Module 1.3 Receiving Stock

After initial setup of the WMS it is important when receiving, that stock is allocated to correct Locations and Bins. The WMS provides very detailed Location Management that includes User Access Control.

Locations, Bins, and Users should first be configured before you begin receiving stock.

Stock Purchase Ordering

Stock can be ordered in the following ways :

Within WMS

  1. Special purchase order (for a particular customer)
  2. Minimum stock order

Within MYOB

  1. General ordering

Purchasing Stock Using a Sale Order

APPLIES TO: Warehouse Management System - Professional and Enterprise

DESCRIPTION: This documents explains how to create a purchase order in MYOB by using a sale in the Warehouse Management System.

STEPS: There are two options to purchase stock to resolve a “NSA” order.

First Option

a. Go to the Despatch Register

b. Right Click on the NSA order you wish to purchase stock for or highlight the order and Select “Create Purchase order” Or Hold “Control and Press “Insert”

c. The reorder form will appear, showing you some information about the stock as well as the list of items to reorder according to the items on the sale.

d.Check (tick) items you wish to purchase by clicking on the boxes and then select “Create MYOB Purchase Order…”

The second option is;

a. Select - Receiving Register (top left from the explorer window).

b. Select Actions form the menu and then option “Create purchase orders”

c. On the bottom left of the screen – Select the customers name –the SRN (reference number of the order– and the Invoice number Tick the items to reorder and click create purchase order.

Both of the above actions will send a purchase order to MYOB under the supplier set as “Default Supplier” in the item details in MYOB, the purchase orders should be checked (price, qnty etc) before sending to suppliers.

*Price will be sent from WMS according to selection set in Tools, Preferences, Replication, “Price As”. This can be set to zero, std. cost, avg. cost or last cost.

*Setting the field “Send purchases to MYOB as does not affect the sending type for reorder, this setting is only used for Adjustment notes that are sent as purchases.

Configuring Locations and Bins

Bins are created and managed using the WMS.

To review location details and manage bins:

1. From the Tools menu, select Locations

2. Select Edit…

The WMS User Access Control module can block select users from viewing or managing stock and sales by location. This is particularly useful for consignment stock sellers or managing remote branches.

To manage location access per user:

1. Select a Location by clicking on the location row. E.g. Perth

2. Select Enable Users.

3. To disable a User from Viewing or Accessing particular location details select location from the dropdown list then uncheck the required User(s) as shown.

Tip

Click the Locations drop down box and use the up down arrows or roll the mouse wheel to view User Access Rights per Location.

4. Select Close…

Adding and Changing Bins

Bins are effectively locations within locations. In most warehouses stock items are uniquely placed on the floor or in shelves etc. Bin allocation is critical for Multi-Location applications.

For example, at any single warehouse location you may find Bins or Zones as shown below.

Showroom

Front Office Display and Sales Area

WhiteGoods

Special holding area

SpareParts

Parts Shelving

ZoneA

North side

ZoneB

South side

Damaged

Spoiled stock items not for general sale

InwardReceiving area

Coldstore

Refrigerated Cool Room

Clearance

Bin for must move stock

To add or edit Bins in a particular location, from the Locations window select Manage Bins.

Enter the Bin Name and a Description. Click ADD to update the Bins - Location list. Each Location can support a virtually unlimited number of Bins.

Items can be assigned to certain Bins by default thereby reducing the need for Store-people to remember the preferred PUTAWAY procedure for any particular item.

To manage Putaways:

1. From the Tools menu, select Locations.

2. Select Putaway Bins…

Location / Bin Naming Convention for Shortest Distance Picking

DESCRIPTION :

Setting location and bin names that allow shortest distance stock picking.

ADDITIONAL INFO :

To enable WMS to provide a shortest distance picking list the BIN NAMES must be entered ALPHABETICALLY - the LOWER the Bin Letter / Number the closer the Bin is to the Packing/Despatch Area. e.g. A1 - nearest; Z9 furthest;

Sales Orders are generated by Location so it is RECOMMENDED that groups of closely positioned (smaller storerooms or mini-warehouses) be CLASSIFIED under a SINGLE LOCATION for picking across physical locations.

The location name convention could be - StreetName, or suburb or Region.

To identify a Storeroom or mini-warehouse within the LOCATION prefix the Bin Name with a unique SUB-LOCATION identifier.

