5.1 CHAPTER OVERVIEW: DELIVERIES, STOCK MANAGEMENT AND REPORTING.

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Supply User Manual ENG -> 5. Warehouse -> 5.1 CHAPTER OVERVIEW: DELIVERIES, STOCK MANAGEMENT AND REPORTING.

Deliveries, Stock Management and Reporting.

This chapter covers all the necessary functionalities related to warehousing. It is divided in three parts: deliveries (inbound and outbound), stock management and reporting.

The deliveries part deals with the reception (IN) and the delivery (OUT) of products in UniField. This includes receiving partial deliveries, receiving alternative goods, processing goods with expiry dates and batch numbers, picking products, packing products, processing outgoing shipments, … The system offers a wide range of functionalities to process these types of warehouse related operations.

The stock management part explains all the necessary functionalities needed to manage a warehouse with UniField. This includes moving goods from a location to another, addressing a claim to a supplier, recording the consumption of products, managing kits, creating inventories, …

The reporting part focuses on reports which are available in UniField to allow traceability, consumption analysis and stock analysis.

Receptions and deliveries are actually movements from one location to another. As we will see, many transactions used in warehouse management trigger the creation of a movement. A movement always has a source location and a destination location.

Stock management in UniField can be compared to a double-entry system in accounting. The stock levels (or stock quantities) do not appear and vanish magically within the warehouse, they are just moved from one location to another and, just like accounting, the double-entry system offers a big advantage for tracing missing stock or inaccurate counts, as you can trace a product’s movements and search for source and destination locations.

In UniField, the inventory management of stocks is based on a hierarchical locations structure, from warehouse to intermediate stocks and consumption units (depending on the warehouse set up). UniField has the capacity to manage batch numbers and expiry dates so as to ensure compliance with the traceability requirements.

The warehouse is designed to reflect physical and non-physical locations from which you can deliver products to the customers and into which you can receive products from suppliers. Furthermore, as stock locations are hierarchically organized, you can carry out analysis at various levels of detail.

UniField also introduces the concepts of “virtual stock” (which can be understood as “future stock”) and “available stock” (which can be understood as “non-reserved” stock). These concepts are very useful to have an overview of products availability analysis and projection in the supply chain.

Throughout this chapter, you will find many acronyms. They are mostly used to shorten English words but can be used in the English manual or the French manual (i.e. you may find the acronym PPL in the French version of the manual). In the below table, you find the main acronyms used in this chapter with their meaning.

French acronyms, such as the names of the documents in French in a less extend, are barely used. English acronyms and documents names are usually preferred. In the software, references of documents are often built with the English acronyms of the documents (e.g. 18/HQ/MW101/PO00045, PPL/00033-01, OUT/00028,…), independently of the language in which the software is used.

The language in which UniField is developed is English. The software is then translated in French. That’s the reason why, even if you are connected in French, you could still find some English terminology (on screens, in messages…) while working on UniField. The translation of the software in French is a work in process and some improvements are still needed on this side.

5. Warehouse

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Supply User Manual ENG -> 5. Warehouse

5. Warehouse

5.1 Chapter Overview: Deliveries, Stock Management and Reporting.

5.2 Incoming Shipments

5.3 Picking

5.4 Packing

5.5 Shipment

5.6 Delivery Orders

5.7 Shipment Documentation

5.8 Internal Moves

5.9 Claims

5.10 Consumption Reports

5.11 Kits Management

5.12 Replenishment Rules

5.13 Inventories

5.14 Quarantine and Scrap (Destruction)

5.15 Traceability

5.16 Stock Inventory Reports

5.17 Management of Expiry Dates

5.18 Movements Reports

E. How to create a Programmatic Donation

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The process of creation of a “Programmatic Donation” is the same as for the “Donation to prevent losses”., the difference is that when you select Programmatic Donation from order type it will pop up with warning message “Any products which leave the instance in Pick/OUT linked to this document will be included in Consumption calculation “then click on “Ok”

This type of Field Order can only have External type partner as customer. It can be sourced to any type of procurement document (PO), and as per warning (above) any movement out of the instance will be included in the consumption calculation. Any stock movement out linked to this FO type will have the corresponding Reason Type “Programmatic Donation”.

Creation FO with OT a Programmatic Donation

4.5 Field Orders (FOs) – Specifics.

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Supply User Manual ENG -> 4. Procurement -> 4.5 LU-SU3104: Field Orders (FOs) - Specifics.

LU-SU3104: Field Orders (FOs) – Specifics.

A. LU Introduction

B. How to create a “donation before expiry” FO

C. How to create a “Standard donation” FO

D. How to create a “Loan” FO

N. c) How to cancel & resource an entire PO (created by the sourcing of an FO)

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The below steps show how to cancel & resource a validated Purchase Order which has been generated by the OST following the sourcing of an FO on order.

Go to: Purchases / Purchase Management / Purchase Orders

  1. Click on the line of the Purchase Order on which you need to cancel & resource.
  2. Click on the “Cancel document” button at the bottom of the PO screen.
Cancelling an entire PO

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing an entire PO

4. The PO switches to state “Cancelled” while the PO-lines switch to state “Cancelled-r” (use the filter at the top of the “Lines” table to see them).

