Warehouse Documents

Warehouse Documents deals with information coming back to you from the warehouse, this is in the form of XML either run files or taken directly from the warehouse system at periodic intervals.

Inbound Information	Frequency	Explanation

Inbound Information

Frequency

Explanation

Goods Received

from live to daily

You send a pre-advice to the warehouse and the goods arrive and the warehouse book those goods into stock at this point the warehouse can provide you with this information electronically. When we read this in we match the purchase order and its respective line number to the inbound information and then we try to match those lines and we auto receipt, recording the quantity, rotation number, warehouse it was received into and the warehouse receipt notes.

If processed succesfully the purchase order will show the goods receipted.

In the event of an issue then an exception report is generated which you need to review so that you can complete the receipt.

here is only so much logic we can apply as we have no idea what the warehouse are planning on receipting by quantity or by number of rotations, or which products so the matching is a best endevours basis.

Orders Processed

from live to daily

When you send the orders to the warehouse, following pick confirmation at the warehouse the information is then made available to you, this is what the warehouse have confirmed they have picked for the delivery

This is reliant on the warehouse performing this correctly. Vision WMS offers a full handheld scanning solution which takes the human errors away from the pick confirmation part of the process for the warehouse.

When this information is returned we match the sales order and sales order line number to the incoming information, the quantity we are provided from the warehouse is then the confirmed quantity that is despatched.

Where the warehouse have taken the stock from multiple rotations we will automatically split the sales order into those additional lines as it is important we record the stock used rotation by rotation.

We provide an exception report for this process, any orders which can not be matched you will need to process manually.

The file will also contain movements of stock which are losses in store or destructions in warehouse, those you would not normally send to the warehouse first so they will generate an exception. You need to then process the loss in store using sales order or stock adjustment.

Stock Snapshot

daily

Each day we suggest a book to book is run.

The inbound information from the warehouse is loaded into the system, at the same time we generate a stock snapshot from commerce and then compare the two systems rotation by rotation, and any exceptions are shown on the exception reports.

This allows you to pick up discrepancies each day.

In the event you have issues with your goods inwards / orders processed, you can choose to fix those and recompare the incoming report or simply if the variances are small and you know what they refer to then you may not worry about running this again.

We record all the inbound information we receive from the warehouse, each file is logged and stored and you can see the information in the Incoming Files tab as well as in the audit log.

However the audit log shows much more information and a full audit trail of what is happening, in the example below the system, is polling the warehouse every 15 minutes for any new information, which it then processes automatically

When information arrives into the system you will be able to see it in the tab for the file type and it will show within the processing sub tab.

This form allows you to process waiting files or re-process files that are there and the view will show you the contents of the file.

However each time you process the file you can view the report, using the report tab, the reports will be shown in the list

When you view the report it will provide you with information, the example below shows a file which was re-processed where the system detected that the purchase was already receipted

Configuration

The example below is the standard configuration

We retain information for 14 days by default. You can of course change this however this all takes space and there is generally no need to keep this information beyond 14 days if you are reconciling on a regular basis