For example - Mel1-North, Mel2-South … in this example Mel1 will be the first Pick area from location MELBOURNE.

Continuing the example - the first Bin to be picked if stock is available would be Mel1-North-R1B1 (Row1 Bin1…)

WORKFLOW:

Step 1 : Create a List of ALL LOCATIONS warehouse / storerooms.

Step 2 : Define the SubLocation - Bin Naming.

Step 3 : Organise the Location Names - SubLocation - Bin Names according to Distance from Location Despatch in ASCENDING ALPHABETICAL ORDER.

Step 4 : Enter each unique location - location bin into an Excel Spreadsheet for every item. Save the result as CSV.

Example is shown below :

Row headers must be included.

ITEM NUM LOCATION DEFAULT BIN RECEIVE BIN OVERFLOW BIN

Handbag Melbourne MEL1-NORTH-R1

Step 5 : From Menu Tools → Locations select PutAway Bins … Import a CSV format file containing your default item Bin Put Away map.

Step 6 : Select the PutAway Bins report from Reports → Stock → PutAway Bins… Click Generate Report …

Reference : DPL-0217

Receiving Stock

There are a number of ways to change quantities of WMS Stock On-Hand.

The most common method is via Receiving a Purchase Order, or Check-In without a purchase order, and finally, using Stock Adjustments.

Each method is used in different situations.

MYOB Purchasing For WMS

To receive against an MYOB Purchase:

1. Select Receiving in the Flowchart window.

2. Select Receive Purchase in the Shortcuts window.

3. Review the purchase transaction list and select the required Purchase Order.

The Receive Stock form shows the purchase details and expected stock to be received. Stock can be partially received to cope with supplier back orders or split shipments.

To receive this purchase order:

1. Select Perth as the Received To: location.

2. Press Enter to move through to Item row and double click Qty and type 6. (Let’s assume 4 are on Back Order).

3. Type in the Comment field the reason for the shortfall e.g. due to back order.

4. Now click Record Stock.

A Received Receipt will display, this can be printed and placed with the Stock, notice the Putaway Bin automatically selected Inward based on our previously entered defaults.

The Purchase Register will show this Purchase with a SPLIT status.

Tip

The WMS data entry forms use the ENTER key as TAB. The TAB key is only used to shift focus off the GRID ROWS back the form. In this case press ENTER until focus is shifted to the QTY cell on the GRID.

Let’s assume the back ordered stock arrived later that day, we now complete receiving the SPLIT purchase order. Enter Qty of 4 then record the receipt as shown.

Tip

All Stock Movements in the WMS are recorded in the STOCK HISTORY REGISTER and displayed as a TRANSACTION LOG.

To display movement history press CTRL+H, or from the TOOLS menu select STOCK HISTORY…

MYOB Purchasing For WMS

DESCRIPTION:

Stock MUST BE entered as a Purchase Order and Billed in MYOB prior to being received by WMS.

MYOB Purchasing

Purchasing of inventoried and non-inventory items is undertaken from within the MYOB accounting software. The purchasing manager creates and modifies Purchase Orders in the following cases:

On hand count drops below minimum holding quantities or if additional stock is required based on seasonal trends. To fulfill customer(s) orders (typically called Sale Back Order Purchases). Goods received consignment details do not reconcile with the original MYOB purchase order; either short supplied, over supplied, or buy price changes. Changing Purchase Order status to a Bill once consignment details are confirmed by Goods Inward. If cartons/packages are broken while receiving then if possible a separate area should be reserved for this activity.

WMS Receiving

New or Updated Purchase Orders in MYOB will appear in the WMS Receive Register after Replication. In the WMS Receiving Register MYOB Purchase Orders appear with a yellow highlight and header to indicate they must be converted to a Bill before they can be received. MYOB Purchase Bills list as Open and once double-clicked they appear with a blue header indicating they can now be received.

STEP 1.

Create a Purchase Order from the Purchasing Command Centre in your MYOB accounting software.

IMPORTANT NOTE:

It is recommended that either MEMO field, Purchase Order Number or Supplier Invoice Number be prefixed by a LOCATION CODE to help the Goods Inward direct stock as required. This is important when managing many Virtual Warehouses at the same Physical Location.

STEP 2.

It is required that all quantities are entered under the Order column.

STEP 3.

Record the Purchase Order with a promise delivery date if possible – this assists scheduling and coordinating goods inward with suppliers and logistics companies.

