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 Back to Inventory Management Main Managment Main Page 

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Learn to work with Warehouse TransactionsWarehouses

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Table of Contents

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Navigating

to Warehouse Transactions

to Warehouses

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FOUNDATION FOUNDATION > INVENTORY MANAGEMENT > MANAGE WAREHOUSE TRANSACTIONSWAREHOUSES

Using Warehouse Transactions

Using Warehouses

Warehouse Transactions are used to move stock from or to Warehouses. The following Warehouse Transaction Types are available:

  • Stock In: Used to add stock to a specific Warehouse
  • Stock Out: Used to remove stock from a specific Warehouse
  • Stock Movement: Used to move stock between Warehouses
Note

Warehouse Transactions have a dedicated Data Entry page, but can also be triggered via the Warehouse Data Entry page.

Navigate to Warehouse Transactions and

A Warehouse is a storage place for Physical Goods. In CRM.COM Physical Goods (Traceable and Non-Traceable) reside in company Warehouses from where they can be accessed and moved to customers or between Warehouses. 

  • Navigate to Warehouses and explore existing entries via the Summary page. 
  • Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Warehouse Transaction, modify (EDIT) or DELETE an existing one. 
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to Warehouse Transactionsthe Warehouses. 
  • Click on ACTIONS to discover other possibilities available for Warehouse Transactions.Warehouses.
  • Click on the Audit Log button to view a log of changes performed on displayed Warehouses.

 

View the Attributes Table below for a comprehensive description of the Warehouse Transactions fieldsWarehouses fields.  Check the Validations & Restrictions Table for a list of available Actions when working with Warehouse Transactions including Warehouses including each Action's related validations, restrictions and a description of its system processrelated validations and restrictions.

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Validations & Restrictions

Mandatory Fields  must Warehouse Transactions
  • Physical Goods exist in the Warehouse.
    • Mandatory Fields   Warehouse Transactions exist "From" Warehouse.
    Delete cannot be deleted.According to the Warehouse Transaction Type, the respective Type's Actions provided in System Processing are executed.
    ActionValidationsRestrictionsSystem Processing
    Stock In
    • Mandatory Fields must be defined.

    On saving the Stock In Warehouse Transaction as 'Posted':

    1. Physical Goods are moved into the Warehouse.

    2. The Warehouse Stock Balance is increased based on the number of items that are specified in the Transaction Quantity.

    3. The Installed Item History is updated.

    Stock OutCreate
    • Name and Alternative Code are unique.
    • Each Group should only own one Warehouse of each Warehouse Type. 
    • Mandatory fields must be defined.
    • must be configured before
    • Warehouses are used.

    On saving the Stock Out Warehouse Transaction as 'Posted':

    1. Physical Goods are moved out of the Warehouse.

    2. The Warehouse Stock Balance is decreased based on the number of items that are specified in the Transaction Quantity.

    3. The Installed Item History is updated.

    		Stock Movement
    Edit
    • Name and Alternative Code are unique.
    • Each Group should only own one Warehouse of each Warehouse Type. 
    • Mandatory fields must be defined.
    • must be configured before
    • Warehouses are used.
    Delete
    • Warehouses can be deleted only if there are no Physical Goods
    • stocked in the

    On saving the Stock Movement Warehouse Transaction as 'Posted':

    1. Physical Goods are moved from one Warehouse to another.

    2. The "From Warehouse" Stock Balance is decreased based on the number of items that are specified in the Transaction Quantity.

    3. The "To Warehouse" Stock Balance is increased based on the number of items that are specified in the Transaction Quantity.

    4. The Installed Item History is updated.

    Edit
    • Mandatory Fields must be defined.
    • Life Cycle State is set to 'Draft'.
    • Not Applicable
    • Warehouse and no 'Draft' Warehouse Transactions related to the Warehouse are present.
    • Not Applicable
    Warehouse Transactions
    • Not Applicable
    		Post
    • Mandatory Fields must be defined.
    • Life Cycle State is set to 'Draft'.

    Stock In Stock Out & Stock Movement 

     

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    Attributes

    An * indicates a field is mandatory.

    Stock In Transactions

    An auto-generated number. Transaction which in this case is set to 'Stock In'Stock In Warehouse* Warehouse in which the stock will be moved to. TransactionA list of Physical Goods that will be moved in the Warehouse. The following information can be specified:
  • Product: The Physical Good to be added.

  • Serial Number: The Serial Number of the Traceable Physical Goods (as explained in Installed Items).

  • Alternative Code: The Alternative Code of Traceable Physical Goods (as explained in Installed Items).
  • Quantity: The quantity of the Physical Good.
  • Unit Cost Amount: The cost of each Physical Good.
  • Total Cost Amount: The total cost amount of the Physical Good, which is equal to Quantity multiplied by the Unit Cost Amount.
    • Components: The constituentProducts of Bundle Physical Goods.

    Name

    Description

    		Number

    Main Information
    Type*

    The Type of the Warehouse

    .

    Note

    The

    Life Cycle State

    The Life Cycle State of the Transaction which can be 'Draft' or 'Posted'.

