Inventory Manager User Guide Basware P2P 17.4

Transcription

1 Inventory Manager User Guide Basware P2P 17.4 Copyright Basware Corporation. All rights reserved..

2 Table of Contents 1 Inventory Manager - Getting Started Inventory Process Summary Inventory Module Inventory Management Enter Initial Item Stock Quantity Adjust Item Stock Levels Reduce Item Stock Quantity Load/Increase Item Stock Quantity Inventory Details View Inventory Audit View Inventory Statuses View Inventory Items Add Items to Warehouse Print Queue Transferring Items Between Warehouses Transferring Items Between Bins Update Condition Codes Adjust Inventory Value Item Counting Perform Inventory Item Counting Edit Global Reorder Point Reorder Quantity Edit Global Inventory Data Inventory Item Requisition Associate Users Warehouses Request Warehouse Items from the Catalog Perform Direct Withdrawals Create Replenishment Orders Inventory Shipping Open Shipments Consolidated Pick Lists Packing Slips Change Warehouse for Open Shipments Ship Items on Transfer Orders Ship Inventory/Asset Items on Transfer Orders Backorders Ship Partial Items on Backorders Previous Shipments Edit Previous Shipments Shipping Options Inventory Receiving Auto Receive Transfer Orders Receive Transfer Orders Manually...30 Copyright Basware Corporation. All rights reserved..

3 5.3 Receive Replenishment Orders Return Items on Fully Received Transfer Orders Return Items on Partially Received Transfer Orders Inventory Executable Tasks Manually Process JIT Orders Replenishment Orders Process Replenishment Orders Replenishment Quantity Calculation Methods Group Items for Reordering Update Pending Quantity for Replenishments Copyright Basware Corporation. All rights reserved..

4 1 Inventory Manager - Getting Started Inventory Manager enables warehouse managers to keep track of items in stock the stock levels to ensure optimization of Inventory. It allows Just-in-Time processing for replenishment orders to help minimize the Inventory carrying costs. Inventory Manager has the additional capability to implement dem Forecasting. Inventory Manager provides the following features: Reduces organizational wide inventory. Provides for Just-in-Time practices automatic stock replenishments. Integrates with wireless devices such as barcode scanners. Provides for dem forecasting. 1.1 Inventory Process Summary The system enables automation of the purchasing process for inventory items. The process includes the following steps: 1. Request items from warehouse. 2. Approve requests. 3. Create transfer orders. 4. Create shipments. 5. Receive. Copyright Basware Corporation. All rights reserved.. 4

5 Figure 1: Inventory Process Diagram Copyright Basware Corporation. All rights reserved.. 5

6 1.2 Inventory Module Summary of Functionality The following information applies to the Inventory menu. The menu bar is divided in five menu groups based on the tasks performed: Maintenance Shipping Receiving Execute Tasks Withdraw Items Inventory Menu Headings Options The following table lists each of the Inventory menu headings with the corresponding options required permission. Table 1: Inventory Menu Headings Options Menu Heading Menu Options Required Permission Maintenance Inventory List Manage Inventory in Warehouse (45) Warehouse Assignment (52) Global ROP ROQ Edit Manage Inventory in Warehouse (45) Warehouse Assignment (52) Global Inv. Data Edit Manage Inventory in Warehouse (45) Warehouse Assignment (52) Initial Stock Adjust Inventory in Warehouse (46) Warehouse Assignment (52) OR Load Inventory or Update Inventory Count in Warehouse (47) Warehouse Assignment (52) Copyright Basware Corporation. All rights reserved.. 6

7 Table 1: Inventory Menu Headings Options (continued) Menu Heading Menu Options Required Permission Mark For Count Manage Inventory in Warehouse (45) Load Inventory or Update Inventory Count in Warehouse (47) Warehouse Assignment (52) Enter Item Count Manage Inventory in Warehouse (45) Warehouse Assignment (52) OR Load Inventory or Update Inventory Count in Warehouse (47) Warehouse Assignment (52) Shipping Open Shipments Manage Shipments (51) Warehouse Assignment (52) Back Orders Manage Shipments (51) Warehouse Assignment (52) Previous Shipments Manage Shipments (51) Warehouse Assignment (52) Shipping Options Manage Shipping Options (27) Receiving Purchase Orders Can Receive Items for Selected Locations (33) OR Manage Purchase Orders (8) Execute Tasks Process All JIT Orders Manage Inventory in Warehouse (45) Warehouse Assignment (52) Process Vendor Specific JIT Orders Manage Inventory in Warehouse (45) Warehouse Assignment (52) Copyright Basware Corporation. All rights reserved.. 7

8 Table 1: Inventory Menu Headings Options (continued) Menu Heading Menu Options Required Permission Process all Replenishment Orders Manage Inventory in Warehouse (45) Warehouse Assignment (52) Process Vendor Specific Replenishment Orders Manage Inventory in Warehouse (45) Warehouse Assignment (52) Update Pending Qty. Manage Inventory in Warehouse (45) Warehouse Assignment (52) Withdraw Items Withdraw Items Direct Warehouse Withdrawals (53) Warehouse Assignment (52) Withdraw Bin Manage Inventory in Warehouse (45) Direct Warehouse Withdrawals (53) Warehouse Assignment (52) OR Adjust Inventory in Warehouse (46) Direct Warehouse Withdrawals (53) Warehouse Assignment (52) OR Load Inventory or Update Inventory Count in Warehouse (47) Direct Warehouse Withdrawals (53) Warehouse Assignment (52) Copyright Basware Corporation. All rights reserved.. 8

