List Actionfield on the left side. A drop-down menu will display.

  4. Select Hide from Pick List


Scroll further down to the Locations section.

  1. Click in the Pick List Action column of the grid. The cell where you clicked is highlighted with a border.
    ADM - Picklist Action Column
  2. Click in the cell. A drop-down menu will display with four options.

  3. Select Hide from Pick List from the drop-down menu.


Locations Tab

  1. Click on a location. The Location Summaryscreen displays for that location.

  2. Scroll down near the bottom and click on the Products tab. 

  3. Click on any cell in the Picklist Actioncolumn of the grid. The cell where you clicked is highlighted with a border.

  4. Click in the cell. A drop-down menu will display with four options.

  5. Click Hide from Pick List.


Static Order

A new column called "Static Order" has been added to the Location Summary screen, in the Location tab grid. Use this option to set a standing order for a product at a certain quantity. When this is set for a product, the Min/Max values will be set to zero and not used in the pick list. Instead the Static Order quantity will always be ordered and included in the pick list with Static Order quantity as the Need quantity.


To see the Static Order column

  1. Click on the grey striped Hidden Columns marker to the left of the In Inv A drop-down menu will display.

  2. Click Static Order. The new column will display to the left of the In Inv column.


Product Summary screen

The Product Summary screen has several new features added.

  1. Go to the Product tab.

  2. Select Global Productsfrom the drop-down menu.

  3. Click on a product in the grid. The Product Summaryscreen will display for that product.


Display "Need" By Feature

When you have the Pick List Action field set to "1+ Cases Needed", you can control how to display the cases needed as either "Case(s) Needed" or "Item(s) Needed".

  1. Scroll down to the Pick List Actionfield and click in it. A drop-down menu will display with four options.

  2. Select 1+ Cases Needed. The Display ‘Need’ Byfield will display.


If the Display ‘Need’ By field is set to "Case(s) Needed", the Rounding field will display below it. In this field you can control how to round the cases needed. You will be able to set rounding to always round up, always round down, or always round to the nearest case.

Note:  If the Pick List Action field is set to anything but "1+ Cases Needed", the Display ‘Need’ By will not display.


How Each Rounding Option Works

Rounding up – This option will always have you pull enough cases to hit your max level even if that means going over the max by a large amount. As soon as you drop below your max amount it will start showing to pick cases.

Rounding down – This option will never exceed your max level. This may cause you to bring less product than your set max amount unless the numbers match up perfect in which case you would bring the exact max amount.

Example: If you have 99 of one item in inventory with your case count set at 10 and your max is set to 100 then it will not tell you to pick a whole case just for that 1 item; instead it will just keep you short at 99 and show to pick 0 cases. Whereas if you were to set it to round up in this example it would show to pick another whole case as it is always trying to get to that max level no matter what.

Nearest – This will display the ideal amount of cases you need to pick to get as close to your max as possible.

Note: This can cause it to go over your max or even under your max.

Example: If you have a max of 100, have 92 in inventory and have 10 in a case, it will state to pick a whole case which would bring you to 102. The reason it does this is because 102 is closer to the max than 92.


Locations Grid (Pick List Action)

The Pick List Action column has been added to the Locations grid at the bottom of the screen under the Extend button. You can change the data in the columns where the text is blue.



Route Scheduling screen

The Route Scheduling screen allows you to set one or more service days, and Pick List Preferences per service day, across one or more locations, all from one screen. This provides the tool you need to set the cadence of how to handle pick list planning vs picking schedules.

  1. Click the Products tab In ADM.

  2. Click Pick Listsfrom the drop-down menu. The Pick List Manager screen will display.

  3. Click the Schedulingbutton at the top right of the screen. The Route Scheduling screen will display.


Service Schedule grid

The Route Scheduling screen has two tabs, the Locations tab and the Filter By tab. The Locations tab is displayed by default.

  1. Select one or more location(s) from the list in the Locations tab.

  2. Click APPLYat the bottom of the tab. The Service Schedule grid will populate.

The grid contains the following columns:

  • Location
  • Route
  • Driver
  • Select Service Day(s) (M-SU)
  • Plan vs Pick Preference


Note:  You can update the Route and Driver fields from this grid.

The Filter By tab is grayed out until you select one or more locations in the Locations tab and click APPLY. This tab offers three filters with drop-down menus to filter the data in the Service Schedule grid. The filters are:

  • Service Date
  • Driver
  • Route

Set Plan vs Pick Preference pop-up window

  1. Assume you have locations filtered to the Service Schedule on the Route Scheduling screen.

  2. Click on the cell in the Plan vs Pick Preferences column that corresponds to the location where you want to set the preferences. The Set Plan vs Pick Preference pop-up window will display.

The Set Plan vs Pick Preference pop-up window contains two columns:

  • Service Day(s)– which shows the days of the week (pre-selected if set from the Service Schedule grid).
  • Plan vs Pick/Service Day Preference(s) – contains fields with drop-down menus that show these four options:    
    • Plan Today Pick Today
    • Plan Today Pick Tomorrow
    • Plan Today Pick In Two Days
    • Plan Today Pick In Three Days


You can select or deselect any of the check boxes if you need to edit a service day selection and setting.

  1. Click Save to save your preferences


Click Cancel to dismiss the pop-up window and return to the Route Scheduling screen.


Pick List Manager screen

The Pick List Manager screen allows you to manage your pick lists.

  1. Click the Products tab in ADM.

  2. Select Pick Lists from the drop-down menu. The Pick List Manager screen displays.

The screen has two tabs on the left, Locations and Filter By. Locations is selected by default and Filter By is greyed out. You must select one or more locations in the Locations tab for the Filter By tab to become active.


