.Warehouse v2.1.4.7

1 Basic Warehouse video
2 Adding a Warehouse
3 Accessing a Warehouse
4 Managing Warehouses
- 4.1 Set Threshold
- 4.2 Create New Equipment to a Warehouse
- 4.3 Initiate a Bulk Transfer between Warehouses
- 4.4 Set default re-order point
- 4.5 Create Purchase Order (PO)
- 4.6 Manage Purchase Order (PO) and Vendors
  - 4.6.1 Editing a Purchase Order
  - 4.6.2 Authorization
  - 4.6.3 Reporting by Vendor
  - 4.6.4 Reporting by Purchase Order
- 4.7 Create return order from a vendor
5 Warehouse Status
6 Deleting a Warehouse
7 Point In Time

The Inventory Warehouse serves as a one-stop shop for managing all of the Equipment in your organization in a precisely controlled manner. With the Warehouse feature, you can set up multiple Warehouses, see the Location of the Warehouse, what Equipment it houses, and even access a list of all the contacts associated with the facility or its Equipment. A Warehouse must be a physical Location but can be associated with a mobile unit, like a technical repair truck. This provides enormous flexibility for tracking of Equipment when storing or moving it between Locations.

Any Warehouse can have a number of actions associated with the inventory in the Warehouse. An easy way to manage these is through the Warehouse Actions .

Basic Warehouse video

Adding a Warehouse

This functionality is completed through the Locations section. This can be accessed by navigating to Main > Catalog > Locations.

Click the 'Add' button.
This opens the 'Add New Location' form.
Enter the 'Name' and 'Type' of the new Warehouse as well as any other information required by the User's organization.
Click the 'Warehouse' checkbox.
Click the 'Save New' button and close the form.

Note: Users must click the 'Warehouse' check box to flag the new Location as a Warehouse. Once flagged as a Warehouse, the new location appears on the Warehouse Grid. See Inventory > Warehouses. Existing Locations can also be made into a Warehouse in this manner.

Accessing a Warehouse

First, we need to navigate to the Warehouses grid.

Go to Main > Inventory > Warehouses. This will bring up the Warehouse grid. From here, a User can manage their Warehouses.

Double-click any Warehouse, and see its exact Location and type. This will bring up the Manage Warehouse form.

Here, Users find each piece of Equipment in Inventory that a Warehouse has associated with it

and all the Contacts associated with the Warehouse and its Equipment.

Managing Warehouses

Far more than a simple monitoring tool, the Inventory function also encourages users to interact with their Equipment. Users can order new Equipment to a Warehouse, initiate Bulk Transfers of Equipment between storage facilities, create and manage returns or Purchase Orders, select the Service Desk to handle those tasks, and even set default Reorder Points to ensure a fully-stocked Inventory across a large network of Locations. The following sections will assist in those tasks.

Set Threshold

This will set a reorder threshold for Equipment in the Warehouse. Dropping below the limit can trigger Escalations and Notifications . This number should be the minimum number of Inventory items on hand desired before ordering more is necessary.

Click the 'Add' button.
This will open the 'Set Inventory Specification' form.
Enter the 'Warehouse' from the picker that the Threshold should be set for.
Enter the 'Reorder Threshold'.

Create New Equipment to a Warehouse

This functionality assigns received equipment to a Warehouse.

Click the Bulk Add
button to add to the currently selected warehouse. This opens the "Warehouse Equipment Bulk Add" dialog.
The first option is to select the Catalog Part Number.
A new dialog opens with a list of all the records in the equipment catalog. Adding additional equipment should be handled through Catalog:Equipment .
Double click the Equipment to be added to the Warehouse. This will load the number, description, and unit amount into the catalog part number field.
Enter how many units the part comes in.
Note that this is separate from the quantity that can be ordered. Example: If a single roll of phone cable is 500 feet, you should enter 500 in the units field.
For now, leave the status unassigned and the condition new.
Select the quantity of the parts you are selecting. If you need 10 rolls of phone cable, that is the number you enter here.
Select the price per quantity of the part. If a single roll is $95.00, enter that here.
Click Save.

The dialog will load, and a tool tip saying "Data Saved Successfully" should appear. Close the dialog and view the part in the inventory of the warehouse.

To Bulk Add Equipment, please see Inventory:Managing Equipment in a Warehouse > Inventory Overview:Bulk Add

Initiate a Bulk Transfer between Warehouses

Double click the Warehouse from which you are moving the parts.
Single click the part that is to be moved in order to select it.
Click the Bulk Transfer button.
A "Bulk Transfer" dialog will open.
Enter the quantity of items to be transferred.
This is the number of individual units of the item. If we are looking to transfer 1000 feet of phone cable, this number should be 1000.
Click the Picker in the "Transfer To Location" field to select from a list of all Warehouses.
Single click to select a Warehouse
and click
or simply double click the Warehouse to select it as the transfer to location.
Click Transfer
The dialog will load, and a tool tip saying, "Data Saved Successfully" should appear. Close the dialog and note that the "On Hand" column will have updated by the amount of the transferred quantity.

Set default re-order point

With the Warehouse function, a User can set an automatic reorder threshold to notify the User when a part is in need of reordering.

Double click on a part listed in the inventory tab.
Enter an amount in the reorder threshold. This is the amount below which a reorder alert will trigger.
Click Save

Create Purchase Order (PO)

Select the Warehouse for which you need inventory ordered.
Click the Order button.
Select the Vendor from the Vendor drop-down.
If there is an invoice or order number, enter into the Vendor order field.
Enter the units that are to be ordered. This is the smallest number of units a User can order. Example: If a roll of phone cable comes in 500ft increments, the units would be 500.
Select the price per unit of the part.
Note: The price per quantity field will autocomplete based on the unit price.
Enter the ordered date. For this, you can type in the date or use the calendar selector.
Enter the quantity of items ordered. If you need 10 rolls of phone cable, that is the number you enter here.