9 2 Inventory Management Items in the catalog represent items available through suppliers. Items established in the warehouse represent items that are purchased, stored, dispensed to the organization through warehouse managers personnel. Inventory management involves the upkeep set up of items in the warehouse. The system provides an easy to use tool to effectively perform these functions. When all inventory items have been added to the catalog, you may begin working with inventory. Effective warehouse management begins with maintenance of the inventory items. All links are permission based, do not show if you do not have specific inventory permissions assigned. Requirements 45 - Manage Inventory in Warehouse 52 - Warehouse Assignment - grants permission to the warehouses you can manage. 2.1 Enter Initial Item Stock Quantity Location: Inventory > Maintenance > Initial Stock >. The item must be established in the warehouse by an administrator. Refer to the Warehouse Catalog section of the Inventory Manager Admin Guide for more information. Additionally, you must have one of the following permissions: 46 - Adjust Inventory in Warehouse 47 - Load Inventory or Update Inventory Count in Warehouse Initial stock is used to establish any initial stock quantity for items in inventory that the company currently has on h. After an item is established in the warehouse, the item is available to have stock quantity added. The system automatically places a new item into list of items to add initial stock; it requires no manual action.. Items are placed into the list of items to add initial stock only when the item has been established in the warehouse for the first time from the Items page or when the item is added from the Inventory List page. To add initial stock quantity: 1. From the Initial Stock page, select the Warehouse in which the items were established click Submit. 2. Click All. 3. Search for the item with quantity to be entered. 4. Enter quantity in stock in the Load Units field. 5. Enter the lot number the expiration date for the lot in the Lot # Expiration Date fields respectively (if applicable). Copyright Basware Corporation. All rights reserved.. 9

10 6. Enter the unit cost of the item in the Unit Cost field. 7. Bins need to be established in warehouses before they can be used. To set up bins, refer to Warehouse Setup in Inventory Manager Admin Guide. If applicable, enter the bin name in the Bin field to establish the items in a specific bin. 8. Enter any notes for the item in the Notes field. 9. Click Load Inventory. The inventory item's initial quantity, unit cost, other information are saved. 2.2 Adjust Item Stock Levels When items are dispersed from the warehouse through shipping when items are received into the warehouse from another warehouse or vendor, stock level information (the count) is automatically adjusted. There are times, however, when the stock level for a particular item needs to be adjusted manually in the system. The way in which stock levels are manually adjusted depends on whether the user wants to adjust the stock to a higher count or to a lower count. Adjusting to a higher count is referred to as loading adjusting to a lower count is referred to as reducing. Occurrences such as shrinkage, theft, or damage requires the inventory counts to be reduced. If for any reason, actual quantities in the warehouse are higher than those shown in the system, the number in the system can be increased by loading the difference. Requirements The following permissions are required to adjust stock levels: 45 - Manage Inventory in Warehouse 52 - Warehouse Assignment One of the following permissions is also required: 46 - Adjust Inventory in Warehouse 47 - Load Inventory or Update Inventory Count in Warehouse (cannot reduce inventory levels with this one) Reduce Item Stock Quantity Location: Inventory > Maintenance > Inventory List. Inventory items that are assets cannot be viewed or reduced using this method; they must be either ordered or withdrawn. Use the Inventory Details page to view reduce item quantity in the warehouse. Copyright Basware Corporation. All rights reserved.. 10

11 If tracking inventory by condition codes is enabled, the condition codes the quantity assigned to the condition codes can be updated, as shown below. Figure 2: Item Inventory Details Page with Condition Codes Enabled To reduce stock quantity of an item in a warehouse: 1. Select the warehouse with the item that needs to be reduced click Submit. 2. Select the item whose stock quantity needs to be reduced. 3. Click Inventory Details. 4. The Inventory Details page can only be used to reduce the stock level. Update the item quantity: If using condition codes, select the applicable condition code from the dropdown. Then, update the quantity. Click the + icon to enter another condition code quantity. If not using condition codes, simply update the quantity. 5. Enter any notes for the item in the Notes field. 6. Click Process Changes. The item's quantity in the warehouse is reduced Load/Increase Item Stock Quantity Location: Inventory > Maintenance > Inventory List. The use of lot numbers, bins, /or condition codes are determined by system configuration. Assets cannot be loaded using this method. Condition codes for inventory loaded through the Load Items in Inventory page are updated through the Update Condition Codes page. To load inventory in a warehouse: 1. Select the warehouse with the item that needs to be loaded click Submit. 2. Select the item whose stock quantity needs to be loaded. 3. Click Load Inventory. 4. Enter the quantity to be loaded in the Load Units field. Copyright Basware Corporation. All rights reserved.. 11

