Automatic Inventory Transfer

 

The Automatic Inventory Transfer is found on the Inventory Data Entry menu, 1-7.  Items can have a defined minimum and maximum inventory count for each warehouse.  When an item’s on hand quantity is equal to or less than the defined minimum, the warehouse needs to be stocked up to the defined maximum.  Stocking is also necessary when the on hand quantity is negative.  A transfer or receipt or adjustment is necessary.  The purpose of the Automatic Inventory Transfer program is to make the transfer from one warehouse to the warehouse that needs to be restocked.  The actual on hand amount is automatically adjusted in the from and to warehouses.  This replaces the need to use the Inventory Transfer program to restock warehouses.

The program was originally designed to stock the technicians’ car stocks from the main warehouse.  However, any warehouse from 1 to 9999 can be stocked, such as a branch warehouse.  An input of a specific or range or all warehouses to be stocked is  available.  The from warehouse is input.  The program transfers the quantity that is necessary to stock the item up to the defined maximum inventory count.  The existing on hand amounts in the to and from warehouses are factored in to the transferred amounts.  On order, back order, and allocated are not factored in.

There is an option to only include items that have reached the reorder point.  Items that  have an on hand amount that is less than or equal to the defined minimum and are stock items are included.  Items that have a quantity less than 1 and are stock items are also included regardless of the defined minimum and maximum.  If the quantity on hand is greater than 0 and the item is a non-stock item, it is also included when the quantity on hand is equal to or less than the minimum.  Note:  Normally there would not be a defined min and max on non-stock items.  Dead stock items are not ever included.

 

There is also an option to include all items in the transfer to warehouse.  When this option is activated, the items that need to be reordered as defined above are included.  Also included are stocked items with a quantity greater than, less than, or equal to 1 and the item is not a non-stock item.  If the quantity is greater than 0 and is a non-stock item, it is also included.  This is regardless if they have a defined minimum or maximum amount or need to be restocked.  Items that are marked as dead stock in the transfer to warehouse are never included.  The only items that are not printed are non-stock items in that warehouse with a quantity less than zero.

Automatic Inventory Transfer  (Cont’d)

 

 

Introduction  (Cont’d)

 

At a customers request all items in the to warehouse that have an item description that begins with the letters REFER are never included for a transfer or on the report.  This was a way the item was marked as dead stock by changing the description to refer and than the new item number.

 

All of the included items are printed.  The amount that needs to be transferred and the amount that is actually transferred is printed.  Any difference between these amounts is printed as a back ordered amount.  The bin locations from the to and from warehouses are printed.

 

There are two sort options available for the report to be printed.  One is in warehouse number order followed by item number.  The second sort is the warehouse number, bin location of the item in the from warehouse, and than item number.  With the second sort any items that have a defined substitute item and are back ordered include the substitute item.

 

The Technician Restocking Report is the same as the Automatic Inventory Transfer program with the exception that no transfer is made.  If a hard copy is desired prior to running the auto transfer, print the Technician Restocking Report found in Inventory 4-2-4.

Automatic Inventory Transfer  (Cont’d)

 

 

Enter Data

 

The printer choice screen appears to allow selection of the print mode.  During the input a / slash to cancel or an up arrow ^ to go back one space is allowed.

Enter Beginning Technician-Warehouse Number, Or A'll, Or C'ancel

 

 

Enter a C to exit the program.  Enter a beginning or specific warehouse number that the on hand quantity is to be transferred to.  These are the warehouses that are being restocked.  Enter an A for all warehouses.  Note:  When entering all warehouses, all warehouses found in the Warehouse File other than the from warehouse are included.  When entering all or a range be aware that the warehouses are stocked in the order of smallest to largest warehouse number.  When the last warehouses are reached, the from warehouse may be out of stock of specific items.  (1-9999 or C)

 

Enter Ending Technician-Warehouse Number

 

The cursor stops at this prompt if a specific or range of warehouses was entered.  Whatever was input as the beginning warehouse displays as the default ending warehouse.  A carriage return accepts the default.  This can be overridden, if desired.  If an ending warehouse number is input that is less than the beginning, the prompt Beginning Technician-Warehouse Is Greater Than Ending Technician-Warehouse appears.  The cursor returns for reinput.  Only warehouses are included that have a warehouse within the designated warehouse range.  The from warehouse is not included.  (1-9999)

Automatic Inventory Transfer  (Cont’d)

 

 

Enter Data  (Cont’d)

 

Enter Warehouse From Which Items Will Be Transferred

 

Enter the warehouse number from which the on hand quantity is transferred.  The on hand is reduced in this warehouse.  This is usually warehouse 1 or the main warehouse for the branch or the main parts warehouse.  Entering an invalid warehouse produces the prompt, Invalid Warehouse.  The cursor returns for reinput.  (1-9999)

 

Do You Want Only Items That Have Hit R'eorder Point Or A'll Items?