STEP 4.

Print, Fax, or Email the Purchase Order to the supplier quantity to check if Stock has been order for the pending invoices.

Additional Info:

A REFRESH Replicate will bring NEW Purchase Orders into the WMS Workspace and it will appear in the Receiving Register.

Reference : DPL-0208

Receiving Stock from MYOB

To bring in to the WMS a “Purchase Bill” from MYOB see example below:

1. In the WMS click on receiving in the Flowchart” window.

2. Synchronise MYOB (see Synchronising MYOB Page 31). The item will appear in the “Receive Register” window.

3. Select the item then select ‘Receive Purchase’ in the “Shortcuts” window and the following screen will appear.

Receiving Stock by Serial Numbers

To Receive these items with serial numbers we must first re-open the Purchase, then receive the Stock:

1. Repeat Item 3 above.

2. Select Perth as the Received To: location

3. Check the “Use Batch Serial Nums by Line” box.

4. For the required item number, enter a Qty of 0. Notice that the Batch field becomes <LIST>

5. In the List, type or scan a Serial number then press enter. Use the following serial numbers; CF12345, CF56321, CF98745.

Tip

If using a scanner, scan the last number twice to indicate that the list is complete.

6. Click Record Stock. A Stock Receipt report will display.

7. From the purchase register select the Detail tab and double-click Purchase Order ‘00499373’. Notice the serial numbers are displayed in the grid.

Tip

To quickly locate the Purchase for a SERIAL NUMBER in the Purchase Register, Select the ‘Find Batch Serial…’ option in the search section on the sidebar, type CF123 (over the Find Batch Serial…) and press Enter, or scan the serial number directly.

To reset filters at any stage just press ESCAPE, or select Reset Filters.

Checking In Stock

Another method of receiving stock is via a CHECK IN, or Add Inventory function. From the Item Register, choose Add Inventory from the Shortcuts sidebar.

Check In is used to track stock that does not have a Purchase Order or does not need to be accounted for in the MYOB Company file.

1. Select Location as Perth.

2. Select an Employee (Check In By).

3. Select a Supplier, e.g. Clearwater Perth. The supplier can also be a location or if excess stock/samples or loan equipment is to be tracked the use the name of the item Supplier.

4. In Item Details: type 100. In Qty: type in a quantity of 5.

5. Allow the rest of the entries to assume defaults by simply pressing Enter to confirm each field.

6. Select Add Line.

7. To record the Check In, click Add Inventory.

Adding Inventory Using Check in

DESCRIPTION:

Add stock into Inventory Controller.

STEP 1.

Open the Check In Inventory form by click on the Add Stock shortcut in the Register FlowChart.

STEP 2.

The top section of the form is filled out once for all of the stock being added in this transaction. First, select the location that you are adding the stock to.

STEP 3.

Select the staff member that is checking in this stock.

STEP 4.

If you have setup the default supplier for the stock you are adding, then you can skip the supplier field, other wise drop the list down and select a supplier.

STEP 5.

Enter the reference number you wish to use for this Check In. This maybe the Purchase order number used to order this stock in. If you leave the field as AUTO#, then the system will generate a reference for you.

STEP 6.

The date field can be modified to match the date the stock was received but this defaults to today.

STEP 7.

Now you are ready to add the items you wish to Check In to the system. Enter the Item Number or barcode for the stock you wish to add. The barcode can be scanned.

Note the pins next to some of the fields in this form. These can be pushed in to lock the field at its current value. For example, when you wish to check one of every item you are receiving, then make sure 1 is in the Qty field and push in the pin. This will make the field lock and be skipped when moving through the fields. or

STEP 8.

If you have enabled serial number tracking for the Item you are receiving, then you must enter a serial number. If you have the a barcode on the item containing the serial number, this can be scanned when you are in this field.

If you have added a qty greater than one, then they will all receive the same serial number. Use this when entering batches of stock.

STEP 9.

If you have setup Bins inside the location that you are adding the stock to, then select the appropriate bin.

STEP 10.

Expiry dates can be set to stock that needs to be turned over quickly or before other stock.

When enough information about the stock has been entered, then the Add Line button at the bottom will be enabled.

STEP 11.

Click the Add Line to put this stock into the Register list and continue adding the next Item. Repeat the steps above for each Item you wish to add.

STEP 12.

When you have entered all the items to be checked in, click the register tab.

