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Inventory Pro

Trace: Warehouses

Warehouses

Warehouses

Warehouses can be used in a variety of ways in IPOL. They are used by many clients to denote physical locations such as a building or facility. Some clients also setup each individual service truck they have as its own warehouse to manage tools and supplies. You could also setup multiple warehouses for a single building to denote different sections of stock that are not to be mixed.

Warehouse List

Inventory → Inventory → Warehouses

Inventory Pro Online allows you to have as many virtual warehouses in one system as you need. The multiple warehouse features can be used for keeping multiple inventories separate within a single physical building. We have systems with over 600 warehouses in use.

Warehouse Definition

Inventory → Inventory → Warehouses → “Add New Warehouse” Button

Inventory → Inventory → Warehouses → Pencil Icon in Edit Column

To add a warehouse or edit an existing warehouse:

  1. Click on Inventory and then on Warehouses.
  2. Click on the “Add New Warehouse” button to add a new warehouse or click on the pencil icon next to an existing warehouse to edit it.
  3. Enter all of the applicable information about the warehouse on this screen.
  4. Make sure that the checkbox in the Is a Warehouse field is checked.
  5. Click on the “Save” button.

Warehouse Locations

Inventory → Inventory → Locations → “Create Location” Button

Inventory → Inventory → Locations → Pencil Icon in Edit Column → “Add” Button

Once you have added the warehouse name to your system, your next step is to add the locations within the warehouse. These are your storerooms, shelves, bins, and bays. When you receive in, you will receive into a warehouse and a location within that warehouse. Each warehouse is required to have a default location of DOCK. Please enter this location for each warehouse in addition to your warehouse locations. You can have locations of the same name exist in two or more warehouses; however, you will have to enter the location for each warehouse and assign it to that warehouse. To add a new warehouse location:

  1. Click on Inventory and then on Locations.
  2. Click on the “Add Location” button to add a new location or click on the pencil icon next to an existing location to edit it.
  3. Enter the information about the location—a location ID, a description if needed (it is optional), the warehouse name, and any other applicable information. Only check the checkbox in the Hold field if you want the items to not show as inventory when in this location.
    • Hold locations show that the items are in stock for reporting purposes. When you view inventory, however, they will show up as items on hold, not as available inventory.
  4. Click on the “Save” button.
  5. Repeat as necessary until all of your locations are entered.

Location Definition

Inventory → Locations → Edit or Add New

Once you have added the warehouse name to your system, your next step is to add the locations within the warehouse. These are your storerooms, shelves, bins, and bays. When you receive in, you will receive into a warehouse and a location within that warehouse. Each warehouse is required to have a default location of DOCK. Please enter this location for each warehouse in addition to your warehouse locations. You can have locations of the same name exist in two or more warehouses; however, you will have to enter the location for each warehouse and assign it to that warehouse. To add a new warehouse location:

  1. Click on Inventory and then on Locations.
  2. Click on the “Add New Location” button to add a new location or click on the pencil icon next to an existing location to edit it.
  3. Enter the information about the location—a location ID, a description if needed (it is optional), the warehouse name, and any other applicable information. Only check the checkbox in the Hold field if you want the items to not show as inventory when in this location.
  4. Hold locations show that the items are in stock for reporting purposes. When you view inventory, however, they will show up as items on hold, not as available inventory.
  5. Click on the “Save” button.
  6. Repeat as necessary until all of your locations are entered.

Location Labels

Inventory → Management → Location Labels

Location labels combine the scanning and location features of Inventory Pro Online into one powerful tool for managing internal warehouse transportation. With it you can print out labels that indicate locations where items are to be moved to and from. To use it:

  1. Click on Inventory and then on Location Labels.
  2. Select your warehouse using the dropdown menu in the warehouse field at the top of the screen.
  3. Select the locations to and from which you intend to move your item(s).
  4. If you plan on using an Avery 8463-type printer, do not check the box. If you plan on using a printer similar to a 4×1 Zebra S4M PrinterTD, click on the box. (If you are unsure of which to use, clicking on the “Submit” button will show what how the labels will appear and on that screen you can determine whether or not a given format will work for your printer.)
  5. Click on the “Submit” button to bring up a printable file with your barcodes.