Cancelled & Resourced PO

5. On the FO which was sourced on order, the original lines switch to state “Cancelled-r” and new lines (copy of the original ones) are added in state “Resourced-v“. These lines can be resourced in the OST. Note that the FO is in state “Sourced-p“.

FO after cancel & resource

N. b) How to cancel & resource 1 line of a PO (created by the sourcing of an IR)

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The below steps show how to cancel & resource 1 line of a draft Purchase Order which has been generated by the OST following the sourcing of an IR on order.

  1. Click on the line of the Purchase Order on which you need to cancel & resource.
  2. Click on the red cross at the right end of the product line.
Cancelling a PO-line

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing a PO-line

4. The cancelled & resourced PO-line switches to “Cancelled-r” state (you need to “Show all” lines to  see this line) while the PO stays in state “Draft”.

Cancelled & Resourced line on a draft PO

5. On the IR which was sourced on order, the original line switches to state “Cancelled-r” and a new line (copy of the original one) is added in state “Resourced-v“. The reference of the original Cancelled line number is displayed at line level in column “Original IR/FO line”. This line can be resourced in the OST. Note that the IR keeps the status “Sourced“.

Cancelled & Resourced line on the IR

Note that cancelling & resourcing 1 PO line can also be done if the PO is validated. In this case, the scenario is the same but the PO header ends up in state “Validated” while the IR header is in state “Sourced-p“.

Cancelled & Resourced line on validated PO
Cancelled & Resourced line on the IR

N. a) How to cancel & resource 1 line of a PO (created by the sourcing of an FO)

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The below steps show how to cancel & resource 1 line of a draft Purchase Order which has been generated by the OST following the sourcing of an FO on order.

Go to: Purchases / Purchase Management / Purchase Orders

  1. Click on the line of the Purchase Order on which you need to cancel & resource.
  2. Click on the red cross at the right end of the product line.
Cancelling a PO-line

3. Select “Cancel & Resource” on the pop-up window.

Cancelling & Resourcing a PO-line

4. The cancelled & resourced PO-line switches to “Cancelled–r” state (you need to “Show all” lines               to see this line) while the PO stays in state “Draft“.

Cancelled & Resourced line on a draft PO

5. On the FO which was sourced on order, the original line switches to state “Cancelled-r” and a new  line (copy of the original one) is added in state “Resourced-v“. This line can be resourced in the OST. Note that the FO keeps the status “Sourced“.

Cancelled & Resourced line on the FO

Note that cancelling & resourcing 1 PO line can also be done if the PO is validated. In this case, the scenario is the same but the PO header ends up in state “Validated” while the FO header is in state “Sourced-p“.

Cancelled & Resourced line on validated PO
Cancelled & Resourced line on the FO

b) ii. How to confirm several lines of a PO

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Go to: Purchases / Purchase Management / Purchase Orders

  1. Open the PO that you wish to confirm (in edit mode). This PO should not yet be fully confirmed but could be “Draft-p” (meaning partially validated), “Validated” or “Validated-p” (meaning partially confirmed). The lines that you want to confirm should be in state “Validated” and should have a “Delivery Confirmed Date“.
  2. Select the lines that you wish to confirm via the check boxes on the left of the PO-lines.
  3. Click on the green button (Confirm) located at the top of the Lines table (next to “STATE“).
Confirming several lines of a “Draft-p” PO
Confirming several lines of a “Validated” PO
Confirming several lines of a “Validated-p” PO

4. The confirmed PO-lines will switch to the status “Confirmed”. The PO (at header level) will switch status according to circumstances.

Several lines of the “Draft-p” PO have been confirmed
Several lines of the “Validated” PO have been confirmed
Several lines of the “Validated-p” PO have been confirmed

Note that as long as all the lines of a PO have not been confirmed, you still have the possibility to confirm the PO at header level, to confirm 1 (validated) line of the PO or to confirm several (validated) lines of the PO.

Once all lines are confirmed, the status of the PO (at header level) switches to “Confirmed” and confirmation at header level or line level is not possible anymore (neither Cancellation).

b) i. How to confirm 1 line of a PO

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Go to: Purchases / Purchase Management / Purchase Orders

  1. Open the PO that you wish to confirm (in edit or display mode). This PO should be in status “Validated” or “Draft-p” (meaning partially validated) and the line you want to confirm should be in status “Validated”.
  2. If not yet done, enter a “Delivery Confirmed Date” on the line you wish to validate and save this line.
  3. Click on the green button (Confirm) located at the right of the line you wish to confirm.
Confirmation of 1 line of a PO in status “Validated”
Confirmation of 1 line of a PO in status “Draft-p”
  1. The confirmed PO-line switches to “confirmed” while the other lines don’t change status. The PO itself (at header level) could change status (or not) according to the situations.
The “Validated” PO on which 1 line was confirmed is now in status “Validated-p”
The “Draft-p” PO on which 1 line was confirmed stays “Draft-p”