Warehouses-Part 2 (BIFM110)

Warehouses Part 2 is found on the Inventory File Maintenance menu, 3-5 and the Billing File Maintenance File Set Up menu, 3-1-10.  In order for an item to be invoiced or received or any inventory adjustments made in a warehouse other than warehouse 1, the item must be added to the Item Warehouse File.  This is for all valid warehouses assigned a warehouse number from 2 to 9999.

 

There are numerous ways an individual item can be added to the Item Warehouse File.  These are the Inventory Data Entry programs and the Warehouse Item File Maintenance program.  Another way is when the item is added to the Item File and warehouse 1, the item can also be added to other existing warehouses.  The Warehouses Part 2 program is the only program that allows adding to the Item Warehouse File for all items in a product class.  Not just one item but all items in the specified product classes are added to the Item Warehouse File.

 

This is a much faster way to stock items in other warehouses, such as your branch warehouses, or technician car stocks.  However, be aware that all the Warehouses Part 2 program does is add the item to the Item Warehouse File.  It does not set up the other parameters that are stored in the Item Warehouse File, such as the desired minimum and maximum inventory levels, and bin locations.  These parameters are defined in the program Warehouse Item File Maintenance for each individual item and warehouse.  See page 733 for information on the Warehouse Item File Maintenance program.  Warehouses Part 2 also does not update the beginning on hand quantity.  This can be done in Inventory Transfer, On Hand Adjustments, Physical Posting or Remote Physical Posting.  Also be aware that all items in the product class are assigned to the designated warehouse.  If there are some items that are not desired to be stocked or assigned to the warehouse, they can be individually deleted in the program Warehouse Item File Maintenance.

 

When items are added to a warehouse through Warehouses Part 2, there is an option to set the non-stock indicator for all of the items in the product class in the designated warehouse.  The option is to set the non-stock indicator to yes for non-stock for all items, no for non-stock for all items, or to set the non-stock indicator the same as the item’s non-stock indicator that is set in the Item File or warehouse 1.  The current system date is also written to the Item Warehouse File as the date added.

 

 

 

Introduction  (Cont’d)

The other function of the Warehouse Part 2 program is to delete items out of a specified warehouse.  This is also defined by product class.  When items within a product class are no longer going to be stocked in a warehouse or the warehouse itself is going to be deleted from the system, this is a time saving feature.  The only other way to delete items out of a warehouse is to delete them individually through the program Warehouse Item File Maintenance.  Note:  Be aware that a warehouse cannot be deleted if there are items stocked in it.

 

Warehouse Part 2 only deletes an item out of a warehouse if the on hand, on order, allocated, and back ordered quantities and month and year to date unit sales of the individual item are all zero.  The program also asks for an input of a date received and a date of last sale.  These are dates stored in the Item Warehouse File.  If an item has a date received or date of last sale that is after the inputted date, the item is not deleted.  This is to protect your data integrity.  The program prints a report that includes all items that are within the designated product classes and warehouse that are not deleted.  Items that are deleted from the warehouse are not printed by the Warehouse Part 2 program. 

 

When an item warehouse record is deleted, a record is written to the Inventory Transaction File, Imwactd File.  Each item deleted has a record created.  Included in this record are the system and transaction date, warehouse number, system time deletion was made, and operator initials.  This helps identify who and when Item/Warehouse File deletions are being made.  These transactions can be accessed with the Stock Activity Inventory Report.  The description of the Imwactd record is Item Warehouse Record Deleted.

 

 

 

 

Enter Data

The printer choice screen appears to allow selection of the print mode.  When deleting items from a warehouse, items that cannot be deleted are printed.  When adding items no report is printed.  During the input an up arrow ^ to go back one space or / slash to cancel may be entered.  The ESC escape key may be input to interrupt the program.  Be aware that if the program is interrupted during the updating, the items that were already processed are updated.

 

Enter Procedure Type  A'dd  D'elete  E'nd

 

Enter an A to add all of the items in the designated product classes to the Item Warehouse File for the designated warehouse.  This stocks the item in the warehouse.  Note:  If an item is already stocked in the warehouse it is bypassed.  Enter a D to delete all of the items in the designated product classes out of the designated warehouse.  An item is deleted out of a warehouse only if the on hand, on order, allocated, and back ordered quantities and month and year to date unit sales of the individual item are all zero.  This is to protect your data integrity.  The program prints a report that includes all items that are within the designated product classes and warehouse that are not deleted.  Items that are deleted from the warehouse are not printed.  Enter an E to exit the program.

