Managing Warehouse Transactions

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Last updated: Dec 29, 2016 by p_demou (Deactivated)
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Navigating to Warehouse Transactions

FOUNDATION > INVENTORY MANAGEMENT > MANAGE WAREHOUSE TRANSACTIONS

Using Warehouse Transactions

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

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

  • Navigate to Warehouse Transactions 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 Transactions. 
  • Click on ACTIONS to discover other possibilities available for Warehouse Transactions.

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

STOCK MOVEMENT WAREHOUSE TRANSACTION

Validations & Restrictions

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 Out
  • Mandatory Fields must be defined.

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
  • Mandatory Fields must be defined.

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
Delete
  • Not Applicable
  • Warehouse Transactions cannot be deleted.
  • Not Applicable
Post
  • Mandatory Fields must be defined.
  • Life Cycle State is set to 'Draft'.
  • According to the Warehouse Transaction Type, the respective Type's Actions provided in System Processing are executed.

 

Attributes

An * indicates a field is mandatory.

Stock In Transactions

Name

Description

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

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

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.
DescriptionA description of the Warehouse Transaction.
Posted dateThe date on which the Transaction was posted. This date is mandatory.
Items to Stock In
Items*A 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 constituent Products of Bundle Physical Goods.

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 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

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 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'.

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,untilthe 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.

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 

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

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'.

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.

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 

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.

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.

Adding 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)

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)

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:

  1. Click on COMPONENTS to view and/or set information regarding the Bundle's components where applicable. The following information is available:
    1. Product: the Component Product
    2. Serial Number: the Serial Number of the Traceable Component
    3. Alternative Code: Alternative Code of the Traceable Component
      If no Alternative Code is set, then the Serial Number is used. 
    4. 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.
    5. Unit Cost Amount
    6. Total Cost Amount.

Serial Number and Alternative Code are editable only for Stock In Warehouse Transactions.
Physical Good Components

View Understanding Inventory Management for business examples related to Warehouse Transactions.

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