10.14. Warehouse Boxes

The Warehouse Boxes functionality can be used to better manage reserved and ordered stock. A box is used to block and replenish stock for a specific sales order. Based on the stock available in each box, you can generate replenishment orders, shipments and sales invoices. As a result the stock is blocked and excluded from the available stock so that the corresponding quantities cannot be affected by other processes that unload stock, except for the shipments generated from the source order. The functionality comes as an ad-don to the order to order replenishment method, by automatically allocating received quantities strictly to the sales orders based on which the purchase order was entered. By using this method, planned sales orders will have priority over direct sales.

Workflow:

• 1. Enter a sales order;

  2. Allocate a box to the sales order:

     • boxes can be allocated when operating sales orders or when generating replenishment receipts (see 4);

     • boxes can be defined in the Warehouse and Locators window, Warehouse Boxes tab or are generated automatically when operating the sales order;

     • if Warehouse Box Auto Alloc (Warehouse and Locators window) is checked, when completing the order, an empty box will be allocated (box not already allocated to an order). If no empty box is available, a new box will be generated;

  3. using the Generate PO form SO form, you can generate replenishment purchase orders based on sales orders;

     • the quantity not delivered and not stored into boxes will be replenished;

     • if no box is allocated, the entire quantity not shipped will be replenished;

  4. using the Generate Receipt form, you can generate receipts for replenishment orders and also send notifications to the corresponding sales order representative:

     • the received stock is automatically loaded into a box;

     • for boxes already allocated to the corresponding sales order, the receipt stock is loaded directly into that box;

     • if not, the box will be allocated when generating the receipt;

  5. the stock available in each box can be managed using the Move Product to Warehouse Box and Move Product from Warehouse Box processes:

     • the processes are available both on the box (Warehouse and Locators window, Warehouse Box tab) and the sales order (Sales Orders window, Warehouse Box section);

     • when using Move Product to Warehouse Box from the order, an empty box will be allocated to the order and if no empty box is available, a new one will be generated;

     • boxes cannot contain more stock then the corresponding order quantity not delivered or the available warehouse quantity;

  6. using the Generate Shipment and Invoice form, you can generate shipments and invoices from sales orders based on warehouse box stock.

Notes:

• • an order can only have one box allocated;

  • when processing the shipment, the box stock is automatically unloaded;

  • if an order is closed by document action, the box will become empty and reusable;

  • if an order is fully invoiced and shipped, the box will become empty and reusable;

  • if the Close Order Line process is used from an order line, the box stock will be emptied for the corresponding product;

Below are described in detail all the settings and processes used for warehouse boxes:

Warehouse Box Setup

In the Warehouse and Locators window, the following options are available:

• • Warehouse Box - indicates whether stock will be blocked by boxes;

    • if checked:

      • the stock can be blocked using warehouses boxes

      • shipments can only be generated based on the corresponding box stock or the stock not loaded into boxes;

    • if not checked, boxes can be defined but will not be taken into account when generating shipments;

  • Warehouse Box Auto Alloc - if checked, when preparing an order (including complete), a box will be allocated and loaded;

    • available box stock = stock on hand - box stock - in progress stock;

    • when voiding a shipment, stock is automatically loaded into the box;

    • auto-allocation algoritm: box qty = min(ordered qty, (on hand stock - box stock - in progress stock));

      • if ordered qty < box qty, the box qty will become equal to the ordered qty;

      • if ordered qty > box qty, the box qty will be loaded with the available box stock;

      • the box qty is recalculated each time an order is prepared (including complete);

Boxes can be defined using the Warehouse and Locators window, Warehouse Box tab. The following fields are available:

• Search Key, Name, Description

  • Allocated - checked if the box is allocated to a sales order;

  • Order - the sales order to which the box is allocated;

  • AWB - code used for courier integrations. Details in Courier Integration;

Action section:

• • Empty / Move Warehouse Box button - is used to completely empty a box, or to move the box stock to another box;

    • if a box is selected as parameter, the stock will be moved from the current box to the selected box;

    • if no box is selected as parameter, the box will be emptied;

  • Move Product to Warehouse Box - is used to move products from the warehouse to the box;

  • Move Product from Warehouse Box - is used to move products from the box back to the warehouse;

Move Product to Warehouse Box

Button available both on warehouse boxes and on sales orders. Can be used to move stock from the warehouse to the box:

• • Warehouse Box, Order - box and corresponding order;

  • Order Line, Quantity - after running the process, for the product from the order line, the quantity entered will be moved from the warehouse to the box;

Notes:

• • if the process is run from the box:

    • for an unallocated box, the order field will be empty;

    • the Order Line and Quantity parameters are mandatory;

    • you can adjust stock only if the box is allocated to a sales order;

  • if the process is run from the order:

    • for a sales order with no allocated box, the box field will be empty;

      • to allocate and empty box to the order, run the process without any parameters. If no empty box is available, a new box will be generated;

    • the Order Line and Quantity parameters are optional:

      • if Quantity is not entered, the maximum stock quantity available will loaded into the box, which is less than the order quantity not delivered and less than the available warehouse quantity;

      • if Order Line is not entered, the stock will be loaded into the box for all the products;

Move Product from Warehouse Box

Button available both on the box and on sales orders. Is used to unload box stock back to the warehouse:

• • Warehouse Box - the box for which the process is run;

  • Warehouse Box Line, Subtract Quantity - after running the process, for the product corresponding to the selected box line, the subtract quantity entered will be unloaded from the box;

Notes:

• • if the process is run from the box, the Order Line and Subtract Quantity parameters will be mandatory;

  • if the process is run from the order the Order Line and Subtract Quantity parameters will be optional:

