Setup & Configuration

This covers all aspects of using the condition reporting module (CR)

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Condition Reporting is the process of taking images of stock to show their condition at the point of receipt or at some point during the stocks stay within the warehouse.

You can use this for any item in the warehouse, we record the information at the rotation level, so each batch of a product arrives, is provided a rotation, we can then store images for the specific rotation.

This is used heavily within the fine wine industry as the value of the items varies depending on the condition of the item.

Instructional Video - YouTube Part 1

This video will help you understand what Condition Reporting is and how you can set up and configure the Vision Warehouse Software for it. It’s the first step you need to know before you request a Condition Report.

Site Options

There are two options within the site settings (accessed from ADMIN → Site menu)

Auto CR Request from Pre-Advice - this enables the pre-advice request for a condition report to be actioned when switched on and will insert the CR request automatically.

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

Product Group Options

The system comes with a number of default product groups as standard, for example in regards to wine we have

• Wine

• HV Wine (High Value)

• UV Wine (Ultra High Value)

With the product groups setup the HV and UV are marked as High Value and should you be using the High Value restrictions for the sales orders this flag will take effect.

There is a further flag on the form marked as “Auto Condition Report” when this is ticked the product arriving on the goods inwards due to this flag will end up with the CR flag on the pre-advice being also ticked to ensure that the item is Condition Reported before the goods are put away in the final location.

You can access existing product groups through the righ side navigation search facility

Pre-Advice Options

When pre-advices are added to the system, you will be asked the type of pre-advice, this sets a number of different options for the receipt mostly involving charging, however one of them is the “AUTO CR” option.

The “AUTO CR” when switched on and if this receipt type is used will automatically register all items on the goods inwards pre-advice for condition reporting.

You can access this screen through the ADMIN menu where there is an option for Delivery Type Maintenance

Location Setup

Our suggestion if to have dedicated condition reporting locations, this is essential if you are using the “Customer Re-rotate” option.

If you have your own dedicated locations then you should also consider switching on the Validate CR location option which is in the site menu (and mentioned above)

The dedicated locations should have their location type setup as “Condition Report”

When goods have to be put away - the system will automatically inform the user on FLEX (when trying to locate the goods) or on VW (after the put away) that it is the wrong type of location

When being requested to move goods from the warehouse to condition reporting it ensures that the goods are put into a condition reporting location (flex only)

When putting the goods away following the condition report it ensures they are moved back to a normal location (flex)

It also stops you accidentally locating items into the condition reporting area which should not be placed there.

User Setup

Each user who has access to add condition reports is licensed, in order to allocate the licenses you need to authorise the user to logon and use condition reporting within the user access rights.

A new option “Con Rep Licensed” needs to be ticked for the user.

Customer Setup

There is a charging mechanism for condition reports which is setup through the main customer setup.

Within the CHARGE DEFAULTS tab you can setup the charging for the reports, as there are three styles, if the customer will be using them those styles need to have a charge, if no charge exists then they are FREE.

The charging is by REPORT or by the CASE, when the Condition report is added the user is asked to confirm how many items to invoice, if you are using REPORT it would be 1 and per case would depend on the number of cases you are reporting on.

PA CR Request Type - When a new report is requested at the pre-advice stage which type of condition report is required, this defaults all the requests to a standard type for the customer. So if they always have Pro reports then tick the Pro line.

CR Re-Rotation

This is a new option and when you select the option it provides you a reminder of what this option does.

If you select this option a request for a condition report will provide a new rotation number for the items you are condition reporting, it only does this when there is a balance left on the rotation.

This allows you to take a single case from a rotation with many cases, and separate that to a new rotation number which then keeps the report unique to the single case.