This will list all the items you have just added to the Register list. Review the details in the list.

STEP 13.

You may enter one or many items at a time. If the list has an item that is not correct, click the line and press the Remove button.

STEP 14.

Then click back on the Details tab and enter the Item again. If everything on the Register list looks correct, then press the Add Inventory at the bottom.

STEP 15.

Then Press OK on the next message to add the stock or Cancel to go back and make more changes.

STEP 16.

At any time you wish to cancel the Check In, close the Add Inventory window with the cross in the top right corner.

Then answer No to the question about adding the inventory to the system.

The stock is now in the system and can be viewed from the Item’s Register.

Reference : DPL-0230

Keywords : Check in, Checking in stock

Importing Check Ins

DESCRIPTION

The following support note describes the steps to interface stock in / out movements that would normally be created manually through the Add Inventory / Remove Inventory forms.

ADDITIONAL INFO

This procedure should only be followed by authorised system administrators or Datapel support technicians.

The Import Export feature is used to integrate the WMS with customised data capture systems. This is currently a DEVELOPER feature and not intended for general use.

PROCEDURE

Using the Import Export function

The WMS uses XML files to hold all the information required to create a Check In or Check Out. Each XML file represents one Check In or Check Out with lines of stock.

Once a Check In/Check Out has been successfully imported from an XML file it will appear as a normal transaction in the WMS as though a user had typed in the details via the Add or Remove Inventory windows.

The following support note describes how the XML files should be formed and how they are imported into the WMS.

STEP 1.

Create a folder that will be used to hold Import/Export files.

It is recommended that a separate folder be created for each type of import. (CheckIns, CheckOuts, Transfers, Adjustments.)

STEP 2.

Select File, Import, then browse for the folder and import the required Check In / Check Out file.

STEP 3.

The progress bar on the import dialog will move from 0 to 100% and on import completion will show the number of successfully imported files.

To check the system details of import the Status Report should be used.

BACKGROUND

An Import XML file MUST CONTAIN all the required tags in order to be correctly understood and accepted by the WMS.

An example Check In file is shown below.

NOTES

This feature is intended primarily for developers and requires access to the Database and Indexes. It is therefore recommended to discuss your requirements with a Datapel Consultant prior to using this feature.

Reference : DPL-0250

Keywords: Import / Export, XML Files

Checking Out Stock

From the Items Register, a similar process is used to reduce stock. Choose Remove Inventory from the Shortcut sidebar.

Tip

All stock entered through the receive process will be visible in the Purchase Register. A ‘check in’ can be identified as the invoice number will be marked as CHECKIN.

You can use a custom view to GROUP by Invoice Number to display all checked in stock.

Important

Batch Serial Number tracking is a critical function of the WMS, ALL stock is traceable to the original purchase order and this tracking capability allows the WMS to produce detailed reports and support complicated inventory management workflows.

DESCRIPTION

Remove stock from Inventory

WORKFLOW

STEP 1.

Open the Check Out Inventory form by clicking on the Remove Stock shortcut in the Register FlowChart.

STEP 2.

The top section of the form is filled out once for all of the stock being removed in this transaction.

First, select the location that you are removing the stock from.

STEP 3.

Select a Customer drop the list down and select a customer.

STEP 4.

Select the staff member that is checking out this stock.

STEP 5.

Enter the reference number you wish to use for this Check Out. This maybe the sale invoice number used to sell this stock in MYOB. If you leave the field as AUTO #, then thesystem will generate a reference for you.

STEP 6.

The date field can be modified to match the date the stock was sold but this defaults to today.

STEP 7.

Change the Ship By by dropping the list down and clicking a shipping method.

STEP 8.

Now you are ready to add the items you wish to check out of the system. Enter the Item Number or barcode for the stock you wish to remove. The barcode can be scanned.

Note the pins next to some of the fields in this form. These can be pushed in to lock the field at its current value.

For example, when you wish to check out one of every item you are removing, then make sure 1 is in the Qty field and push in the pin. This will make the field lock and be skipped when moving through the fields.

STEP 9.

You must always select a batch that you are removing the Stock from. If the item is not tracked, then you must select the untracked batch. This batch is marked with a ~ sign.

Press the button with the “…” next to the Batch-Serial box.

The Pick Stock screen will show.

STEP 10.

This will show the batches of stock that are available to choose from for this particular Item. Click the serial number you wish to use and press Use Selected.