 

 

 

Enter Data  (Cont’d)

 

Enter Warehouse Number

 

Enter the assigned number of the warehouse that is going to have items added or deleted.  Entering an invalid warehouse produces the prompt, Invalid Warehouse - Not In Warehouse Master File.  The cursor returns for reinput.  All items are stocked in warehouse 1 so the program only accepts valid warehouse numbers assigned a number from 2 through 9999.  (2-9999)

 

Enter Beginning Product Class Or A’ll

 

Enter a specific or beginning range of product class numbers.  The prompt Invalid Product Class - Not In Product Class Master File appears upon input of an invalid product class number.  The cursor returns for reinput.  Enter an A for all valid product classes assigned in the Item File.  When specifying product class, only item numbers assigned to a product class within the specified range are added or deleted from the warehouse.  (4 Digits Or A)

 

Ending Product Class

 

If a specific or beginning range of product class numbers was entered, the cursor stops at this prompt.  Enter the desired ending product class number. The prompt Invalid Product Class - Not In Product Class Master File appears upon input of an invalid product class number.  The cursor returns for reinput.  Entering a product class number that is less than the beginning product class produces the prompt, Beginning Product Class Greater Than Ending.  The cursor returns for reinput.  (4 Digits)

 

 

 

Enter Data  (Cont’d)

 

The following option only appears when adding items to a warehouse.

Do You Want All Items To Have The Non-Stock Indicator Set To

Yes For Non-Stock, Or No For Non-Stock, Or Set Indicator Based

On What Is In The Item File  (Y,N,I)

 

 

Enter a Y for yes if you want all of the items that will be added to the specified warehouse to have the non-stock indicator set to a Y for yes.  This means that yes this is a non-stock item.  Enter a N for no if you want all of the items that will be added to the specified warehouse to have the non-stock indicator set to a N for no.  This means that no, this is not a non-stock item.  Enter an I for item if you want all of the items that will be added to the specified warehouse to have the non-stock indicator set the same as the non-stock indicator in the Item File.  For example, an item has a Y for non-stock in Item File Maintenance that is for warehouse 1.  Entering an I at this prompt creates the item warehouse record for that item with a Y for yes in the non-stock field.  So whatever is defined for warehouse 1 in the Item File is written to the new Item Warehouse File for each individual item.  Note:  Any item that is set to a D for dead stock in the Item File is also set to a D in the Item Warehouse File.  This can be changed in Warehouse Item File Maintenance, if desired.

 

Note:  This does not change the non-stock indicator on items already stocked in the specified warehouse.  It only sets the new items that are added to the specified warehouse.

 

 

 

Enter Data  (Cont’d)

 

The following prompts only appear when deleting items from a warehouse.

 

Delete Items With A Date Received Prior To:   

Delete Items With A Date Of Last Sale Prior To:

 

 

The current system date appears as the default date.  This can be overridden if desired.  Entering an invalid date produces the prompt Invalid Date ---Enter Again.  The cursor returns for reinput.  Enter a date of last receipt.  Enter a date of last sale.  The Item Warehouse Itemwhd File is checked.  If an item has a date that is greater than the inputted dates the item is not deleted.  Both dates must be met.  The other required delete criteria must also be met.  (MMDDYY)

 

 

 

 

Results

When adding items to a warehouse all items found within the designated product classes are added to the Item Warehouse File for the designated warehouse.  Items within the product classes that are already in the warehouse are bypassed.  The non-stock indicator for each added item is set based on the answer to the input prompt.  The current system date is written into the Item Warehouse File for each item added as the date added.

When deleting items from a warehouse all items found within the designated product classes and warehouse are deleted from the Item Warehouse File for that warehouse.  When an item is deleted out of a warehouse, the item can no longer be invoiced or any inventory receipts or adjustments can be made for that item in that warehouse.  An item is deleted out of a warehouse only if the on hand, on order, allocated, and back ordered quantities, and month and year to date unit sales of the individual item are all zero.  The item must also not have a date received or date of last sale that is greater than the inputted date.  This is to protect your data integrity.  Items that are within the designated product classes and warehouse and cannot be deleted are printed out.  Items that are deleted are not printed.

When an item warehouse record is deleted a record is written to the Inventory Transaction File, Imwactd File.  Each item deleted has a record created.  Included in this record are the system and transaction date, warehouse number, system time deletion was made, and operator initials.  This helps identify who and when Item/Warehouse File deletions are being made.  These transactions can be accessed with the Stock Activity Inventory Report.  The description of the Imwactd record is Item Warehouse Record Deleted.

 

The warehouse number and item number are printed on the deletion exception report that is generated through Warehouse Part 2.  These are the items that cannot be deleted from the Item Warehouse File because there are inventory quantities or month or year to date sales.