Warehouse File Maintenance

The program is found on the Inventory File Maintenance 3-4, the Billing File Maintenance File Setup 3-1-9, and Purchase Order File Maintenance 3-6 menus.

 

In the Inventory, Purchase Order, and Billing modules, inventory status is tracked by warehouse.  Warehouses are created and assigned a number in the program Warehouse File Maintenance.  The description of the warehouse is also entered.  Shipping information for direct ship purchase orders can also be added.  Therefore, prior to adding items into the system, the Warehouse File must be entered.

 

The first warehouse that should be added is warehouse 1.  All systems must have a warehouse 1 created.  This is the main warehouse and all items added into the Item File are automatically assigned to be stocked in warehouse 1.  Other warehouses can be assigned a number from 2 to 9999.  These warehouses must also be added to the system through Warehouse File Maintenance.  Other warehouses include the branch warehouses and technician car stocks.  Warehouses are also created strictly for tracking and analysis purposes.  They are not actually a physical warehouse.  An example of this is a warehouse for custody, rental, and used machines.   When stocking items in warehouses other than warehouse 1, the items are assigned to the Item Warehouse File.

 

The warehouse numbers that are on the system can be printed out in the Billing module, 4-4-6, the Warehouse File Maintenance report.

 

 

 

Enter Data

 

Enter Procedure Type A’dd C’hange D’elete E’nd

 

Enter A to add a warehouse.  Enter C to change warehouse information.  Enter D to delete a warehouse.  Enter E to exit the program.

 

 

Adding Warehouses

Warehouse Code

 

A slash / to cancel returns the cursor to the Enter Procedure Type prompt.  Warehouse numbers can only be numbers 1 to 9999.  Enter the desired number.  As stated earlier, you must always add warehouse number 1.  The other warehouse numbers can be any you desire between 2 to 9999.

 

Many of the LMS customers when creating the warehouse number for their technician’s car stock assign the warehouse number to be the same as the technician number.  This works well for the entry of parts in service.  If a number is entered that has already been entered, the prompt Record Already On File appears.  The cursor returns to the Enter Procedure Type prompt.  (1-9999)

 

 

 

Enter Data  (Cont’d)

 

Adding Warehouses  (Cont’d)

 

1-Warehouse Description

 

Enter a descriptive name of the warehouse.  This should be used to properly identify the warehouse.  An up arrow ^ key goes back one space.  A slash / to cancel returns to the Enter Procedure Type prompt.  (24 Alphanumeric)

 

The following fields 2 through 10 are utilized in the Purchase Order module.  They are used to define shipping address and contact name information for an individual warehouse.  Within the Purchase Order module, this information appears as a default to the corresponding warehouse and is used for direct shipping purposes.  Entering a / slash to cancel at fields 2 through 10 cancels the add.  The cursor returns to the Enter Procedure Type prompt.  A ^ key to go back one space is allowed.  If the warehouse is not an actual physical warehouse or there is no specific shipping information, fields 2 through 10 can be left blank.

2-Ship To Name 

 

Enter the proper ship to address name.  For example, for the technicians’ warehouses, enter the technician’s name.  This is used to ship directly to the technician’s home.  (24 Alphanumeric)

 

3-Ship To Address 1

4-Ship To Address 2

5-Ship To Address 3

 

There are three lines to enter the ship to address for the warehouse.  Each line can consist of 25 alphanumeric characters.

 

6 Ship To City

 

Enter the name of the ship to city.  (17 Alphanumeric)

 

7 Ship To State

 

Enter the official two character state abbreviation.

 

 

 

Enter Data  (Cont’d)

 

Adding Warehouses  (Cont’d)

 

8 - Ship To Zip Code

 

Enter the correct zip code for shipping purposes.  (9 Digits)

 

9- Ship To Contact Person

 

Enter the contact person’s name at the ship to location.  (24 Alphanumeric)

 

10 - Ship To Phone

 

Enter the phone number at the ship to location.  (12 Alphanumeric)

 

11 - Branch

The branch number is used in the Purchase Order module.  This is used to define the default General Ledger inventory account numbers for the entry of purchase order Accounts Payable invoices.  For example, G/L account numbers used for branch 1 may be different from the inventory accounts used for branch 2.  The different G/L account numbers are defined in the Purchase Order/Accounts Payable Product Class Association File.  By linking the warehouse to the branch, the purchase order entry programs produces a default branch number based on the input of the warehouse.  The accepted branch number is then assigned to the purchase order header and line items.  The assigned branch number is then compared to the branch number stored in the Product Class Association File.  The proper default G/L account number is produced.

 

Enter the desired branch number.  A carriage return defaults to the main branch which is branch 1.  An up arrow ^ key goes back one space.  A slash / cancels the add.  Branch numbers can only be numbers 1 through 255.  Entering the number 0 or a number greater than 255 produces the prompt, Branch Number Must Be From 1 To 255 Only.  The cursor returns for reinput.  (1 - 255)

 

 

 

Enter Data  (Cont’d)

 

Changing Warehouses

Enter Procedure Type A’dd C’hange D’elete E’nd

 

Enter C to change warehouse information.  The cursor is at the Warehouse Code prompt.  Enter the number assigned to the warehouse that is being modified.  If a warehouse number is input that does not exist, the prompt Invalid Warehouse Number appears.  The cursor returns to the Enter Procedure Type prompt.  Once a valid warehouse is entered, the cursor is at the following prompt.

 

Fld #

 

 

The actual warehouse number cannot be changed.  Fields 1 through 11 can be selected for a change.  After inputting the field number the prompt New Data appears.  Enter the desired change.  A slash / at Fld or New Data cancels the change command and returns the cursor to the Enter Procedure Type prompt.  Any other changes made to the individual warehouse record prior to the slash command are not made.  An up arrow ^ key at New Data returns the cursor to the Fld prompt.  The operation of entering the data for each field is the same as described on an add.

 

 

 

Enter Data  (Cont’d)

 

Deleting Warehouses

Enter Procedure Type A’dd C’hange D’elete E’nd

 

Enter D to delete a warehouse record.  The cursor is at the Warehouse Code prompt.  Enter the number assigned to the warehouse that is being deleted.  If a warehouse number is input that does not exist, the prompt Invalid Warehouse Number appears.  The cursor returns to the Enter Procedure Type prompt.

 

Warehouses should never be deleted if there have been transactions applied to that warehouse in the current year.  Also, warehouse 1 should never be deleted.  The program does not allow deletion of a warehouse 2 - 9999 that has at least 1 item stocked in it.  If an attempt is made to delete a warehouse (2-9999) with an existing Item Warehouse record, the prompt You Still Have Records For This Warehouse In The Warehouse /Item File.  Delete Not Allowed appears.  The record is not deleted.  Once a valid warehouse with no existing Item Warehouse records is entered, the cursor is at the following prompt.

 

Please Verify   D'elete  C'ancel  . 

 

 

Enter D to delete the warehouse record.  The warehouse record is deleted.  Enter C to cancel the delete.  The warehouse record remains.