If you are checking out an untracked item the pick screen would show an untracked batch. Click this batch and press Use Selected.

You can not select Bins, as the Bin will be automatically loaded with the serial number you selected. The same applies to the date.

STEP 11.

When enough information about the stock has been entered, then the Add Line button at the bottom will be enabled.

STEP 12.

Click the Add Line to put this stock into the Register list and continue adding the next Item.

Repeat the steps above for each Item you wish to Check Out.

STEP 13.

When you have entered all the items to be checked out, click the register tab.

This will list all the items you have just added to the Register list. Review the details in the list.

STEP 14.

You may enter one or many items at a time. If the list has an item that is not correct, click the line and press the Remove button.

STEP 15.

Then click back on the Details tab and enter the Item again.

If everything on the Register list looks correct, then press the Remove Inventory at the bottom.

STEP 16.

Then Press Yes on the next message to Check the stock Out or Cancel to go back and make more changes.

At any time you wish to cancel the Check In, close the Add Inventory window with the cross in the top right corner.

Then answer No to the question about adding the inventory to the system.

The stock is now Checked Out from the system.

Reference : DPL-0231

Making Stock Adjustments

Stock adjustments can be made item by item or by location.

To create a stock adjustment:

1. Select the Items Register.

2. From the Actions menu, select Stock Adjustments…

3. To make an adjustment, type over the value in the Counted field. You can either type a number, or use a plus or minus amount. For example, to adjust quantity by an additional 10, type in “+10”. Then select a Reason for the adjustment.

4. Select Record Adjustments.

5. Again from the Items Register select item 120.

6. From the Actions menu, select Item Adjustment… then close the form.

Tip

The Count Report will print using the same filters and sorting options selected in the items grid on the display. This allows the data entry to follow a printed and marked up stock count sheet that was used by the store people during the stock take. Zero Quantity Stock Batches can be positively adjusted using the Item Adjustment action as these will not be displayed in normal Stock Adjustment actions.

Selecting any line and pressing CTRL+H will display Stock History and enables the review of previous stock adjustments or general stock movement.

Managing Adjustment Notes Sent from WMS to MYOB

APPLIES TO: Warehouse Management System - Professional and Enterprise

DESCRIPTION: This documents explains how to manage stock adjustments in MYOB (Purchases posted the Location card) after a stock adjustment has been sent from WMS. This can be set up as a manual process or can be completely Automatic.

STEPS:

- If you already have items created for required accounts go straight to step 7 if not please follow steps 1 - 6

1: In MYOB open the item list and select “New”

2: Enter a code for example “SHRINKAGE” and description e.g. “Shrinkage Acct” (If you would like dollar amounts written off to the Item automatically then the item code must be \SHRINKAGE (including the forward slash))

3: Tick “I Buy this item” and enter your required account number e.g. 6-1111

4: Select the “buying details tab and enter the required tax code N-T

5: Select OK

6: Repeat steps 1-5 for all the required accounts.

EXAMPLE:

If you have setup your write off account as “\SHRINKAGE” you do not need to complete steps 7-12 these will be completed automatically when the adjustment is sent to MYOB.

7: In MYOB open the Purchase Register.

8: Select the Location card and expand the date range as required.

9: Select the “Quotes” tab as required and open the quote (adjustment) with the amount that you wish to write off.

10: Enter the item line in positive or negative quantity and price as required to equate the purchase to 0 total For example: Removing Stock requires a +ve Shrinkage value while Adding Stock is a -ve Shrinkage value.

11: Change the quote to a Bill and record.

12: Repeat steps 7-11 for all Purchase “Quotes”, “Open Bills”, “Returns and Debits” and “Orders”.

EXAMPLE:

ADDITIONAL NOTES:

- It is recommended that when setting up or changing any chart of accounts and posting amounts to these accounts that you consult your accountant.

- The amounts posted per Unit Cost can be modified depending on the type of adjustment being made - the default price set by WMS for the unit $ is determined by the option set in Preferences - Replication. You can choose Zero Cost, Average Cost, Last Cost or Standard Cost.

- Setting up a shrinkage code also enables write off of small amounts of rounding when using bill of materials in the enterprise version.