    Note

    SAVED Warehouse Transactions are submitted as 'Posted' by default. If SAVE AS DRAFT is selected then the Life Cycle State is set to 'Draft'.

    The Warehouse Balance is not updated until the Transaction is posted.

    Batch NumberA reference number which is used to keep track of multiple Warehouse Transactions made for the same batch.
    SupplierThe Contact Information of the Supplier that provided the stock.

    combination of the Warehouse Type and Owned By Group must be unique.

    Name*The Name of the Warehouse.
    Alternative Code*An alternative code for the Warehouse.
    DescriptionA description of the Warehouse.
    Posted dateThe date on which the Transaction was posted. This date is mandatory.
    Items to Stock In
    Items*
    Note

    View the 'Adding Items to Stock In/Out/Move Warehouse Transactions' section for more information on how to add Physical Goods to a Transaction through the Data Entry page.

    Transaction TotalsTransaction TotalsAn aggregated quantity for each Physical Good which is calculated dynamically each time an Installed Item is added in the ITEMS TO STOCK IN section. The following information is displayed:
    1. Product
    2. Quantity 
    3. Unit Cost
    4. Total Cost
    Note

    If a Product Bundle is added then its constituent components are counted as separate Products. For example, if an Installation Kit Bundle Product is added, which is made up of 2 Modems and 1 Decoder, then the following will be available in the Transaction Totals:

    • 1 Installation Kit
    • 2 Modems
    • 1 Decoder
    Log InformationLog DetailsThe standard set of Log Details information available in all entities.

    Stock Out Transactions

    Name

    Description

    NumberAn auto-generated number.
    Main Information
    TypeThe type of the Warehouse Transaction which in this case is set to 'Stock Out'.
    Warehouse*The Warehouse from which the Stock will be moved out.
    Life Cycle State

    The Life Cycle State of the Transaction which can be 'Draft' or 'Posted'.

    Note

    SAVED Warehouse Transactions are submitted as 'Posted' by default. If SAVE AS DRAFT is selected then the Life Cycle State is set to 'Draft'.

    The Warehouse Balance isnotupdated,until the Transaction is Posted.

    Batch NumberA reference number which is entered to keep track of the Warehouse Transaction
    DescriptionA description of the Warehouse Transaction
    Posted dateThe date on which the Transaction was posted. This date is mandatory.
    Items to Stock out
    Items*

    A list of Physical Goods that will be moved out of the Warehouse. The following information can be specified:

    • Product: The Physical Good to be added.

    • Serial Number: The Serial Number of Traceable Physical Goods (as explained in Installed Items).

    • Quantity: The quantity of the Physical Good.

    Note

    View the 'Adding Items to Stock In/Out/Move Warehouse Transactions' section for more information on how to add Physical Goods to a Transaction through the Data Entry page.

    Transaction Totals
    Transaction Totals

    An aggregated quantity for each Physical Good which is calculated dynamically each time an Installed Item is added in the ITEMS TO STOCK OUT section. The following information is displayed:

    1. Product
    2. Quantity 
    Note

    If a Product Bundle is added then its constituent components are counted as separate Products. For example, if an Installation Kit Bundle Product is added, which is made up of 2 Modems and 1 Decoder, then the following will be available in the Transaction Totals:

    • 1 Installation Kit
    • 2 Modems
    • 1 Decoder
    Log Information 
    Log DetailsThe standard set of Log Details information available in all entities.

    Stock Movement Transactions

    Log Information 

    Name

    Description

    NumberAn auto-generated number.
    Main Information
    Type The Type of the Warehouse Transaction which in this case is set to 'Stock Movement'.
    From Warehouse* The Warehouse from which the stock will be moved.
    To Warehouse*The Warehouse in which the stock will be moved.
    Life Cycle State

    The Life Cycle State of the Transaction which can be 'Draft' or 'Posted'.

    Note

    SAVED Warehouse Transactions are submitted as 'Posted' by default. If SAVE AS DRAFT is selected then the Life Cycle State is set to 'Draft'.

    The Warehouse Balance is not updated until the Transaction is posted.

    Batch NumberA reference number which is entered to keep track of the Warehouse Transaction.
    DescriptionA description of the Warehouse Transaction.
    Posted dateThe date on which the Transaction was posted. This date is mandatory.
    Items to Move
    Items*A list of Physical Goods that will be moved out of the "From" Warehouse and into the "To Warehouse". The following information can be specified:
    • Product: The Physical Good to be added.

    • Serial Number: The Serial Number of Traceable Physical Goods (as explained in Installed Items).

    • Quantity: The quantity of the Physical Good.
    Note

    View 'Adding Items to Stock In/Out/Move Warehouse Transactions' section for more information on how to add Physical Goods to a Transaction through the Data Entry page.