12 5. (Optional) If the cost needs to be adjusted, edit the value in the Unit Cost field. 6. (Optional) To associate the inventory to a lot expiration date, enter the values in the Lot # Exp. Date fields (if applicable). 7. (Optional) To establish the item in a different bin, specify the bin name in the Bin field. (The bin name displayed in the Bin field is the default bin that is set up when adding or editing an item.) 8. (Optional) Enter any notes for the item in the Notes field. 9. Click Load Inventory. 2.3 Inventory Details You have different options to view inventory details at a glance for a particular warehouse, such as: View Inventory Audit Provides an audit trail View Inventory Status Provides items current status View Inventory Item Provides the item details View Inventory Audit Location: Inventory > Maintenance > Inventory List The Inventory Audit display shows certain actions that have been taken on this item since its creation in the warehouse. It also displays the audit type, such as loading or transferring an item. To view inventory audit: 1. Select the warehouse with the item whose inventory audit is to be viewed click Submit. 2. Select the item whose inventory audit is to be viewed. 3. Click View Inventory Audit View Inventory Statuses Location: Inventory > Maintenance > Inventory List The Inventory Status allows you to look at what is available, what is currently in stock, what is on back order, when the last count date was. View Status is important when comparing what has been allocated as opposed to what is in stock. Allocation means that the item is on a shipment or order that has not been completed. To view inventory status: 1. Select the warehouse with the item whose inventory status is to be viewed click Submit. Copyright Basware Corporation. All rights reserved.. 12

13 2. Select the item whose inventory status is to be viewed. 3. Click View Status View Inventory Items Location: Inventory > Maintenance > Inventory List Viewing the item allows you to view the item characteristics without editing the warehouse item. To view inventory item: 1. Select the warehouse with the item to be viewed click Submit. 2. Select the item to be viewed. 3. Click View Item Add Items to Warehouse Print Queue Location: Inventory > Maintenance > Inventory List Once print queues have been added for specific warehouses, users can manually add items to the queue by selecting the respective items in the warehouse from the Warehouse list. For details on setting up print queues, refer to Other Data - Manage Print Queues in General Admin Guide Part 2. To add items to the print queue: 1. Select the warehouse with the item for which bar codes need to be printed click Submit. The warehouse must have a print queue added. Refer to Other Data - Manage Print Queues in the General Admin Guide Part 2 for details. 2. Select the item for which bar codes need to be printed. 3. Click Print Bar Codes. 2.4 Transferring Items Between Warehouses Location: Inventory > Maintenance > Inventory List You need to have permission 45 Manage Inventory in Warehouse for both the warehouses involved in the transaction to transfer items from one warehouse to another. Transfer items can be used easily to transfer stock established in one warehouse into another. To transfer items between warehouses: 1. Select the warehouse with the item to be transferred click Submit. 2. To transfer multiple items, select the items using the SHIFT or CTRL key. Copyright Basware Corporation. All rights reserved.. 13

14 Select the items to be transferred. 3. Click Transfer Items. 4. Select the warehouse into which the item(s) are to be transferred in the Transfer Selected Item To field. 5. Enter the stock quantity to be transferred to the selected warehouse in the Transfer Quantity field. 6. If the item is established in multiple bins, the user can select the specific bin from where the item needs to be transferred. 7. Click Transfer Items. 2.5 Transferring Items Between Bins Location: Inventory > Maintenance > Inventory List This function enables intra-warehouse movement of items. This is a powerful tool for warehouses that store items in bulk then transfer them to another location for processing or staging. Warehouse managers are able to establish bin locations from the Administration menu. To transfer items within a warehouse from one bin to another: 1. Select the warehouse with the item to be transferred click Submit. 2. Select the items to be transferred. 3. Click Bin Transfer. The From Bin field displays all the bins where the item has been established. The To Bin field displays all the list of bins that are established in the selected warehouse. 4. Select the bin from where the item needs to be transferred. 5. Select the destination bin the for the item being transferred. 6. In the Transfer Quantity field, enter the quantity that needs to be transferred. 7. Click Bin Transfer. 2.6 Update Condition Codes Location: Inventory > Maintenance > Inventory List This feature allows the warehouse manager to update the condition codes for items in the warehouse whether they are new inventory items or existing inventory items. When a default condition code is defined, items received into the warehouse from a vendor are assigned the default condition code. You cannot update condition codes for assets with depreciation. To update condition codes: Copyright Basware Corporation. All rights reserved.. 14