    • if Order Line is not entered, the stock will be unloaded for all products;

    • if Subtract Quantity is not entered, the stock will be unloaded completely for each product;

    • if both parameters are not entered, the box will be emptied and the link between the order and the box deleted;

Generate Shipment and Invoice

The Generate Shipment and Invoice form is used to generate invoices and shipments from sales orders based on the corresponding warehouse box stock. Optionally, you can generate receipts, if the invoices were paid in advance:

• • select the box in the Warehouse Boxes section;

  • if the process is run from the sales order, only the allocated box will be available;

  • for each box, the following information is available:

    • Search Key - box search key

    • Order No, Business Partner, Promised Date, etc - corresponding sales order information;

    • Can be Delivered - is checked if the box quantity is greater than or equal to the quantity not delivered;

The Warehouse Box Details section will display the products inside the box. You can select one or more products to ship and invoice:

• • starting with v16.10 you can select products with negative quantities and services;

  • starting with v16.10 the To Invoice/Deliver column is available which will allow you to partially deliver selected products (excluding negative quantity products)

• • for each product the following information is available:

  • Product Key, Name

    • Ordered Qty, Shipped Qty, Invoiced Qty - quantity information taken from the corresponding order line;

    • Receipt Qty - quantity inside the box;

After selecting the products, the following actions are available:

• • Generate Invoice - generates and prints a sales invoice with selected products and for the quantity in the box (Receipt Qty);

    • Service type products available on the order will also be invoiced, but only if they have a Freight Category, even though they will not displayed on the form;

    • the invoice will be automatically "Completed";

  • Generate Shipment - generates and prints a shipment with the selected products and for the quantity in the box;

    • the shipment can only be generated after the invoice;

    • the shipment will be automatically "Completed";

  • Print Format - the print format used when printing the invoice or receipt. If not selected, the default print format will be used. Details in Print Formats;

  • Direct Print - the shipment and invoice will be printed directly from the printer without generating the preview PDF;

  • Print Receipt - option to print a cash receipt for the closed advance payment, with 0 amount;

    • to be printed, the order must be fully paid in advance;

    • the receipt will contain the subtracted advance charge the order lines;

  • Generate Transport Note, Cancel Transport Note, Delivery Type, Transport - Details in Courier Integration;

Generate PO from SO

The Generate PO from SO form can be used to generate replenishment purchase orders based on sales orders, and takes into account the box quantity (if available).

• • on the form, the following mandatory fields are available: Business Partner, Representative, Warehouse, Delivery Terms

    • Business Partner - only sales order lines that can be purchased from this vendor will be displayed (Product window, Purchasing tab);

    • Warehouse, Representative, Terms - will be entered on the generate purchase order (they are not filters);

  • Search button - depending on the values entered in the available search filters (Business Partner, Promised Date, Fast Delivery, etc) a list of sales order lines will be displayed:

• • for each line, the following information is available:

    • Order, Product, etc. - sales order information;

  • Ordered Qty, Shipped Qty, Box Qty

  • Process button - based on the lines selected on the form, a purchase order will be generated, with the following properties:

    • Vendor = vendor selected on the form

  • Qty = Ordered Qty - Box Qty - Shipped Qty;

    • Price List - default price list defined for the vendor (Business Partner window, Vendor tab);

    • Order Date = current date;

    • Representative - representative selected on the form;

    • Warehouse - warehouse selected on the form;

Note:

• • the form has been modified so that it will display the quantities already allocated to boxes, so that no purchase orders will be generated based on quantities that exist on stock and have already been allocated to a sales order.

  • a sales orders can be used to generate purchase orders once, even if the quantity on the purchase order is modified;

Generate Receipt

The Generate Receipt form can be used to generate receipts form purchase orders and to automatically load the receipt quantity in a box.

• • on the form you must enter the following mandatory parameters: Vendor, Warehouse, Movement Date;

  • Search button- depending on the search filters, a list of purchase order lines will be displayed on the form:

• • on each detail the following information is available:

    • Document No, Order Date, Order Qty, Receipt Qty, etc. - purchase order information;

    • Matched Qty - quantity that will be received.

      • by default, it will be equal to the order quantity not received;

      • can be edited directly on the form;

    • Warehouse Box - indicates the box where the receipt contents will be loaded;

      • the box allocated to the sales order will be displayed;

      • if no box has been allocated to the sales order, you may select box, which will be allocated when processing the form;

  • Process button - receipts will be generated based on the lines selected on the form, with the following properties:

    • Qty = Matched Qty;

    • Movement Date = date selected on the form;

  • Notify Sales Rep - option to send an email to the sales order representative, using the provided email template and the email server settings defined for the tenant;

    • the notification will also be sent to the representative supervisor, if defined in the Employee window, Work Place tab;

    • the email will contain sales order information: Customer name / Sales Order No / Order Date / Promised Date / Order Line / Product / Quantity

  • starting with v16.09, you can enter in stock (without allocating a box) purchase order lines that were entered manually, or were generated based on requisitions and have no corresponding sales order;

  • Document Action - document action applied to the generated receipts: <nothing> (Draft), Prepare, Complete;

    • quantities allocated to boxes will be updated only after completing the receipt.

Clear Warehouse Boxes For Expired Orders

The Clear Warehouse Boxes For Expired Orders process will empty warehouse boxes for all the sales orders, for which the selection filters apply, which have not been paid and for which no update has been made in the specified period (Expires In). The process can be run automatically using a Scheduler.

• • Warehouse, Document Type, Document Status - selection filters for sales orders

  • Expires in (hours) - number of hours between the current date and the last time the order was updated, which will be used to determine whether the orders should be emptied;