  1. Click on one or more locationsin the Locations tabs.

  2. Click APPLY at the bottom of the tab. The Filtered Locations grid will display with information about the location(s) you selected.


You can filter the grid by:

  • Location
  • Route
  • Driver
  • Last Pick List Created Date
  • Last Inventoried
  • Planning day(s) (based on Plan vs Pick scheduling)
  • Servicing day(s) (based on Plan vs Pick scheduling)
  1. Click on the Filter By tab next to the Locations The Filter By tab displays with six fields containing the following drop-down menus:
  • Planning
  • Servicing
  • Driver
  • Route
  • Last Pick List Created Date
  • Last Inventoried


You can quickly send pick lists to Lightspeed or push them to inventory from the Pick List Manager screen when one or more locations have been selected.

  1. Select one or more locationsin the grid. Four new buttons will display on the right side of the screen.





  • Export button – export your selections to an Excel spreadsheet.
  • Refresh button – refresh the screen.

Important: When you "refresh" the Pick List Manager or Pick List screen, the system will update the pick lists and clear any revisions (add, remove, edits) previously made to the pick lists).

  • Send To Lightspeedbutton – quickly send pick lists to Lightspeed.


Push to Inventory button – push pick lists to inventory.

Note:  If your Org has Lightspeed, you will see the Send to Lightspeed button instead of the Push to Inventory button in both the Pick List Manager and the Pick List screens.

  • Plan Pick List(s)button – further refine your pick lists before sending them to Lightspeed or pushing them to inventory.


Pick List screen

The Pick List screen allows you to manage one or more of the pre-filtered locations. To get to the Pick List screen, from the Pick List Manager screen:

  1. Select one or more locationsin the Locations tab.

  2. Click APPLY. The Filtered Locationsgrid will display.

  3. Select one or more locationsin the Filtered Locations grid.
  4. Click the PlanPick List(s) button on the right side of the screen.

  5. The Pick List screen will display showing the locations you selected. This screen shows additional columns of data including:
  • Product Name
  • UPC
  • Product ID
  • Category 1
  • Pick List Action


Note:  Any changes made to the pick lists on this screen (e.g., adding, removing, adjusting the Need quantity) will be automatically saved if you must leave this screen temporarily.

When one or more locations have been selected in the Filtered Pick List grid, you can:

  • Push pick lists to inventory by clicking the Push to Inventorybutton or send pick lists to Lightspeed by clicking the Send to Lightspeed button.

  • Perform a pick list export and refresh by clicking the Exportand Refresh buttons.

Important: When you "refresh" the Pick List Manager or Pick List screen, the system will update the pick lists and clear any revisions (add, remove, edits) previously made to the pick lists.

  • View the pick list history by clicking the History button.




Add Product(s) to Pick List

  1. Click the Add Product The Add Product(s) to Pick Listpop-up window will display.

  2. In the Add Product(s) to Pick Listpop-up window, you can add product(s) to any location by:
  • Selecting the location from the Select Location to add product(s) to:drop-down menu.
  • Searching for the product by name or category.
  • Entering a Needvalue for those product(s).

When a Need value is added that is greater than zero, it will be included in the Add to Product list which you can preview before finalizing all the products you want to add, by clicking the Preview button. To add more than one type of product, repeat the search and make sure you enter the Need value.

The final products that you want to add will have the Need value that you entered included in the pick list. Click the Add button to finalize the products you want to add to the pick list for the location selected.

Note: When a location has at least ONE product with a Need value, the Location drop-down menu will be locked and cannot be changed to a different location. You must either click Cancel and stop adding products or finish the location you are working on before starting on another location.

  1. Add additional product(s) to a location’s pick list by updating the quantity in the Need column.

  2. Click Close to return to the Pick List screen without adding any new products


Click Preview to see the new product(s) that you can add to your pick list.


  1. Click Add to add the product(s) to your pick list and return to the Pick List screen


Click Close to return to the Pick List screen without adding any new products.


Export Some or All Pick List Product(s)

You can export one or more locations and products by selecting those locations and products or by clicking Select All to export the entire filtered pick list.

To export data:

  1. Select one or more locationsor products from the Filtered Pick List grid in the Pick List.  Two new buttons will display in the group of buttons on the right side of the screen, they are the Export button and the Push to Inventory or Send to Lightspeed button.




  1. Click the Export You will be prompted to save your selected locations or products in an Excel file.

  2. The Excel file will include data from all the selected locations and products. It will be displayed in the following columns: Location ID, Product Number Case Ct, Location Name, Product Name, Min/Max, Route, Category, Static Order, Driver Name, Subcategory, In Inv, Scancode, Action, Need, and Userkey


Pick List History screen

You will have a historical view of the most recent pick lists that have been sent to Lightspeed or pushed to inventory.  

  1. Click the Products tab in ADM.

  2. Select Pick Lists from the drop-down menu. The Pick List Managerscreen displays.

  3. Select one or more locationsin the Locations tab on the left.  

  4. Click APPLY.

  5. Select one or more locationsin the Filtered Locations grid.

  6. Click Plan Pick List(s)at the top right of the screen. The Pick List screen will display, and the filtered pick lists will appear in the Filtered Pick List grid.

  7. Click the Historybutton near the right-side of the screen. The Pick List History screen will display showing data from all locations in the Pick List screen.


The grid in the Pick List History screen includes these columns:

  • Date/Time Created
  • Date/Time Pushed
  • Location
  • Pushed By (operator)
  • # Products
  • # Units
  • Total Cost (for each Location)
  1. Click in any rowto see the Lightspeed detail of the pick list you selected. The following screen will display.


You can click the Export Pick List button in the upper right corner to export the data to an Excel spreadsheet.