15 1. Select the warehouse with the items to be updated click Submit. 2. If all items are to be displayed, do not select any items click Update Condition Code. Select the items whose condition codes need to be updated. 3. Items that have a quantity of zero are not displayed on this page. Click Update Condition Code. 4. Select the new condition code for the item from the drop-down list. 5. Enter the quantity for that item that is to be assigned to the selected condition code. 6. If the item is an inventory asset, click the Search icon to select the assets that need to be assigned to the selected condition code. 7. The same item may be listed more than once. The items, condition codes, quantities are displayed by purchase order, initial load, or warehouse transfers. Click the + icon if additional condition codes are to be assigned. An additional condition code drop-down list quantity field is displayed. 8. Repeat the process until all condition codes that need to be updated are complete. 9. Click Update. 2.7 Adjust Inventory Value Location: Inventory > Maintenance > Inventory List. The item must be in stock for inventory value. Additionally, asset value cannot be adjusted using this method. The following permissions are required: 45 - Manage Inventory in Warehouse 52 - Warehouse Assignment Sometimes the inventory value for a particular item needs to be adjusted manually in the system. The way in which stock levels are manually adjusted is the same whether you want to adjust the value to a higher amount or to a lower amount. To adjust inventory value: 1. Select the warehouse where the items are established, click Submit. 2. Select the items that need inventory value adjustment. Copyright Basware Corporation. All rights reserved.. 15

16 Items that have a quantity of zero are not displayed on this page. 3. Click Adjust Inventory Value. 4. Enter the adjustment amount for the item selected in the Adjustment Amount field. The total value cannot be less than zero. A negative adjustment can be added as long as the resulting value is not less than zero. 5. Enter the reason in the Reason field. 6. If more than one item is selected, repeat until all adjustments are made. 7. Click Submit. The items' total value is set the weighted average cost (WAC) is automatically recalculated. An audit record is maintained for all value adjustments. 2.8 Item Counting Items in inventory can be classified as A, B, or C class items for the purposes of controlling varying counting cycles. Each class has its own counting cycle specification. Classes may be set for daily, weekly, monthly, or yearly intervals. All cycles are set in days in the system settings. The system automatically divides the quantity of items to be counted by the days in the cycle then presents only that number of items to be counted each day. This presents the work at a manageable level. The ABC analysis is a classification system for analyzing inventory based on value. This classification system divides inventory into three distinct groups by value: high activity dollar volume (A), moderate dollar volume (B), low dollar volume (C). It becomes evident that an item low in cost but high in volume may be much more important than an item low in volume high in cost. Segmentation of this classification system is not always easy. An (A) item might have a low unit cost combined with a high volume or a high unit cost in combination with a low volume. If a company makes the strategic decision to use ABC analysis, it is recommended that a detailed documented study of the ABC classification system take place prior to item assignment. If used correctly, ABC classification systems can be a powerful inventory management tool. Mark for Count simply flags the item selected in the Warehouse Inventory list to be listed in the Inventory Count page. If there is a Search icon next to the number in the Inventory Count column, this means the item is an inventory asset. If an asset needs to be removed, click the Search icon select the assets that are to be removed. By removing the asset, the system automatically changes its status to disposed. Copyright Basware Corporation. All rights reserved.. 16

17 2.8.1 Perform Inventory Item Counting Location: Inventory > Maintenance > Inventory List The following permissions are required: 45 - Manage Inventory in Warehouse 52 - Warehouse Assignment To perform item counting: 1. Select the warehouse where the items are established, click Submit. 2. Select the items that need to be counted. 3. Click Mark for Count. 4. Navigate to Inventory > Maintenance > Enter Item Count. 5. Select the warehouse for the items that need to be counted in the Warehouse field. 6. Select the item category of the items that need to be counted in the Item Categories field (if applicable). 7. Click All or the appropriate Letter link to view the items marked for count. 8. Enter the item count in the Inventory Count field check the Update Count field. (The Inventory Count field displays individual records when the item is established in multiple locations, showing the quantity in each location.) 9. Click Enter Inventory Count. There are some items which may need to be skipped in the counting process. If this scenario arises, simply leave the items inventory count box empty. You can take all numeric values out of this field without causing an error. This ensures that only the items that need to be updated are counted. In addition, there are different levels of security in the counting process. For example, you may be given permission to count inventory items but you may not have permission to update the catalog. In this case, an appropriate inventory /or catalog manager sees the same page for counting items; when they click the Enter Inventory Count, the catalog list is updated automatically. 2.9 Edit Global Reorder Point Reorder Quantity Location: Inventory > Maintenance > Global ROP ROQ Edit Global Reorder Point (ROP) Reorder Quantity (ROQ) edits allow the user to edit an item across multiple warehouses, in terms of ROP, ROQ, item category. This function is ideal if there are several warehouses that are stardized or if there is fluctuation in dem. To edit the ROP ROQ globally: 1. Select the warehouses where the item is to be adjusted. Copyright Basware Corporation. All rights reserved.. 17

18 2. To use only items that belong to a specific category to update, select the category in the Item Categories field. 3. If the update needs to be done only for specific items, select the items to be adjusted. 4. Enter the point increase in percentage. 5. Enter the quantity increase in percentage. 6. Set the Revert to Saved Values field to Yes only if reversing the change in dem. 7. Click Set Edit Global Inventory Data Location: Inventory > Maintenance > Global Inv. Data Edit The following permissions are required: 45 - Manage Inventory in Warehouse 52 - Warehouse Assignment Global inventory edit allows the user to change the Reorder Point (ROP) Reorder Quantity (ROQ) numerically instead of by percentage allows the user to change item class, accounting codes, Udef fields if needed. To edit the global inventory data: 1. Select the warehouse where the item is to be adjusted. 2. Select the items to be adjusted. 3. To edit the item class enter the new value in the Item Class ID field. 4. To edit the point quantity, enter the new values in the Point Quantity fields respectively. 5. To edit the account codes enter the new value in the Account Code field. 6. To edit the Udef values enter the new values in the Udef fields. 7. Click Save Changes. Copyright Basware Corporation. All rights reserved.. 18

