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Unique Features

This module is tightly integrated with handheld devices used in the warehouse which supports many unique features including:

• Vehicles can be treated as mobile warehouses and stock levels on them can be queried.
• Multiple warehouses supported - stock can be queried in any individual warehouse or across all warehouses.
• Stock reorder levels can be warehouse specific.
• Any structure or layout of warehouse can be supported - each storage location can be individually defined.
• Barcodes can be applied to storage locations to make it easier for warehouse operators to record stock movements
• Suggested pick lists will always select oldest stock first
• A variety of asset related activity is supported (see below)

The remainder of this page contains further information on the features and functions of the stock and warehouse module.

Stock Movements

Many types of stock movement are supported including:

• Receipt - goods received from a supplier - the items received are matched against a supplier order (if available) and will subsequently be matched against the supplier invoice
• Issue - stock dispatched to customers either directly, through company owned vehicles, or through third party hauliers/couriers
• Internal - movement of stock between two locations within a warehouse
• Customer Returns - stock returned by customers
• Supplier Returns - stock returned to suppliers

The most stock movements occur as a result of either a customer order or a supplier purchase order. Each type of movement will be examined in more detail below.

Stock Ordering (Supplier Purchase Order)

A purchase order can be created at any time. It may be triggered by a minimum stock threshold being reached or by a decision to order more stock.

Apart from specifying a supplier and the date on which the order is required, the information recorded on a purchase order for each product is as follows:

• Product code - while you order using your own product code, the supplier product mapping is applied by the system so that suppliers receive orders using their product codes
• Quantities required - quantity of each product required
• Unit price - unit price for each product
• Discount - discount on the unit price (if appropriate)
• Line total - unit price less discount multiplied by the quantity
• VAT code - VAT rate appropriate to each product line

As well as the line level information captured on the purchase order, purchase order totals are captured as well including:

• Discount - order discount if available (this can be based on order value)
• Subtotal - the total of all lines excluding VAT
• Other charges - this caters for items such as carriage and insurance
• Total Ex VAT - total of the order including all charges and excluding VAT
• Total Inc VAT - total value of the order including VAT

The date the order was created is automatically recorded by the system along with the name of the Operator that created the order. A Purchase Order Number is also automatically assigned to the order by the system.

Stock Receipts (Goods Received Notes - GRN)

The list of outstanding supplier purchase orders is automatically assigned to all handheld devices in the warehouse on the date on which the stock is due to be received. This allows any Operator to record the receipt of stock from a supplier.

To record stock received into the warehouse, the Operator simply selects the appropriate purchase order and records the stock items received. The information recorded for each product received is as follows:

• Product code - the product received
• Product description - description of the product received
• Quantity received - the quantity of the product received
• Put away location(s) - the location(s) in the warehouse in which the product was placed

Any discrepancies between the expected quantity and the quantity actually received are highlighted to the Warehouse Operator providing an opportunity to verify the exact quantities received to minimise receiving errors.

When all items have been received, the GRN (Goods Received Note) updates the stock levels within the warehouse.

Stock Issue (Dispatch)

Stock is dispatched in response to any of the following:

• Customer order - order is picked and is dispatched via own vehicle/haulier/customer collection
• Stock replenishment order - an internal order received from a van sales driver or another warehouse

Stock is dispatched using picking lists which contain the following information:

• Destination - this can be a customer name and address or a warehouse/van
• Dispatch method - indicates whether the items are being delivered or collected
• Date required - date and time by which the pick needs to be completed
• Product code - code that identifies the product to be dispatched
• Product description - description of the product to be dispatched
• Quantity - quantity of each product to be dispatched
• Location(s) - the location(s) from which products should be picked for dispatch - oldest stock is always suggested first

As handheld computers are integral to the operation of the warehouse, the following functionality is provided to help manage them:

• Assign pick - assign a pick list to a handheld
• Reassign pick - remove a pick list from one handheld and assign it to another
• View pick status - view the status of all picking activity for a specific warehouse and a specific date
• Cancel pick - cancel picks that no longer have to be undertaken

Stock Movement (Internal)

Stock may need to be moved internally from one location to another for reasons such as bringing frequently used stock from the back of the warehouse closer to the dispatch area.

• Customer order - order is picked and is dispatched via own vehicle/haulier/customer collection
• Stock replenishment order - an internal order received from a van sales driver or another warehouse

Stock is dispatched using picking lists which contain the following information:

• Destination - this can be a customer name and address or a warehouse/van
• Dispatch method - indicates whether the items are being delivered or collected
• Date required - date and time by which the pick needs to be completed
• Product code - code that identifies the product to be dispatched
• Product description - description of the product to be dispatched
• Quantity - quantity of each product to be dispatched
• Location(s) - the location(s) from which products should be picked for dispatch - oldest stock is always suggested first

As handheld computers are integral to the operation of the warehouse, the following functionality is provided to help manage them:

• Assign pick - assign a pick list to a handheld
• Reassign pick - remove a pick list from one handheld and assign it to another
• View pick status - view the status of all picking activity for a specific warehouse and a specific date
• Cancel pick - cancel picks that no longer have to be undertaken

Customer Returns

Products returned by customers can be placed in stock if they are fit for resale, in which case they may be sold to other customers, or they can be written off as defective/s;poilage.

When writing off stock, the reason for the write-off must be specified allowing for subsequent analysis of the root causes for write-offs.

Supplier Returns

Products or assets may need to be returned to suppliers for credit or repair.

The process of returning items to a supplier operates as follows:

• Create return order - an RMA number often needs to be obtained from a supplier before items can be returned
• Create return - handhelds are used to record the items returned and to match them against the return order that was created
• Credit or repair - if the supplier is going to credit the items returned, the credit note received is matched against the return
• Receive replacement - in some cases replacement stock will be provided, or int he case of an asset, it may be repaired and returned

The receipt of a credit, replacement stock, or repaired equipment matches the supplier return order and completes the returns process.

Other Functions

There are a variety of other stock functions available, especially those that relate to asset management. These include:

• Stock take - undertake a 'blind' stock count and compare it against the system calculated values - stock can be adjusted for discrepancies
• Scrap assets - when assets have reached the end of their useful life, they can be scrapped but tehir history remains
• Renumber assets - the serial numnber on assets can be changed - the system will retrieve details of the asset using any of its previous serial numbers
• Reconfigure assets - assets may be converted from one model to another

Reports

Examples of the reports that can be generated from information processed through this module include:

• Stock level - this shows the stock/inventory level for one or more warehouses
• Stock location - this shows the stock/inventory level for one or more warehouses
• Scrapped assets - lists all assets that were scrapped
• Assets in the warehouse - lists all assets in one or more warehouses