Additional Warehouse Features

Restricting Inventory Items to Warehouses

Inventory → Inventory → Inventory Overview → Click any item in “Item ID” column

Each item can be restricted to be stored only in certain warehouses or allowed in any warehouse. For example, you might have an item called ABC that only ever gets received into and shipped out of warehouse #2. You could then select warehouse #2 as the only warehouse in which the item can be stored. This will prevent inventory from being received by error into the wrong facility. Note that when you add a new item to the item master list, it will default to being available for all warehouses. If you need to restrict an item to a specific warehouse, you will need to go back and restrict it manually. When an item is restricted to a warehouse it will not show up on any of the record lookups done in that warehouse. It will also not show up in the Item Master List if it is filtered for a warehouse from which the item is restricted. To restrict your items to specific warehouses, follow the instructions below:

  1. Click on Inventory and then on Item Master List.
  2. Click on the item ID of the item which you would like to restrict to a specific warehouse.
  3. A pop-up window will show the available warehouse(s) with checkboxes as shown below. Place a check next to the warehouse(s) in which this item is permitted.
  4. Click on the “Save” button.
Warehouse Re-Order Points

Inventory → Inventory → Item Master List → Click Icon in “Re-Order Levels” Column

Warehouse Re-Order Points allow your warehouses to generate restocking orders as outlined under Move Stock and Purchase Orders. The re-order points allow for the setting of a variety of fields such as Fill To, Re-Order Level, Economic Order, and more. These fields are outlined under item definitions as well. The calculations look at the current stock levels versus the Re-Order Level, in what increments you would like the system to order (Economic Order), and the Fill To Level. For example, for a given item you might have 25 Items In Stock, a Re-Order Level of 50, an Economic Order of 10, and a Fill To Level of 100 as the settings. An order for 80 items would be generated. This is because your Economic Order is 10, so the system will generate orders in increments of 10. As well, the system will order over the Fill To Level and not under it to ensure enough stock is ordered. Keep this in mind when setting the Fill To Levels in your system. The orders can always be tweaked as needed during the restocking process

Location Labels

Inventory → Management → Location Labels

Location labels combine the scanning and location features of Inventory Pro Online into one powerful tool for managing internal warehouse transportation. With it, you can print out labels that indicate locations where items are to be moved to and from. To use it:

  1. Click on Inventory and then on Location Labels.
  2. Select your warehouse using the dropdown menu in the warehouse field at the top of the screen.
  3. Select the locations to and from which you intend to move your item(s).
  4. If you plan on using an Avery 8463-type printer, do not check the box. If you plan on using a printer similar to a 4×1 Zebra S4M PrinterTD, click on the box. (If you are unsure of which to use, clicking on the “Submit” button will show how the labels will appear, and on that screen, you can determine whether or not a given format will work for your printer.)
  5. Click on the “Submit” button to bring up a printable file with your barcodes.
Barcode Catalog

Inventory → Management → Barcode Catalog

Like location labels, the barcode catalog is an easy way to view and print barcodes. Note that unlike location labels, which can be formatted for multiple types of printers, the barcode catalog is formatted only for Avery 5260 and other similar printers. To use the barcode catalog,

  1. Click on Inventory and then on Barcode Catalog.
  2. Select the category of barcodes that you wish to print using the dropdown menu in the Select Category field. If you wish to print barcodes for all items, choose All Categories in the dropdown menu in the Select “Category” field.
  3. Click on the “Submit” button to generate a .pdf of the barcode catalog. You can save or print this file as you would any other .pdf file.

Reorder Levels

Warehouse Re-Order Levels allow your warehouses to generate restocking orders as outlined under Move Stock and Purchase Orders. The re-order points allow for the setting of a variety of fields such as Fill To, Re-Order Level, Economic Order, and more. These fields are outlined under item definitions as well. The calculations look at the current stock levels versus the Re-Order Level, in what increments you would like the system to order (Economic Order), and the Fill To Level.

For example, for a given item you might have 25 Items In Stock, a Re-Order Level of 50, an Economic Order of 10, and a Fill To Level of 100 as the settings. An order for 80 items would be generated. This is because your Economic Order is 10, so the system will generate orders in increments of 10. As well, the system will order over the Fill To Level and not under it to ensure enough stock is ordered. Keep this in mind when setting the Fill To Levels in your system. The orders can always be tweaked as needed during the restocking process.