19 3 Inventory Item Requisition Requisitioners are given seamless access to items, whether the item is sourced from a warehouse or from a vendor. This is accomplished through user group-to-warehouse group associations combined with item specific inventory type assignment. From the perspective of the requisitioner, there is essentially no change in the process of requisitioning when warehouse items are integrated into their supply base. When you have access to a warehouse, the item request created is sent to the warehouse instead of a vendor. Though the process that is used for requesting items from vendor does not change, there are notable changes that can appear in the shopping cart. One change is the addition of a Warehouse link to line items that come from a warehouse. You can click this link to find out more information about the warehouse that contains the item. Requests created for warehouse items are called transfer orders. Requestors can either create transfer orders or perform a direct withdrawal. Requirements Link the group for the requisitioner to a warehouse group associated with warehouses. 3.1 Associate Users Warehouses You are linked to warehouses from which they can request by associating the group you are in to a specific warehouse group. Only the warehouses that belong to the associated warehouse group are accessible to you. Example: 1. Create a warehouse group. 2. Add warehouses to the created group. 3. Create a user group (in the Using Warehouse Group field select the warehouse group). 4. Add users to that group. Users Sam Tim can only request from Warehouses 1 2. Whereas User Admin can only request items that are established in Warehouses Request Warehouse Items from the Catalog Location: Requisitions > Request/Shop > Search Catalog To order from warehouse: 1. Search for the items to order. To limit your search to items in warehouses, select the Browse Warehouse tab select a warehouse or click Browse Items. 2. Locate the desired item, enter the quantity, click Add to Cart. Copyright Basware Corporation. All rights reserved.. 19

20 3. If inventory/asset receiving units are used the ordering unit is selected, only the vendor link [V] is displayed. If the receiving unit is selected, the warehouse link [W] is displayed. If the item is a stocked item, then the user sees the link [W] to the warehouse as shown in Figure from where the item is to be ordered. 4. If you are associated with more than one warehouse have permission 48 - Can Specify Preferred Warehouse during Requesting, then select the warehouse from the Default to Warehouse drop-down list to order from a specific warehouse click Save Changes. This function is not available if Material Transfer is enabled. 5. Click Finish Request. 6. Complete all the fields on the Create Order Request page click Create Order Request. 7. If no approval is needed for the request, a transfer order is generated. If approval is required, the request is sent to the approver. For further details on request approvals, refer to Request Approval in Purchase Manager User Guide. When the order request is created, the system generates an internal transfer order (TO) for this item. All warehouse orders are linked to the warehouse vendor that is assigned via system setting. The system administrator sets the warehouse vendor that is needed for items coming from the warehouse. If you have problems with transfer orders going into items to order instead of directly to purchasing, the first step should be to check if this setting has the correct value the vendor is set to auto-generate PO. 3.3 Perform Direct Withdrawals Location: Inventory > Withdraw Items > Withdraw Items. The following permission is required: 53 - Direct Warehouse Withdrawals There are times when a internal transfer order is not needed. The system provides a direct withdrawal option for removing items from inventory. This is used to pull items from the local cabinet. When assets are received the Set Date in Service field is set to Yes for the receiving location, the system sets the receiving date as the date in service for the asset. The date in service determines when depreciation calculation starts for an asset. There is a three step process to directly withdraw items from inventory. Copyright Basware Corporation. All rights reserved.. 20

21 1. Search for items from the catalog. 2. Select the appropriate warehouse start the withdrawal. 3. Withdraw the items. To do a direct withdrawal: 1. Select the warehouse in which to perform the search then search for items to withdraw. 2. Enter the quantity desired for each item to order. Users may enter the quantity for multiple items at once. The Available Quantity field is displayed under each item name to ensure accurate requesting. When finished, click Add Items to Request. In the Warehouse drop-down list, the warehouse from which the items were added to the bin is automatically selected if all the items in the withdraw bin are from one warehouse. 3. As on the Shopping Cart page, users have the ability to change the quantity desired or delete the line item from the withdrawal bin using Revise Request unless the item is an asset. If the item is an asset, the user clicks the Search icon to select the assets that are to be withdrawn. If tracking by condition codes, the user needs to enter the quantity being withdrawn for each condition code. 4. Click Start Withdrawal after verifying the correct line items quantities to be withdrawn. If the user enters a withdraw quantity that is more than is available in inventory, an error message displays indicating the line items requested do not have the sufficient quantity to meet the amount requested. 5. The user can use the browser s Back action to return to the previous page make an adjustment to the line item in error. Basware recommends that the order bin be revised after items from previous order requests are copied to it. This retrieves the most recent pricing recalculates the totals. This happens automatically when the user finishes the request. It is important to select the appropriate warehouse prior to revising. Otherwise, the selection does not take place. 6. Complete the required fields on the Direct Item Withdrawal page. 7. Click Process Withdrawal. Copyright Basware Corporation. All rights reserved.. 21

