Every system must have at least one site, that site contains warehouse(s), locations, customers, customer products and customer's stock.

The settings for each site are independent, some settings are controlled at the site level only and others can be overridden through the warehouse, location or customer setup.

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The Site Management options

Go to the Admin menu and click the Sites option in the System group to open the Site Management window. Each site in Vision Warehousing is licensed, and if you have a site license this will be added on by Ontech and the site code will be listed below in the left-hand column.

When making changes, we would advise you save each time you alter anything for a single site on a single tab. If you change site after altering options for a site those will be lost.

Site

When a Site Code is selected, the Site tab as well as all other tabs shows the details that are relevant to it.

It is extremely important that these details are accurate.

On the left side, you can view and update the Site name, Address, and Contact details.

Right side, there are fields related to Rotation Numbering. The fields here are self-explanatory. Only the field for Rotation Number Last used can’t be changed. It automatically shows the last Rotation Number used for this Site.

Please note that the transferred rotation numbers will only be retained if the source site has ‘Retain Outgoing Transferred Rotations’ enabled.

There are a group of options that can be enabled using the checkbox against it and you can fill in the Default Currency field.

The last field is to give the Site Printer network path.

Bond

All the Customs and Excise fields related to the Site you selected can be found here.

Customs Approval

Field Explanations

Non-Free Circulation Stock Approved? - Are you approved to store stock where customs duty has not been paid yet?

Customs HMRC Reg No - Your customs warehouse registration (e.g. GB00000000005)

CDS CW Authorisation No - Customs Declaration Service(CDS) Customs Warehouse(CW)

CDS SDE Authorisation No - Customs Declaration Service Simplified Declaration Procedure authorisation (SDP)

CDS CCG Authorisation No - Customs Declaration Service Customs Comprehensive Guarantees(CCG)

Customs Guarantee - Your movement guarantee number

Excise Approval

Field Explanations

Tax Warehouse? - Are you an excise-approved warehouse?

Destination Type Code - The site destination type, in accordance with the formerly EU and now UK regulations.

Excise HMRC Reg No - Your excise warehouse registration (e.g. GB000…)

Deferment

Field Explanations

Excise Deferment No - The warehouse keeper's deferment number for excise charges

Customs Deferment No - The warehouse keeper's deferment number for customs charges

Cash Deferment - If the account you set up is a cash account then mark the checkbox for cash deferments.

Customs Authority

Field Explanations

This is your local HMRC office details, it is the office responsible for your warehouse operations.

You are normally told this information when you request approval.

This can be a different office for multiple sites, however, larger customers may be part of the large business unit where they are all the same.

These details are used extensively through the system, please ensure they are accurate.

There are name and address fields for HMRC Office details in this section. Other fields are,

Reference No - Your HMRC Office Reference number. e.g. GB000001

Stamp Removal Email - When you remove duty stamps this is where the email is sent to. You should either have it go to your stamp controller to forward to HMRC or set up a group email to distribute this email.

EMCS

Field Explanation

CLICK HERE to know more about EMCS. Using this field you can set the username and password for it.

Company

This tab contains the registered company information for each Site.

Whilst many customers have registered offices, warehouses and sites all at the same premises, this is not always the same.

This information is used for some document templates. e.g. Your company registered office on the invoice.

You can view and update the name, address, and contact details of the company.

EORI - Formerly known as the Turn Number. This is the importer's registration number and is issued to you by the authorities when you register with HMRC as a consignor of goods being imported into the UK. Generally, this is the VAT(Sales tax) number with 000 on the end.

Warehouse

This tab contains the name, address, and contact information for your warehouse which in most cases is also the same as the site.

This also contains the warehouse Keeper Code, which is issued by the authorities. e.g. GBWK00……

Goods In

This tab contains the Goods In options for the selected site. Most fields are self-explanatory.

General

Field Explanations

Data check when printing labels? - Mark this checkbox if you wish to check the given data when printing labels.

Auto CR Request from Pre Advice? - This enables the Condition Report request to be automatically actioned for every pre-advice of the selected site.