Reorder Level and Minimum Order

Reorder Level and Minimum Order Quantity Setup for Non Inventory Items

APPLIES TO: Warehouse Management System - Inventory Controller, Professional and Enterprise Editions

DESCRIPTION: This documents explains how to setup a non inventoried MYOB item that has been marked as a inventoried item in WMS for the Reordering Module.

STEPS:

1: In MYOB open the item to the item detail screen, “Profile” tab.

2: Mark the item as I buy (this may already be set) and add the appropriate account for cost tracking (Your accountant can help you if you are unsure of which account to use).

3: Select the “Buying Details” Tab.

4: In the supplier item number field, after the supplier item number, enter “|” (this is the vertical bar normally found below the backspace button on the same key as the Backslash key and can be used by holding shift while pressing the key) now enter the required minimum level for restocking alert. If you don't have a supplier item number then just enter the minimum level

With Supplier Item Number b125 | 50

Without Supplier Item Number 50

5: Enter a default reorder Quantity in the field provided (a minimum of 1 is required to activate the reorder function).

ADDITIONAL NOTES:

The changes made to MYOB item codes will not be updated until a replication is processed through WMS. For more information on replicating and replicating modes please click the following link Using Replicating Modes

For information on how to use the reordering system in WMS and the calculation method used please follow the following WMS Stock ReOrdering Module section.

WMS Stock ReOrdering Module

APPLIES TO: Warehouse Management System Installations - ALL EDITIONS

DESCRIPTION: The following support note describes how the Create Purchase Order(s) feature operates from the Actions Menu in the Item Register. This document outlines how the ReOrder process works and quantities are calculated.

Additional Info: ReOrder in WMS is not Location specific.

INFORMATION: The automatic re-ordering feature of the WMS allows you to create supplier purchase orders based on the current commitment of stock to sales/work orders and minimum stock holding levels defined in the ITEM buying details in MYOB.

To access the reordering module, select the “Actions” menu form the toolbar then “Create purchase order” while you are in the items register or receiving register. This will open the reordering module, set the filters as desired and a list of items that need reordering will load.

To calculate the REORDERING QUANTITY the WMS uses the following simple formula:

REORDER QTY = MINIMUM HOLDING QTY + (COMMITTED_QTY – [ON_HAND_QTY + ON_ORDER_QTY])

There are some exceptions to this calculation when OnOrder quantitys are < 0 (In the case of returns.)

When working with the Stock Ordering Module ONLY THOSE ITEMS that require re-ordering according to the minimum stock holding rules will show on this register.

For the Stock Ordering module to operate each ITEM BUYING details in MYOB must be setup correctly.

The filters in the sidebar can be used to narrow down the items and suppliers so specific supplier purchase orders can be created.

The reorder quantity column can be manually altered.

Select the check box for items you wish to order and then click “Create MYOB Purchase Order”.

Once a Purchase Order has been created in MYOB the ON_ORDER_QTY will be increased and the item(s) will be removed from the Stock Ordering module.

To make manual adjustments you will need to open the MYOB Purchase Register – select the Orders tab and find the relevant reorder purchase.

KEYWORDS: WMS, ReStock, ReOrder, Purchase Order

ATTACHMENTS: NONE

Stock Detail Management

Stock tracking details can be managed by double clicking on the Stock Icon from the Details View in the Items Register. There are many cases where a Stock Batch/Serial number requires adjustment.

• Serial or Batch Number was incorrectly entered

• A Batch of stock needs to be split into smaller batches

• Serial Numbers are added to existing stock groups for tracking

Tip

This feature provides a way of allocating Serial Numbers or Batch Numbers to opening stock counts that exist prior to opening and using a WMS Workspace.

A Stock Group that is “UNTRACKED” can be assigned a Batch Serial Number using Manage Batch Serials… Only administrators can change the tracking mode of an item. The default tracking state for any new item is determined by a setting in the Preferences.

Managing Batch Serial Numbers

DESCRIPTION

How to manage batch serial numbers in WMS

WORKFLOW

Open WMS and login.

STEP 1.

Click on the Items Register and search for the item you wish to change the serial number for.

STEP 2.

Select the batch in the details window that you wish to change the serial number for and double click it. In the example below we are choosing an untracked batch indicated by the “~” in the batch serial column.

STEP 3.

When the Inventory Detail window loads, click the Manage Stock Group link at the bottom.

This will open up the window that will allow you to modify the serial number of this stock.

The top half of this window is the current details. The bottom half contains the changes you want to make. There are two options here.

OPTION 1.