22 Users can also access the Item Search Form from the Review Order Basket page when withdrawing items. 3.4 Create Replenishment Orders The following permission is required to create replenishment orders: 45 - Manage Inventory in Warehouse Orders generated to be sent to vendors to replenish stocked items are called replenishment orders. If multiple warehouses exist if a replenishment user was created, then log in as the replenishment user for a particular warehouse create an order so that the items are shipped to the specific warehouse location. The system collects items to be ordered using the identified user on the warehouse profile. Replenishment orders can be auto-generated through system setting. When tracking inventory by condition code is enabled an item received into a warehouse needs to be returned to the vendor, the item can be returned as long as the items associated with the purchase order line all have the same condition code. To replenish warehouse stock: 1. Search for the item that needs to be stocked. 2. Add the item(s) to the shopping cart by clicking Add Items to Shopping Cart. 3. Click Finish Request. 4. On the Create Order Request page, select the warehouse which needs to be replenished in the Replenish drop-down list. The source warehouse the destination warehouse cannot be the same. 5. Click Create Order Request. Copyright Basware Corporation. All rights reserved.. 22

23 4 Inventory Shipping Shipping is an area under Inventory from where warehouse managers have the option to manage all their shipment activities related to either open shipments for in-stock items or any backorders created for the items that are not in stock. This chapter helps you underst the various functions associated with shipments. Requests to order items from a warehouse fall into three categories: Open Shipments: Shipments which have in-stock items. Backorders: Created when requests are generated for out-of-stock items. Previous Shipments: Allow the user to view items that have already been shipped. Requirements The following permission is required to perform shipping functions: 51 - Manage Shipments 4.1 Open Shipments Open shipments are orders that have been submitted against the warehouse have not been shipped to the end user or deducted from inventory. Creating shipments is a function of the warehouse staff indication of an open shipment is seen in the Open Shipments page under the Inventory menu. To create a shipment for ordered items: 1. Pick the items on the pick report. 2. Create a shipment for the items on the pick report. 3. Print a packing slip for the created shipments to be sent with the shipment. There are two ways to fulfill shipments for in-stock items: Print a packing slip then create a shipment. This prints a packing slip without a pre-filled packing slip number. Create a shipment first then print the packing slip. Many organizations prefer this method because a packing slip number (No.) is automatically created, which may be used for tracking purposes. When the Asset module is enabled the Set Date in Service field is set to Yes for the receiving location, the system sets the receiving date as the date in service for the asset. The date in service determines when depreciation starts for an asset. There are two items which need further definition for the packing slip. Copyright Basware Corporation. All rights reserved.. 23

24 Quantity Remain: This is the quantity remaining to be filled from the transfer order. Quantity Stock: This is the quantity of the item in stock for the warehouse selected. Only warehouses (that the user has access to) with open shipments are listed in the Warehouse drop-down list on the Open Shipments List page Consolidated Pick Lists Packing Slips For faster picking packing, a shipper can create a consolidated pick list or packing slip. To do this, highlight more than one shipment by clicking dragging over the desired items then click Pick Report or Packing Slip. The user may also use the CTRL key to select shipments that are not in order Change Warehouse for Open Shipments Location: Inventory > Shipping > Open Shipments. To change warehouses for shipments, you must have the following permission: Can Change Shipment Warehouse on POs Additionally, you must have permission to access the warehouses you are working with, the warehouse you want to use must have the items on the shipment in stock. 1. Select the open shipment whose warehouse must be changed click Change Warehouse. 2. In the Ship from Warehouse dropdown, select the warehouse from which the items should be shipped. Only valid warehouses are displayed. 3. Click Save. The warehouse is changed on the transfer order. A shipment is not created by completing this action. Select the open shipment click Create Shipment to continue the shipping process Ship Items on Transfer Orders Location: Inventory > Shipping > Open Shipments To ship the items on a transfer order: 1. Select the order to be shipped. Many orders can be selected to create a consolidated pick report, if needed, by using the SHIFT or CTRL key. 2. Click Pick Report. Warehouse employees can use this report to collect the items that need to be shipped from the warehouse. 3. Click the Open Shipments link. 4. Select the order to be shipped click Create Shipment. Copyright Basware Corporation. All rights reserved.. 24