 

Enter R to only transfer and print items that have reached the reorder point in the transfer to warehouse.  These are items that the on hand quantity is less than or equal to the defined minimum or the on hand quantity is negative and the item is not a non-stock item.  If the quantity on hand is greater than 0 and the item is a non-stock item, these are also included when the quantity on hand is equal to or less than the minimum.  Enter an A to only transfer and print items that have reached the reorder point as defined above.  Also included are items that have a quantity less than or greater than zero and are a stock item and items that have a quantity greater than zero but are non-stock items.  This is regardless if the minimum has been reached.

 

Sort Report By W'arehouse Or The From Warehouse B'in Location

 

The items can be printed with two sort options.  Both sorts print each warehouse separate if more than one warehouse is being stocked.  Enter a W to print the items in the transfer to warehouse number order followed by item number.  Enter a B to print the items in the transfer to warehouse number order, the bin location of the item in the from warehouse, followed by item number.

 

 

Automatic Inventory Transfer  (Cont’d)

 

 

Report Results

 

The following is printed on the report for the included warehouses and items.

TECHNICIAN/WAREHOUSE:  The warehouse number that the items are being transferred to.  This is the transfer to warehouse.

DESCRIPTION:  The complete warehouse description from the Warehouse File.

 

ITEM NUMBER   DESCRIPTION  The complete item number and description.

 

BIN  The bin location of the from warehouse.  This is the bin location of the warehouse from which the quantity is being transferred.

 

MODEL  The model number from the Item File field 48 in Item File Maintenance.

 

ORD. QTY  This is the quantity that needs to be transferred.  This brings the on hand quantity up to the maximum or zero if the quantity was negative and there is no defined minimum and maximum.  When printing for reorder point only, there should always be a number.  When printing for All items some may be zero.  The calculation factors in the current on hand in the to warehouse.  On order, back ordered, and allocated are not factored in.

 

SHIPPED  This is the actual amount that is transferred.  The transfer of this amount has been made from the from warehouse to the to warehouse.  The from warehouse has had the quantity on hand reduced by this amount.  The to warehouse has had the quantity on hand added to by this amount.  The current on hand in the from warehouse is factored in.  The program does not transfer more than the from warehouse has.

 

B.O.  This is a back ordered amount.  This is the difference between the quantity needed to be transferred (ORD. QTY)  and what was actually transferred (SHIPPED).  If there is not enough in the from warehouse, there is a back ordered amount.  This is informational only, no updating of a back ordered amount occurs in the Item or Item Warehouse File.

 

CAR BIN  The bin location of the to warehouse.  This is the bin location of the warehouse to which the quantity is being transferred.

 

NOT IN WAREHOUSE  This prints if an item is found in the transfer to warehouse but is not a valid item in the transfer from warehouse.  No Item Warehouse record is found for the from warehouse but is found in the transfer to warehouse.

Automatic Inventory Transfer  (Cont’d)

 

 

Report Results  (Cont’d)

 

SUBSTITUTE ITEM:  When the bin sort is selected and an item has an amount back ordered, the substitute item stored in the Item File prints.  This does not appear on the warehouse sort when an item has a back ordered quantity.

 

Following is a sample report.  This is using the all option and the warehouse sort.  The quantities are transferred to warehouse 125 from warehouse 9999.

 

 

Item 111-222-333-44-555 has a minimum of 5 and a maximum of 10.  Prior to the transfer, the on hand in warehouse 125 was zero.  Thus, 10 is needed and prints in the ORD.QTY column.  However, the transfer from warehouse only had 9 so only 9 were transferred leaving 1 as a back order.  Thus, 9 prints in the SHIPPED column and 1 in the B.O. column.

 

Item 111-222-3333 has a minimum of 5 and a maximum of 7.  Prior to the transfer, the on hand in warehouse 125 was -1.  Thus, 8 are needed to reach the maximum of 7.

 

Item 45-111-34-2222 has a minimum of 3 and a maximum of 4.  Prior to the transfer, the on hand in warehouse 125 was 0.  There are none on hand in warehouse 9999 thus all are back ordered.

 

Item Paper does not have a defined minimum and maximum in warehouse 125.  However, the current on hand quantity is 12 so the item is printed.  Note:  This item would not be printed when using the reorder option.  The message NOT IN WAREHOUSE prints because the item is not stocked in the transfer from warehouse 9999.

 

Item Part7 does not have a defined minimum and maximum in warehouse 125.  However, the current on hand quantity is -1.  The program ships enough to bring the quantity to zero.

Automatic Inventory Transfer  (Cont’d)

 

 

Additional Information

 

Updating Of Files

Item and Item Warehouse Files

 

The on hand amounts are added to in the to warehouse and subtracted in the from warehouse by the quantity shipped.

 

Inventory Stocking Files

 

This is the Imwactd File.  This file is used by the Stock Activity Inventory Report.  The report prints what transactions have been made in Automatic Inventory Transfer.  Included on the report for items transferred through Automatic Inventory Transfer is the to and from warehouse, item number and description, quantity shipped, document number is AUTO TRANS, transaction date (date entered at menu prompt when entering the program), and the operator’s initials entered at the menu prompt.