Validate CR Location? - This ensures that the items you receipt are landed in the CR location and not the main warehouse when there is a CR request for the item at the point when it arrives in the warehouse.

Goods In Team Email - Used when sending product code requests, this is the reply address so that anybody in the team can pick up the replies.

Transfers

Field Explanations

New Rotation No for Same Site? - If you wish to provide all transfers of stock with a new rotation (and new label) then select tick the checkbox. It can't be used in conjunction with the Auto Receipt option.

Auto Receipt Same Site? - When transferring with the same site and same warehouse the system will automatically move and receipt the stocks.

Booking

Booking Start / End Time - Displays the normally available booking time period for the selected site.

Manufacturing

Loss In Production Sensibility Percentage - This is the maximum allowed loss before the system will request a manual override when bottling goods.

Stock

The Stock tab of the Site Management option will allow you to set up Rework charges for the selected Site. You can set charges for different types of Rework, select charge type, and set the amount to be charged for this rework. For example, there are Rework types - Repacking, Label Removal, Relabelling, etc. and if you are selecting Relabelling, you can choose whether its charge type should be input singles/cases/pallets, output singles/cases/pallets, etc. If you select the charge type as Input Singles, then you can input the charge to be received for the selected Rework and Charge type.

Goods Out

This tab is used to set up the Goods Out process for the selected site.

What can you do here……..

Set up printing options for warehouse delivered picking and delivery notes
Set up and define the collection from warehouse settings.
Set up printing options for collection picking and delivery notes.

Please note if you are using Vision Document Generator then the Printers defined here are used to print out the Paperwork required.

Only in the Individual Despatch note you are able to select how many copies that is printed.

Order Defaulting

Field Explanations

Company Transporter - Used to link the site to the warehouse company’s own transporter so that when it’s used on an order and a system delivery address is used, the system delivery address ‘Our Transporter Reg’ field is used to default the vehicle registration on the order

You should always ensure that the EMCS entry sent contains the correct vehicle registration, use of this is at your own risk.

Order Validation

Field Explanations

Perform Stock Clearance Check - This will allow the site to do a Stock Clearance check, if you are doing an Order that is clearing out all of the customer's stocks it will put it on hold for authorising.

Permit Case Break VCIS Order -

Manufacturing Quantity Tolerance Percentage - This is the Percentage for Manufacturing Tolerance.

Order Processes

Field Explanations

Use Simple Order Planning -

Dynamic Duty Stamping - Allows warehouses to record the duty stamp numbers used for orders at pick confirmation. The system will suggest numbers to use based on the stamp number ranges stored in the Duty Stamp Manager, but this is optional and allows the user full control of inputting the numbers they have actually used.

Print Both Carrier and Despatch Label - Tick the checkbox to print both labels for the selected Site.

External Carrier Configuration

Click the button to view the form.

If you are licensed to use the carrier module then you can set up the carrier default configurations through this form.

Some of the fields above are defaulted when they can not be supplied by the warehouse system, some other fields are the default settings for the carrier which can always be changed per consignment or per batch you send to them.

Each customer then has the ability to use the carrier and even the warehouse keeper can have their own carrier account which can be used by the customers (you need to set up a collection charge for this which is quite basic in comparison to the distribution carrier charging).

Collection Group Configuration

Field Explanations

This section allows you to configure the Collection Group, you will be able to set up the Lead Hours, Collection Group and Cut off Time for this site. The Collection group will default in the Collection order for this site.

Clicking on Configure button will allow you to edit the fields. (See below)

You need to use the lead hours in conjunction with both the picking times and the collection times in order to have the pick date calculation correct. For example, If you are both picking from 0900-1700 and allowing collections at the same time then any lead time of 8 hours will effectively provide you with a full 1 working day before collection can occur.

When you press the configure option you will be presented with a screen where you can control:

Collection time
Whether items can be Individual, or Grouped, and require signatures and signed on Flex.
How many copies of the collection notes for Flex or Non-Flex are needed for the despatch?