    Transaction Totals 
    Transaction Totals

    An aggregated quantity for each Physical Good which is calculated dynamically each time an Installed Item is added in the ITEMS TO MOVE section. The following information is displayed:

    1. Product
    2. Quantity 
    Note

    If a Product Bundle is added then its constituent components are counted as separate Products. For example, if an Installation Kit Bundle Product is added, which is made up of 2 Modems and 1 Decoder, then the following will be available in the Transaction Totals:

    • 1 Installation Kit
    • 2 Modems
    • 1 Decoder
    Owned By Group*

    The Group that owns the Warehouse which automatically defaults to the Group of the signed-in User or is automatically set based on the geographical area of the Contact as defined in Groups. Select a different Group if required.
    Only users that have access to the specific Group will be able to view and use the Products of the Warehouse.

    Note

    The combination of the Warehouse Type and Owned By Group must be unique.

    Privacy Level*The Privacy Level of the Warehouse, which is always Read-only and can be changed through a dedicated action, or is automatically set by the Privacy Level Assignment Rules (PLAR).
    Balances
    Stock Balance

    The running Stock Balance of Physical Goods which are kept in the specific Warehouse. Stock Balance is calculated dynamically based on Warehouse Transactions using the following logic:
    Stock Balance = number of Items added to a Stock In Transaction + number of Items added through a Stock Movement Transaction (using the specific Warehouse as the "To" Warehouse) - number of Items removed by a Stock Out Transaction - number of Items removed by a Stock Movement Transaction (using the specific Warehouse as the "From" Warehouse) 

    • Click on the Product Name to view more Product information, such as its composition, characteristics and validity.
    • Click on the quantity number to view all the Warehouse Transactions that resulted in this Balance.
    • Click on the "Included In Bundles" number to view the stock of this Product across each Bundle.
       
    Note

    Available only once the Warehouse is created.

    Log Information
    Log DetailsThe standard set of Log Details information available in all entities. 

     

    Additional Actions for

    Warehouse Transactions

    Post Transaction

    If the Life Cycle State of a Warehouse Transaction is set to 'Draft' then the items included in the Transactions are not taken into consideration when calculating the Stock Balance. 
    Draft Transactions are created when 'Save As Draft' is used to save Warehouse Transactions. Follow the steps below to Post Draft Transactions:

    1. Navigate to Warehouse Transactions.
    2. Search for the Transaction you wish to Post and click on its Number to go to the Data Entry page.
    3. From the Actions Menu click on ACTIONS > POST.
    Anchoradd_actionsadd_actionsAdding Items to Stock In/Out/Move Warehouse Transactions

    When creating Warehouse Transactions, Products are either added, removed or moved from a Warehouse, according to the Type of Warehouse Transaction. There are three different ways to add the items to the Transaction. Follow the steps below the Action depending on the required result.

    Adding Single Installed Item (Traceable)

    Note

    In order to add items for 'Stock In' Warehouse Transactions using the 'Add Installed Items' Action, it is required that the Installed Item has already been created in the System (using Managing Installed Items) and that no Warehouse has been defined. 

     

    1. Go to the Add Single Installed Item search box.

    2. Either run a quick search or open the search modal and search for the item to be moved.

    Adding Physical Goods (Non-Traceable) 

    1. Go to Add Physical Goods section.

      1. Product Type: Select the Product Type from the drop-down list.
      2. Product: Select the Product from the drop-down list.
      3. Quantity: provide the number of Non-Traceable items to be removed from the Warehouse.

    Adding Multiple Installed Items (Traceable)

    Note

    In order to add items for 'Stock In' Warehouse Transactions using the 'Add Installed Items' Action, it is required that the Installed Item has already been created in the System (using Managing Installed Items) and that no Warehouse has been defined. 

    1. Click on Multiple Installed Items.

    2. Search for existing Installed Items using Serial Numbers.

      1. Select the Installed Items you wish to include by checking the checkbox next to the Installed Item.
      2. Click on Select.
        All the selected items are added.

    Adding Bundle Physical Goods to Warehouse Transactions

    Bundle Physical Goods are Goods made up from multiple components. When adding a Bundle Physical Good to a Warehouse Transaction additional information related to the Components is required.
    Bundle Components can either be Traceable or Non-Traceable Physical Goods.

    Once the Physical Goods are added in the Items list (as explained above) follow the steps below:

    Click on COMPONENTS to view and/or set information regarding the Bundle's components where applicable. The following information is available:
  • Product: the Component Product
  • Serial Number: the Serial Number of the Traceable Component
  • Alternative Code: Alternative Code of the Traceable Component
    If no Alternative Code is set, then the Serial Number is used. 
  • Quantity
    If the Component is Non-Traceable, the Quantity is set as defined in the Bundle Settings of the Product. If it is Traceable, the quantity is always set to one.
  • Unit Cost Amount
    • Total Cost Amount.
    NoteSerial Number and Alternative Code are editable only for Stock In Warehouse Transactions.

    Warehouses

    Using the Warehouse Transactions in the Warehouses module you can add or remove Products from and to Warehouses, or move items between Warehouses. For more information on using Transactions, view the respective manual.
     Warehouse Transaction ActionsImage Modified

    Note

    View Understanding Inventory Management for business examples related to Warehouse TransactionsUsing Warehouses.

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