Warehouse Zone on Item Record - Warehouse Inventory

Warehouse Zone on Item Record - Warehouse Inventory


After creating an item record, you may need to move your item to a different location or may want to associate your item with a new location. You may also want to manually update inventory quantities for items. To do all of this, you must do that from the Warehouse zone on an item record. For more information on the warehouse zone of an item, including the different functionalities associated with the warehouse zone, please look below. To review the information on an item record please visit the article here .

Warehouse Zone Overview




Pictured above is an example of a warehouse zone for an item record. Depending on the number of locations associated with an item (and depending on your user permissions) you may or may not be able to view all of the items above. For more information on each item, jump to its number below.


1 - Group By Slider


Within the Warehouse zone of an item record, you have the ability to group item locations by warehouse. The default view in the Warehouse zone is to show item locations by it's final location. In the image below, for example, the Warehouse zone shows a line item per final location. The first line item location is Central Warehouse > Aisle 1B > Shelf 1 > Bin 1.  The second line item location is Central Warehouse > Aisle 1A. Even though the displayed item has 2 final locations in the Central Warehouse, each is shown as an individual line item with its own quantities. 


By using the "Group By" slider, you can group all final locations within one warehouse. When you turn on the "Group By" slider you see one line item per warehouse. All stock quantities are adjusted to show total stock per warehouse as well.



2 - Add Button


The "+ Add" button is used to associate a new location with your warehouse item. After clicking the "+ Add" button you will see the following popup.



To associate your item with a new storage location, you must enter a "Warehouse" and a "Location" within the warehouse you have selected to save your item. You also have the option to associate an account number with your new location. To learn more about account numbers you can view the article here . While you only need a "Warehouse" and "Location" to save your new location, you also have the option to enter minimum, maximum, and reorder quantities as well as an ABC Code. To learn more about these fields please view the  Adding Items to Your Warehouse   article.

3 - Show All Slider


The "Show All" slider in the Warehouse zone lets you view all locations that were once associated with the item but have been deactivated. When the "Show All" slider is on you can view locations that are no longer active for that specific item. In the image below, the Warehouse locations that are deactivated have a red "x" next to their names.



4 - Dropdown Arrow Features


After associating a location to a stock item record you have the option of editing the location, updating inventory, transferring item stock, creating a package, viewing package details, and viewing stock detail history. If the item has zero stock at a specific location, you will also have the option to deactivate that location. For more information on each option in the dropdown, please view the sections below.

A - Pencil "Edit" Icon

The pencil edit icon allows you to edit location information after it has been associated to an item. From the pop-up that appears you have the option of associating the item location to an account number, and you have the ability to update minimum/maximum/reorder quantities and ABC codes. Once a location is associated to an item, you cannot delete the location from the item record, instead you can deactivate the location (more on this in section G - Deactivate Option). You also cannot edit item inventory from the pencil edit icon, instead you have to select the "Update Inventory" option from the dropdown (more on this in section B - Update Inventory).


B - Update Inventory

One of the options available through the dropdown arrow is "Update Inventory". You can use the "Update Inventory" option if you want to manually update inventory quantities without creating a purchase order. When you select the "Update Inventory" option, you will see the popup pictured below. 


To update inventory quantities, you can follow the steps below. Before manually adjusting inventory, it's important to know what an item's "UOM Sale" is since when you manually update inventory quantities, you must do so in the format of the "UOM Sale". For example, if you buy an item from a vendor and receive that item in cases of 20, but you distribute the item individually, you must update your inventory as individual units not as cases. Currently, manual adjustments to inventory can only be entered into the system as values that are compatible with the item's "UOM Sale". For more information on an item's UOM Sale, please visit the  Item Record Overview  page.

Steps to Manually Update an Item's Inventory Quantities

  1. From the "Adjust Inventory" popup, enter a value for "Difference in Quantity (Each)". The system will only accept whole number values greater than 0. (For negative adjustments please see step 2).
    1. To get to the "Adjust Inventory" popup, first locate the item record and then scroll to the Warehouse zone.
    2. Locate the warehouse location with the stock quantity you would like to update and click on the down arrow button at the end of the line item.
    3. Click "Update Inventory" to see the popup.
  2. The system will automatically enter the fields for "Adjustment Type," "New Quantity", and "Adjusted Cost/Unit". To show a negative adjustment, change the adjustment type to "Negative Adjustment".
    1. Before saving, you have the option of attributing an account number to the adjustment in inventory. You also have the option of entering a comment. If you'd like you can also adjust the cost/unit of your received inventory. Adjusting the cost/unit on the "Adjust Inventory" popup page will not adjust the cost of the item overall. However, the adjusted cost will appear on the item record as the "Last Received Cost".
    2. ***Please note that if your item has "Collect Item Detail" selected, you will also be instructed to enter Serial Numbers before saving your new stock quantity. The popup will look like the image below:


  3. Click "Save" to save your new stock quantity.

C - Transfer Item



If you would like to transfer item stock from one warehouse location to another, you can do so from the Warehouse zone of an item record. To see this option, you must have stock at that specific location, otherwise you will not see the option to transfer item quantities (you must also have the necessary permissions to see the option). Once you select the "Transfer Items" option, you will see the popup below.