25 5. Fill out the required optional fields: Select how the order is to be shipped in the Ship Via field. (Optional) Change the Ship from Warehouse to an appropriate warehouse. You may only change the warehouse to another warehouse that you have permission to access. The chosen warehouse must have all transfer order items stocked. If the Ship from Warehouse field is changed, the page refreshes to update the Warehouse Name, Current Stock, Ship Quantity. Enter the tracking number in the Tracking No. field (if applicable). Enter the freight charge in the Freight Charge field (if applicable). Check the checkbox in the Auto Receive field, if the shipment is to be auto received. Enter the address note (if applicable). Enter the shipment notes (if applicable). 6. If there are multiple condition codes assigned to the items being shipped, select the condition code that is to be shipped enter the quantity to be shipped. 7. Only one condition code per item can be included per shipment. If there are many condition codes for an item that need to be shipped, a separate shipment has to be created for each condition code. If the condition code for the item being shipped needs to be updated, select the appropriate condition code from the drop-down list in the Transfer Condition Code field. 8. If receiving ordering units are both displayed, the ship quantity needs to be entered for both fields. The ordering unit is displayed on top of the receiving unit. When entering the ordering unit, enter the total number of units that is being filled in conjunction with the ordering unit quantity. When entering the receiving unit, enter the total number of units that is being shipped. For example, if the transfer order is for 100 feet of pipe (ordering unit) the pipe in inventory is in 20 foot segments (receiving unit), then the user creating the shipment enters 100 for the ordering unit 5 for the receiving unit. Enter the quantity to be shipped in the Ship Qty. field. 9. Click Create Shipment. A confirmation message is displayed with links either to return to the Shipments list or to preview the packing slip. 10. Click the Preview Packing Slip link. 11. Print the packing slip to be sent with the shipment. Copyright Basware Corporation. All rights reserved.. 25

26 The items are marked as Shipped. The Shipped quantity can be viewed for any transfer order through the PO search results page, PO details page, or OR details page Ship Inventory/Asset Items on Transfer Orders Location: Inventory > Shipping > Open Shipments To ship inventory/asset items on a transfer order: 1. Select the order to be shipped. Many orders can be selected to create a consolidated pick report, if needed, by using the SHIFT or CTRL key. 2. Click Pick Report. Warehouse employees can use this report to collect the items that need to be shipped from the warehouse. 3. Click the Open Shipments link. 4. Select the order to be shipped. 5. Click Create Shipment. 6. Select how the order is to be shipped in the Ship Via field. 7. Enter the tracking number in the Tracking No. field (if applicable). 8. Enter the freight charge in the Freight Charge field (if applicable). 9. Check the checkbox in the Auto Receive field if the shipment is to be auto received. 10. Enter the address note (if applicable). 11. Enter the shipment notes (if applicable). 12. Click the Search icon in the Condition Code Ship Quantity field. 13. Select the assets that are to be shipped with this shipment by checking the checkbox that corresponds to the asset being shipped. 14. If searching for specific assets, the user can select the assets to be included on the shipment click Select. The selected assets are now displayed on the selected tab. 15. When all the assets have been selected added to the selected tab, go to the selected tab, click Done. If all the assets have been selected from the Search tab, click Done on the Search tab. The Select Asset page is closed the number of assets selected is displayed to the left of the Search icon. Copyright Basware Corporation. All rights reserved.. 26

27 16. If multiple condition codes are assigned to the assets selected an updated condition code is selected, all the assets are assigned to the selected updated condition code when the shipment is created. For example, Asset 1 has a condition code of 90%, Asset 2 has a condition code of 80%. If the transfer condition code selected is 70%, then Assets 1 2 have a condition code of 70% when the shipment is created. If multiple condition codes are assigned to the assets selected if one or more of those condition codes need to be updated, then separate shipment orders are to be created for each transfer condition code. For example, if Asset 1 Asset 2 have condition code 90% Asset 1 s transfer condition code needs to be changed to a condition code of 80%, then Asset 1 needs to be on a different shipment than Asset 2. If the condition code for the selected assets needs to be updated, select the appropriate condition code from the drop-down list in the Transfer Condition Code field. 17. Click Create Shipment. 18. Click Preview Packing Slip link. 19. Print the packing slip to be sent with the shipment. 4.2 Backorders Backorders are shipments that have been submitted against a warehouse that has insufficient stock. If the order cannot be fulfilled in its entirety, the order is placed on backorder. Keep this in mind for partial shipments. If an order can be half filled, it stills go into the backorder status. Be sure to review the backorder shipments frequently. Once items have been received into the warehouse to fulfill the order, the backorder shipment is transferred into open shipments. The user can process partial orders from the Backorder page in the same manner as open shipments. If the item ordered has an inventory/asset receiving unit, the item is ordered with its ordering unit there is at least a stock quantity of one of that item, the transfer order is placed in open shipments Ship Partial Items on Backorders Location: Inventory > Shipping > Backorders Copyright Basware Corporation. All rights reserved.. 27

28 To ship partial items on a backorder: 1. Select the order to be shipped click Create Shipment. 2. Select how the order is to be shipped in the Ship Via field. 3. Enter the tracking number in the Tracking No. field (if applicable). 4. Enter the freight charge in the Freight Charge field (if applicable). 5. Check the checkbox in the Auto Receive field if the shipment is to be auto received. 6. Enter the address note (if applicable). 7. Enter the shipment notes (if applicable). 8. See Ship Items on Transfer Orders for more information on how to enter information in the Ship Quantity field when ordering/receiving units or asset items are displayed track condition codes is enabled. Enter the quantity in stock to be shipped in the ship qty. field. 9. Click Create Shipment. A confirmation message is displayed with links either to return to the Shipments List or to Preview the Packing Slip. 10. Click the Preview Packing Slip link. 11. Print the packing slip to be sent with the shipment. This backorder stays in the backordered shipments list until the replenishment for this item is received or the user ends receiving on this order. 4.3 Previous Shipments Previous shipments allow the user to view all previous shipments in the system. This is primarily an investigative tool. This feature gives the appropriate manager the ability to see/print previous packing slips view some basic information about the actual order. Previous shipments have two statuses in transit received. Users are able to filter by these statuses. Also, if a previous shipment has the status of in transit, it can be edited Edit Previous Shipments Location: Inventory > Shipping > Previous Shipments Only shipments with the status in transit can be edited. To edit a previous shipment: Copyright Basware Corporation. All rights reserved.. 28