This option is to SPLIT the group. This means that the quantity you specify will be moved into a new group and given the new serial number specified. For creating individual Serial numbers of single items, this will be the best option.

If there happens to only be a qty of 1 in the current stock group, then both options will have the same effect.

Enter the new serial number, click the SPLIT option, enter the qty of stock you wish to allocate this serial to and press Update Stock Group Details link.

OPTION 2.

This option is to Update the whole group. This allows you to change the existing serial number to a new serial number specified. If there happens to only be a qty of 1 in the current stock group, then both options will have the same effect.

Like the first option, you need to specify the new batch Serial Number. Click the option to UPDATE ONLY and press the Update Stock Group Details link.

This whole stock group will now have the batch serial number you specified.

In the example below, all 145 items will have the batch serial number of “NEW-BATCH-002”.

Both options will prompt with the following message after pressing Update Stock Group Details.

Press OK to confirm the changes.

Reference : DPL-0241

Lookup Item Batch Serial Numbers

DESCRIPTION

The WMS allows you to search for stock batch serial numbers that have been allocated against WMS transactions. The best place to search for Batch Serial Numbers is from the Stock History register. This will show all transactions (Goods Inward, Adjustment, Sales etc) for a particular Batch Serial number. To look up items in various Orders type using its Batch Serial Number directly from the WMS Explorer Registers (Receive, Items List, Transfer and Despatch Register) open that register and follow the example below . Please note if you are scanning Serial Numbers as Orders are despatched you should use the Stock History Register.

To search from the Stock History Register.

1. From WMS Explorer - open the Tools Menu then select Stock History…

2. Enter any part of the Batch Serial#. Open the date range to catch all possible occurences of the Batch Serial.

3. Double click on the transaction to drill into the original transaction.

To search from a WMS Explorer Register.

STEP 1.

If you have made transactions using an Item with a particular serial number and you want to look up the transactions, you can use the Item’s serial number. This can be done in either Receiving, Items List, Transfer or Despatch Register.

STEP 2.

Click on “Receiving” to go to Receiving Register. In Receiving Register, click on the drop down box on the top left corner, and select “Find Batch Serial…” This will set the filter function to search based on Serial Number.

STEP 3.

Afterwards, type in the serial number inside the box and press Enter. This will bring up all the transactions where the Item with the particular serial number has been used.

STEP 4.

The steps above can be repeated in the other Registers. For example, to search by Serial Number in Transfer Register, click “Transfers” and repeat steps 2 and 3 above.

Reference : DPL-0228

Viewing the Audit Trail

Changing stock batch details is not recommended for typical Users and should only be undertaken by Administrators. Each time a Batch Serial Number is modified or an existing Stock Group modified an Adjustment Order is created. These adjustment orders create an audit trail detailing the items, quantities, and dates of all changes made.

To locate the Adjustment Order select CTRL+H from the WMS Item Register.

From the Stock Register double-click the Adjustment Order for MY-NEW-BATCH.

Combining Batches

There are cases where batch information is no longer needed and stock can be allocated to a general group. This can be necessary when picking individual items by Batch becomes impractical or as stock is consolidated.

To combine stock batches a stock adjustment method is used as below:

1. From the Item Register, click on the item stock group to combine

2. From the Actions menu, select Item Adjustment.

3. Reduce the batch to be combined by its quantity and increase the target batch quantity accordingly then select a Reason. The stock for MY-NEW-BATCH increases. The existing opening count batch is no longer displayed in the details register.

4. To review the movement of stock from one batch to another use the Stock History (CTRL+H) form and filter by Item Number.

Tip

This provides a means of regrouping batches. You can combine multiple batches using the same adjustment order and if necessary use Manage Batch Serials… to change the batch tracking number to indicate a new batch with new properties.

Adding and Removing Product Pictures

Each Item can show a product picture preview in the WMS item list “Item Picture” section.

Each user will need to check that the “Preview Item Image Attachment” is turned on by selecting tools then preferences from the toolbar when logged in using their username and password.

To add a Picture to an item simply highlight the item in the item list by using a single click on the item line required. Select the Attachments Tab at the bottom of the program screen, then drag-and-drop a J-Peg (.JPG) or Bitmap (.BMP) into a blank area in the detail view window. Alternatively you can right click on a blank section of the attachments window and select “add…” select the file location, then file and select “Open”.

