Stock Extra: Warehousing |
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Multi-Warehousing
Go to Stock >Extra > Warehousing
The Multi-Warehousing module allows you to manage and track stock across multiple warehouse locations. These warehouses can represent physical storage facilities, branches, salespeople, workshop stock, demo stock, or any other location where inventory is stored.
Each warehouse maintains its own stock quantities, allowing you to monitor stock levels and movements separately while managing all inventory within Smart-IT.
Why Use Multi-Warehousing?
Multi-warehousing helps you to:
•Monitor stock levels and movements across different locations.
•Allocate stock to individual salespeople or agents.
•Track demo, consignment, and workshop stock separately.
•Manage stock across multiple branches.
•Perform stock takes for individual warehouses.
Example 1: Managing Stock Carried by Salespeople
If salespeople carry stock with them, you can create a separate warehouse for each salesperson.
When stock is issued to a salesperson, transfer the relevant items from the main warehouse to that salesperson's warehouse.
This allows you to:
•See exactly which items and quantities each salesperson is carrying.
•Track stock movements in and out of each salesperson's warehouse.
•Perform a separate stock take for each salesperson.
Alternative: Using Bin Locations
Instead of creating a separate warehouse for each salesperson, you can allocate their stock to a specific bin location.
To view or count the stock assigned to a salesperson, go to Stock > Stock Take, create a new stock take, and specify the relevant bin location.
Example 2: Managing Reserved Stock for Job Cards
You can create a separate warehouse called Workshop Warehouse to manage stock reserved for Job Cards.
When stock is reserved for a Job Card, you can transfer the reserved items from the Main Warehouse to the Workshop Warehouse using a Warehouse Transfer Order.
This provides the following benefits:
•Keeps stock reserved for Job Cards separate from general stock.
•Allows workshop stock to be counted independently.
•Prevents workshop stock from being mixed with stock held in the main warehouse.
•Makes it easier to identify and verify stock allocated to workshop jobs.
Performing a Stock Take of Reserved Workshop Stock
To count reserved stock separately:
1. Create a Workshop Warehouse under Stock > Stock Extra > Warehouses.
2. Transfer the relevant reserved stock from the Main Warehouse to the Workshop Warehouse using a Warehouse Transfer Order.
3. Go to Stock > Stock Take.
4. Create a new Stock Take and select the Workshop Warehouse.
5. Perform the physical stock count.
The Stock Take will include the stock held in the Workshop Warehouse, allowing you to count reserved workshop stock separately from the stock in the Main Warehouse.
Setup Guide
Step 1: Create Warehouses
Go to Stock > Stock Extra > Warehouses
•A Master Warehouse is created by default
•Add additional warehouses as required.
Step 2: Transfer Stock
Go to Transfer Order Lookup
1. Click New Warehouse Transfer Order
2. Select the following warehouses:
- Sending Warehouse: The warehouse from which the stock will be transferred.
- Receiving Warehouse: The warehouse that will receive the stock.
- In Transit Warehouse: The temporary warehouse used to track stock while it is being transferred.
Step 3: Add and Send Stock
1. Add the stock items and quantities to the transfer order.
2. Review the transfer details.
3. Click Send to process the transfer.
The stock will be moved out of the sending warehouse and tracked through the transfer process.
Step 4: Receive Stock
At the receiving location:
1. Open the relevant transfer order.
2. Check the items and quantities received.
3. Click Receive to complete the transfer.
The stock will then be allocated to the receiving warehouse.
You can select a warehouse on the following forms:
Job Card, Invoice, Credit Note, GRN (Goods Received Note) and RTS (Retrn to Supplier). Each form includes a Warehouse column to specify the source of stock..
Automating Warehouse Selection
Smart-IT can automatically select the appropriate warehouse on Invoices and Job Cards based on the employee's branch or the customer's assigned warehouse.
Follow these steps to configure automatic warehouse selection:
1 Create Branches. Go to: Company > Add or Edit Branches.
2 Link Warehouses to a Branches.
3 Link Employees to Branches. Do this in the Main Employee Form.
4 Assign a Warehouse to Customers (Optional)
You can also assign a preferred warehouse to individual customers:
1. Open the Customer Main Form.
2. Go to the Financial Info tab.
3. Select the preferred Customer Warehouse.
Important:
If a customer has a Customer Warehouse assigned, this warehouse overrides the employee's default warehouse.
Once configured, Smart-IT automatically selects the warehouse linked to the employee's branch when creating Invoices and Job Cards, unless the customer has a specific Customer Warehouse assigned.
Other Useful Tips
•Stock Take: Select a specific warehouse to perform an independent stock take.
•Item Lookup: Right-click on a stock item to view its stock levels across the different warehouses.
•Stock Adjustment: Select the warehouse from which the stock adjustment must be made.
•Stock Detail : View stock movements between warehouses. In the Mod(ule) column, filter for STO
Tracking Warehouse Transfers in Stock Detail
To view warehouse transfer movements:
1. Open the Stock Detail form.
2. Locate the Module (MOD) column.
3. Apply a filter for STO.