29 1. Select the shipmen to be edited, click Edit Shipment. 2. Edit the tracking number or the shipment note as needed. 3. Click Save. 4.4 Shipping Options This option allows the inventory manager to add, edit, delete, enable, disable specified shipping options such as USPS, UPS, Federal Express, Airborne, Internal Delivery, /or any other shipping option that the company might need to use. Requirements The following permission is required to manage shipping options: 27 - Manage Shipping Options When a user is given this permission, an additional link Shipping Options is available in the Shipping menu group as shown in the following figure. For further details on managing shipping options, refer to Other Data - Shipping Options in General Admin Guide. Copyright Basware Corporation. All rights reserved.. 29

30 5 Inventory Receiving The inventory receiving process is similar to receiving process in purchasing. The system enables the receiving process for transfer order or replenishment orders to be automated. It provides certain warehouse managers the flexibility to enable auto receiving on an order basis. 5.1 Auto Receive Transfer Orders The following permission is required to auto-receive transfer orders: 55 - Can Auto-Receive Inventory Shipments When a user/group is given this permission, the New Shipment Information page displays an additional Auto Receive field when this user or a user in the group is creating shipments as shown in the following figure. When checked, the particular transfer order is auto received. The status for the shipment is received. 5.2 Receive Transfer Orders Manually Location: Purchase Orders > Manage/Track > Purchase Orders At least one of the following permissions is required to manually receive a transfer order. 2 - Can Receive Items on Own Order Requests 33 - Can Receive Items for Selected Locations After the user creates transfer orders for Inventory items, the user needs to receive the items. When receiving is performed correctly, the inventory item quantities are adjusted during the receiving process. When the Asset module is enabled the Set Date in Service field is set to Yes for the receiving location, the system sets the receiving date as the date in service for the asset. The date in service determines when depreciation starts for an asset. To receive items on transfer orders manually: 1. The Receiving Reference document is pre-populated with the packing slip number. Select the order to be received, click Receive PO. 2. Enter the number of items received in the Received field or click Pre-Fill All to fill in the quantity received. 3. Click Process Items. The shipment status is changed from in transit to received. Copyright Basware Corporation. All rights reserved.. 30

31 5.3 Receive Replenishment Orders Location: Purchase Orders > Manage/Track > Purchase Orders To receive items on replenishment orders: 1. The Store in Warehouse field is pre-populated with the warehouse selected when creating the replenishment order. Select the order to be received, click Receive PO. 2. Enter the number of items received in the Received field. 3. Enter the reference number in the Receiving Reference Document field. 4. Click Process Items. The purchase order is now fully received the inventory stock is adjusted for the received amount. The user can view the adjustment from the Inventory Details page. 5.4 Return Items on Fully Received Transfer Orders Location: Requisitions > Manage/Track > Requests. The transfer order must already have been received. The following permissions are required to return items to inventory: 73 - Can Return Internal Shipments 30 - Manage All Order Requests 8 - Manage Purchase Orders To return items on transfer orders that have been fully received: 1. Select the order for which items need to be returned, click Restart Receiving. The status of the request is changed to user opened. 2. If the Receiving Reference Document field is pre-populated with the packing slip number, CHANGE the returning reference document number to a different number. Select the order request whose status was changed click Return Items. 3. To return the line items, enter the number of items to be returned in the Return column for each line. 4. Select the warehouse the items were received into from the Store in Warehouse drop-down list. This is important, as it updates the inventory count with the returned items. 5. Click Process Returns. Copyright Basware Corporation. All rights reserved.. 31

32 5.5 Return Items on Partially Received Transfer Orders The following permissions are required to return items to inventory: 73 - Can Return Internal Shipments 30 - Manage All Order Requests 8 - Manage Purchase Orders To return items on transfer orders that have been partially received: 1. Once the shipment is partially received, from the Dashboard, click Purchase Orders on the menu bar. 2. Select click Purchase Order from the Manage/Track menu group. 3. If the Receiving Reference Document field is pre-populated with the packing slip number, CHANGE the returning reference document number to a different number. Select the order for which items need to be returned, click Return PO. 4. To return the line items, enter the number of items to be returned in the Return column for each line item. 5. Select the warehouse the items were received into from the Store in Warehouse drop-down list. This is important, as it updates the inventory count with the returned items. 6. Click Process Returns. Copyright Basware Corporation. All rights reserved.. 32