Each field and its explanation:

Collection Start / End - The collection window you will allow for collections to take place.

Lead Hours - Minimum number of picking hours needed to pick any collection.

Unspecified Time - If no collection time is specified for orders being saved then this time will be used for the calculation.

Coll Confirmation - Whether orders for this collection group should be confirmed despatched automatically at pick confirmation (unticked) or manually using the despatches screen (ticked)

Internal Only - This item is not available on the website, or through EDI only used internally. e.g. Stock Management code used to identify relands.

Signature - When signatures are required, do they have to be Individual (one for each order)/ Grouped (one for a group of orders)/ Can they be signed on flex (e-signature)?

Collection Note Copies? - How many copies of the collection notes do you want? Usually paper will request a signature and a driver copy where as sign on flex requires only a single copy.

Delivery Configuration (excl. Collections)

Field Explanations

This section allows you to control the point at which specific Paperworks are printed, and set up the number of copies and the printer.

Picking

The controls in this tab are used at the point of picking or for the calculation of picking times.

Pick Days

The normal days of the week you would pick, we use this in the calculation of when to pick up the goods in order to have them delivered or collected in time, it will not stop you from picking outside of those times but it will not include times outside of this within the calculation.

Skipped Days

The skipped days are days when you will not be picking, generally bank or public holidays or stock-taking days when you wish the system to not consider it as a normal picking day.

Fields and Explanations

Click Here to view

Picking Options	Explanations
Picking starts / ends	What times will you pick from and until, this has bearing on the collection times and also the delivery schedule windows. e.g. Collection order arrives 1500 with a 4 hours minimum pick lead time it would say the goods can be collected after 10.00 the following day.
Enable Split Order On Picking Screen?	Can you part pick an order at the time of picking?
BP Group by Order	On a bulk pick, group the sort order by the order first before the location.
BP Group by Location Type	On the system standard note the Bulk Pick will print a seperate page for each location type, allowing for an easier split of paper pick notes between different types of warehouse vehicles e.g. High Reach, Fork Truck, Hand Pick etc.
Rotation Selection Priority	Picking Options : FIFO (default), Location Type then FIFO Pick Location then FIFO (v6.3 onwards) Option 1 - Picking will use standard FIFO before looking at location type, where we will pick duty paid oldest to newest then underbond oldest to newest (where those duty statuses are applicable). Option 2 - Location Type then FIFO If picking full pallets it will prefer the stock in the following order Floor → Bulk → Rack → High Value → Pick If not picking full pallets it will prefer the following Pick → Floor → Bulk → Rack → High Value If the system finds enough stock in a location type it will pick this based on FIFO within the location type then move to the next location type. Option 3 - The system will Pick the stock from the Pick location first when the order is less than a full Pallet and where there is sufficient stock available in the pick location, otherwise it will jump to FIFO. Customers using replenishment occasionally move newer stocks to the picking locations leaving older stocks in bulk/racking; the picking routine will typically pick the oldest stocks first but in this instance, we should respect the location priority before considering the length of time the rotations have been in stock. Applies to ALL Options If a product groups has a mandatory BEST BEFORE DATE when using FIFO it will pick the stock with the shortest date. If looking at the PICK location (option 3) it will pick the shortest date first before anything else and will continue to fulfill from the pick location until exhausted before moving onto FIFO which then looks anywhere else for shortest date stock For a full breakdown of how the system picks please see Picking
Flex
Verify Full Rotation	When switched on it will require you to verify the rotation by scanning it during the picking phase.
Outwards pallets used
Pallets Used Single Picks? Pallets Used Bulk Picks? Pallets Used for Orders Over __ Cases	Tick the checkbox whether you wpild like to use pallets for single and bulk picks. There’s also a field where you can enter specific case number above which you would like to use pallets.

Email

This is designed for QA email content and allows you to customise the content of the QA email.

This email is sent to customers when QA stock is “force” released (This is where you opt to release it prior to its normal time-out period).