Depending on where you would like to transfer an item to, you have the option of selecting a "Warehouse/Location" or an "Employee". 

Steps to Transfer Items to a Different Warehouse/Location

  1. From the Warehouse zone on an item record, locate the location that you would like to transfer items from and click the dropdown arrow. Select "Transfer Items".
    1. To get to the Warehouse zone on an item, first open the item record. You can do this by searching for the item in the Warehouse Inventory module.
  2. On the popup that appears, select the "Transfer Warehouse" that you would like to transfer items to.
  3. Select the "Location" that you would like to transfer items to. Before selecting a location, your "Transfer Warehouse" field must be filled in.
  4. Enter your transfer quantity. When transferring items from one location to another location, you must enter quantities in "Each". In other words, your quantity entered must be compatible with your item's "UOM Sale".
  5. Click "Save" to save your transfer.
    1. ***Please note that if your transferred item has "Collect Item Detail" selected then you will be prompted to select specific serial/warehouse numbers to confirm your transfer.

    2.  

Steps to Transfer Items to an Employee

***If the item you are trying to transfer has the consumable flag on, you will not be able to transfer the item to an employee.

  1. From the Warehouse zone on an item record, locate the location that you would like to transfer items from and click the dropdown arrow. Select "Transfer Items".
    1. To get to the Warehouse zone on an item, first open the item record. You can do this by searching for the item in the Warehouse Inventory module.
  2. At the top of the popup, change the category selection to "Employee".
  3. Select an employee for the "Employee" field.
  4. Enter a transfer quantity. Make sure your transfer quantity is compatible with your item's "UOM Sale".
  5. Click "Save" to save your transfer.
    1. ***Please note that if your transferred item has "Collect Item Detail" selected then you will be prompted to select specific serial/warehouse numbers to confirm your transfer.

    2.  

D - Create Package

After adding stock to your warehouse, you have the ability to store item quantities as packages. When an item is stored as a package, the items that are part of the package cannot be removed from stock or transferred to another location until the package is broken. This can be helpful if there are items in your stock that you do not want to be moved out of stock or if you want to keep certain items in stock until you reorder them. When you select the "Create Package" option, you will see a popup that looks like the image below.


Depending on your autonumbering settings, your package number may or may not be editable. To create a package for an item, you must do that from the Warehouse Zone on the item record. Your item must also be in stock.

Creating a Package for an Item

  1. From the Warehouse zone on an item record, locate the location that you would like to create a package for and click the dropdown arrow. Select "Create Package".
    1. To get to the Warehouse zone on an item, first open the item record. You can do this by searching for the item in the Warehouse Inventory module.
  2. From the popup that appears, enter the number of packages you would like to create in the number field (please see image above if you need help locating the proper field).
  3. Click the "+" sign to add the packages.
    1. To remove a package you accidentally created, use the "-" icon.
  4. For each package you created, enter the number of items in each package.

  5. Click "Save" to save your packages.

E - View Package


If a location associated with an item has a package, you can view packages for that location by clicking on the "View Package" option. If there are no packages associated with that location, the popup will show no package information. If there are packages associated with that location, the popup will look like below.




From the "Packages" popup, you have the option to break a package. Breaking a package allows the item quantities associated with that package to be removed from stock. When items are a part of the package they are calculated as a part of your stock quantity but cannot be taken out of your inventory. To break a package, please follow the steps below.

Steps to Break a Package

  1. From the Warehouse zone on an item record, locate the location that you would like to create a package for and click the dropdown arrow. Select "View Package".
  2. Locate the package you would like to break on the list shown and select "Break Package". 
  3. You will see a popup asking you to confirm your decision. Click "Ok" to confirm. Make sure you select the correct package to break. Selecting the top-level package will break all packages housed within that package.



F - View Details


The "View Details" option for a warehouse location line item under an item's Warehouse zone, shows past positive adjustments to the item inventory at that particular location. For example, in the image below, you can see that stock items were transferred into the warehouse from a different location, stock quantities where manually adjusted, and stock was received through a purchase order.



By clicking on the "View Details" button for each line item, you can view the individual warehouse part numbers assigned to the items in your inventory. You can also edit received dates/costs for manual adjustments and adjustments completed through a purchase order.


G - Deactivate

The "Deactivate" option will only be visible for an item location that has zero stock. You can choose to deactivate a warehouse location for a particular item by clicking on the "Deactivate" option. However, you will not be able to view that option until your stock quantity at that location is zero. To deactivate a warehouse location, make sure you first transfer all your stock to a different location. Then, select the "Deactivate" option from the dropdown list next to that item location in the Warehouse zone of the item record. To view a location once it has been deactivated, you must turn the "Show All" slider on.


5 - Page Navigator

When an item is stored in more than 5 locations, you will see a page navigator at the bottom of the Warehouse zone. Select the side arrows to move forward and backwards. Select the side arrow with a vertical line next to it to jump to the last page or first page.

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