An item picture file must be named exactly the same as the product item number. For example Item345.JPG or Q143.BMP

These Pictures will remain until removed and WMS is closed and reopened.

To remove Pictures select the file in the attachment detail view window then Right-Click with the mouse, select ‘Remove’. To open a Picture using your default picture program Double-Click the attachment icon.

To edit a Picture it must first be ‘dragged-out’ of the attachments view to your desktop, once updated, drag-and-drop this back into the original location or right click on a blank section of the attachments window and select add…

For information on adding product attachments please use the following link Adding and Removing Attachments.

Keywords: Pic Photo Image Attach Preview

Expiry Dates

APPLIES TO: Warehouse Management System - IC PRO ENT EDITIONS, Batch Serial Tracking

DESCRIPTION: The following Procedure describes how to apply a Batch-Serial Number with Expiry Date to an untracked Stock Group.

THIS FUNCTION CAN ONLY BE COMPLETED BY ADMINISTRATORS

Choose an Item from the Item Register

Click on an item record in the Item Register and from the Detail View choose the Stock Group at a Location to apply an Expiry Date and BATCH-SERIAL Number.

In the case of an UNTRACKED group the ITEM DETAIL form will display similar to that below.

Choose MANAGE STOCK GROUP…

Make sure you have the correct User Access Rights to undertake this action.

Overwrite the BATCH SERIAL details as shown above and place a TICK in the Expiry Date Checkbox to force a date to be tracked with the selected stock group.

Select Update Stock Group…

The Item Details should update and show the Item Expiry in the Details window.

Reporting on Stock by Expiry Date

From the reports menu choose Stock - Stock List.

There is an option to Group By Expiry Date.

ADDITIONAL INFO:

none.

KEYWORDS: Expiry Dates.

Using Expiry Dates for Batch Serial Tracked Items

APPLIES TO: Warehouse Management System - IC PRO ENT EDITIONS, Batch Serial Tracking options

DESCRIPTION: The following Procedure describes how to apply an expiry date to a stock group that is BATCH TRACKED.

Receive Goods and tick Expiry Date

In order to track the EXPIRY DATE for an item stock group the ITEM MUST BE BATCH-SERIAL tracked. The Expiry date is normally applied during the GOODS INWARD process from the Receiving Register.

In this example a shipment of TEA is received - if the item does not have a BATCH number it is recommend you use the PURCHASE ORDER number as the reference.

You must tick USE EXPIRY DATE at the time the goods are received. To Add and Expiry Date to an UNTRACKED BATCH keywork search Expiry Dates in the Online Knowledge Base.

It is assumed that all items on the Purchase will be Expiry Date Tracked. If this is not the case then it is recommended the stock be reciepted normally as BATCH TRACKED and EXPIRY DATES applied using the MANAGE STOCK GROUP function.

In this example choose BATCH SERIALS per line to enable the entry of different EXPIRY DATES per line item.

Set the DEFAULT EXPIRY DATE in the header and apply the line Expiry Dates as shown. In this case the item does not have a batch number so the Purchase Order number is used. Receipt the Stock.

From the Item Register - Select an item and choose the Stock Group from the Detail View in WMS Explorer.

The Expiry Date is shown along with the date the stock was created in the WMS. To modiify the EXPIRY DATE choose Manage Stock Group.

Note that MANAGE STOCK GROUP is only available to ADMINISTRATORS - check with your system administrator to ensure you have correct access rights for this function.

To review stock expiry dates - Choose Reports - Stock List. There is an option to GROUP BY Expiry Date in Ascending or Descending Order.

Picking Orders based on Expiry Date

When picking orders the WMS has an option that allows you to pick OLDEST stock first - this is called FEXFO - First Expiry First Out. It is recommended that when Auto Picking an order you used the FEXFO option. If an item does not have an expiry date then the system applies normal FIFO picking strategies.

ADDITIONAL INFO: Always use a BATCH SERIAL number when tracking expiry dates - if the item does not have a tracking code use your PO number as reference - alternative - use the EXPIRY DATE as a 4 or 6 digit code eg. EXP0109.

KEYWORDS: Expiry, Batch Serial Tracking, Implementation.

 
module_1.3.txt · Last modified: 2013/11/07 14:13 (external edit)
 
Recent changes RSS feed Creative Commons License Donate Powered by PHP Valid XHTML 1.0 Valid CSS Driven by DokuWiki