Requesting a Condition Report

This module is an optional module available to all users of the warehouse management system.

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

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.

Condition Reporting can be carried out by using a mobile phone all the way to a dedicated photographic booth within the warehouse. The system requires the module to be activated in order for you to use this functionality.

1 Requesting a Condition Report (CR)
- 1.1 Instructional Video - YouTube Part 2
2 Types of Condition Reports
3 CR Status Options

Requesting a Condition Report (CR)

This can be requested using a number of different methods:

Manually adding a request on the condition reporting form using the [ADD] button
Making a request through the VCIS system against stock items.

The above deal with items which are already in stock, where the item is arriving or at the pre-advice stage you can

Sent the request through EDI marking the line to be condition reported on receipt
Have the product setup in the UV (Ultra Value) groups which are usually setup for mandatory reporting on arrival
Have the type of receipt setup that it requires a condition report for the entire receipt at the point of receiving.

All of the 3 items above mark the pre-advice line with the CR marker, which also is shown on the following

Check Sheet
Put Away Note
Rotation Label
Flex Device for Checking and Put away.

Instructional Video - YouTube Part 2

https://youtu.be/Tx92H172oPI

VCIS Request option for customers

As you can note above the account does not have the notifications setup within VW Customer setup.

Types of Condition Reports

There are currently three types of reports catered for within the existing system, this can be expanded as required.

Name	Use Flex Camera	Internal Only	Description

Name

Use Flex Camera

Internal Only

Description

Quickie

Y

predominantly for internal purposes and usually not of the same quality as the professional report, when your stock control or customers wishes to see an image of the product, this can be taken using the flex camera or another camera phone and then uploaded. We usually mark these as internal use only and they will NOT appear on the web site for the customer and can only be seen internally

Professional

N

This is the standard report. Items requiring this are photographed in the condition reporting area or condition booth.

It can be seen on the web site VCIS and is generally carried out at the request and cost to the customer.

We recommend you use jpeg for improved compression. For maximum compatibility and performance

360

N

This is for 360degree photographs which are much larger and require specialist equipment to take the image.
360° images can be stored as png, jpeg, or gif.
We recommend you use jpeg for improved compression. For maximum compatibility and performance, image dimensions should be powers of two (e.g., 2048 or 4096)

The new version of VCIS will be released early 2023 which will accommodate 360 images being displayed.

CR Status Options

Status	Flex only	Information / Notes

Status	Flex only	Information / Notes
Requested		A request exists for this rotation, this has come from any of the sources.
Allocated	Y	This item has been selected on a FLEX device to be collected and the user is currently in the process of going through the warehouse to collect the goods.
Moving to booth	Y	The item has been collected on the flex device and is en-route to the condition reporting area
Pending re-rotation	Y	The item is in the condition reporting area but requires a new rotation before the condition report is taken this can be carried out through either FLEX or the condition reporting screen
Waiting in booth	Y	Items which are waiting for their photographs to be taken, this is the queue in the condition reporting location area
In progress	Y	This item is currently having its photograph taken and is being processed.
Return to warehouse	Y	The condition report is complete and the item is waiting to be put away in the warehouse.
Complete		The report is complete and when using flex the item has been returned to the warehouse