Receiving Stock

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…

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.

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.

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.

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

In this exercise item 120 Opening Count will be split into two Batches:

1. From the Item Register, select Item 120.

2. Double-click the Perth Stock Group Icon in the detail view.

3. From Inventory Detail select Manage Stock Groups…

The current Batch Details for the Stock record are displayed.

The Batch/Serial Number can be changed for the existing stock group or the stock can be re-allocated to a new Batch/Serial Number:

1. Select “SPLIT this stock…” and enter a quantity of 50.

2. In the New Batch Serial Details section, change the BATCH SERIAL entry to MY-NEW-BATCH.

3. Select Update Stock Group Details… Click OK when the confirm message is displayed.

The Stock Detail window will update showing only 40 items associated with the old batch number.

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.

Despatch Register

WMS Despatch Register provides a CRITICALLY IMPORTANT view of all warehouse activity and shows order management status.

The despatch register works like an active TODO LIST for your warehouse staff.

Fulfilling Orders

The Sale Order is now ‘Ready To Process’/’Pick’ (RTP) however the WMS is indicating some line items with status NSA.

From a workflow perspective, the warehouse manager or storeman waits for new orders to arrive in the WMS Despatch register (TODO LIST) and based on status processes each as required.

As orders are processed an electronic “process trail” is created within the Order Manifest. To view the manifest select an Order in the Despatch Register and from the Detail View click the Manifest Tab.

The Manifest automatically brings together all information and document attachments held within the WMS relating to the Order and any associated stock items.

Shortcuts

Notice the Shortcut options on the WMS Explorer sidebar.

A different set of shortcuts exists for each register and are the most common workflow actions selected related to the currently selected register.

Creating Transfer Orders

Sales Order fulfilment is not the only workflow managed by the warehouse staff. Transferring stock from one Location Bin to another Location Bin is a common workflow for Multi-Location business. The WMS provides a simple transfer interface for creating and updating stock between and within warehouse locations.

In this exercise we will move stock between two locations:

1. Select the Transfer Register.

2. From the Shortcut sidebar click New Transfer Order.

3. The Transfer form requires from and to locations. Use Perth as the From Location: and Melbourne as the To Location:

4. Chose Item 550 with quantity 5, then select Record Transfer. A Transfer Advice will display.

Tip

For internal Transfers, the From: and To: locations are the same. By setting up Default Putaway Bins the TO BIN will automatically be updated if the item has been assigned to a Bin location. Create a Transfer shipping method for internal stock movement.

Transfers promote good stock movement practice and assist with stock being accurately assigned to Locations and Bins.

The Transfer form behaves in a similar manner to the sales form; however no price information is displayed. As for sales, items can be selected from the “Locate Stock” popup form by pressing {CTRL} Enter in the ITEM NUMBER grid cell.

Once a Transfer is recorded the transfer order lines and general details can be updated, removed, or added in a similar method to sales order lines by right clicking over the transfer grid rows.

Tracking Transfers

There are two methods of tracking physical movement of stock between locations. From the Tools menu select Preferences.

Transfers can be received like normal purchase orders into the WMS. This means that all stock in TRANSIT will not be available until Received and Putaway at the destination just like any other incoming purchase order. A receive order will automatically be created at the destination location ready for the stock to arrive.

When stock is transferred in this method the associated batch and/or serial numbers are maintained and appear automatically in the purchase register. Flags and some other stock details are lost.

By default Transfers do not require receiving and stock is available at the target location as soon as the Transfer Order Is shipped and closed.

Using the Despatch Register

Once a transfer is created the Transfer Order will be seen in the Despatch Register. To view or search only transfers use the Transfer Register.

Order management process in MYOB Item Sales ends as soon as the Invoice is created and the invoice/packing slip printed. However for the WMS the workflow for Order fulfilment just begins. It is the Despatch register that is most important to the warehouse management staff.

The Despatch Register is effectively the overall warehouse To-Do list and possibly the most important of all WMS views.

Tip

By double-clicking an order line the WMS will automatically determine the next order processing step. For example, if the line status is PICKED, the PACKING step will begin.

 
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