Warehouses & yards

The Warehouses & Yards page sets up the places where TrakIT keeps track of goods: warehouses, which hold items, and container yards, which hold containers. A warehouse is divided into areas, and each area into storage locations. A container yard is divided into zones, and each zone into stack positions.

To open it, select Admin > Masters > Warehouses & Yards. Anyone whose role can view the page sees the setup; only system administrators can change it.

This page is the reference for each setting. For the setup steps in order, from the warehouse to the workflow and the first stock, see Setting up warehousing. For the daily work:

warehouses: Warehouses, the Item master and the Items tab of work orders;
container yards: Yard planning, Yard inventory, Yard moves and the Device app.

How the page is laid out

The page has three columns:

On the left, the list of warehouses and yards.
Select a warehouse or yard: its areas appear in the middle, under its name, for example Main Warehouse Areas. For a yard, the areas are its zones.
For a warehouse, select an area: its storage locations appear on the right, for example Bulk Store Storage.

For a yard, selecting a zone shows the zone’s stack positions below the columns: see Yard positions.

Warehouses and yards list

The list shows every warehouse and yard, in order of code. An inactive one is shown in red, and the one you selected is highlighted.

Column	Shows
ID	TrakIT’s number for the warehouse or yard.
Code, Name	Its code and name.
Type	Warehouse or Yard.
Size (sq m)	Its size in square metres.
Location	The location it is at, from Geo Data.
Pencil icon	Opens it to change it. Shown to system administrators.

Add or change a warehouse or yard

Under the list, select Add. To change a warehouse or yard instead, select its pencil icon.
In Create New Warehouse/Yard (or Modify Warehouse, Modify Yard), fill in the fields below.
Select Create, or Save for an existing one.

Field	What to enter
Code	A code of up to 10 characters, not used by another warehouse or yard. TrakIT removes spaces and uses capitals.
Name	A name of up to 50 characters, not used by another warehouse or yard.
Type	Warehouse or Container Yard. The type cannot be changed later.
Validate Position	For a container yard only: Yes (the default) or No. See below.
Address	The full address. Required.
Size	The size in square metres, a whole number from 1 to 999,999.
Location	The location in Geo Data. Type part of its name and choose it. Required. If it is not there yet, add it on Location list first.
Company Access	The companies that use this warehouse or yard.
Default Zone	For a container yard: with one set, a move to a position that is taken goes ahead instead of being refused. See below. The list offers the yard’s zones, so it is empty until the yard has zones: add them, then modify the yard to choose one.
Active	Ticked for a new warehouse or yard.

What these settings change

Type: a warehouse holds items. It is offered on the Items tab of work orders, on the item pages and in the workflow’s settings. A container yard holds containers: it is used from the Yards menu, and its zones and positions are what yard moves place containers in. On work orders and on the Yards pages, a warehouse or yard is offered only once it has at least one area or zone.
Company Access: on work orders and on the Yards pages, users see only the warehouses and yards of their companies; system administrators see them all. A workflow can be given only the warehouses and yards of its company, on its Warehouses & Yards tab: see Setting up warehousing.
Validate Position: with Yes, TrakIT applies the stacking rules whenever a container is put in a stack position, by a yard move or by an import on Yard inventory, and when one is taken out:
- a 20-foot container above the ground needs a 20-foot container under it;
- a 40-foot container takes two bays: the next bay in the row must be free and enabled, and above the ground it needs two 20-foot containers or a 40-foot container under it;
- no container can go in the second bay taken by a 40-foot container;
- a container with another one on top of it cannot be moved out (Cannot remove container under another).
With No, a container can go into any free, enabled position.
Default Zone: when an In-Stack or To Customs move is carried out for a position that already holds a container, TrakIT takes that container out of the position, records a Reposition move that leaves it in the same zone without a position, and puts the new container in the position. If the container there cannot be moved out, for example because another one is on top of it, TrakIT puts the new container in that zone, without a position, instead. Either way the zone shows where the container is. A yard with no default zone refuses the move with Position already occupied. On the Device app, a rail gate-in saved as planned without a zone gets the default zone; in a yard without one, the zone is required.
Active: clear it to mark a warehouse or yard that is no longer used. It is shown in red in the list. Clearing it does not remove it from the lists on other pages.

Delete a warehouse or yard

Select its pencil icon.
Select the cross (Delete) at the bottom left.

There is no confirmation. A warehouse or yard that is in use, for example one that has areas or is given to a workflow, cannot be deleted: TrakIT says Cannot delete Warehouse in use or Cannot delete Yard in use.

Areas and storage locations

Areas

Select a warehouse or yard to list its areas, in order of name. Inactive areas are shown in red.

Column	Shows
ID	TrakIT’s number for the area.
Code, Name	The area’s code and name.
Storage Coordinates	For a warehouse: how many coordinates name its storage locations, None to Three.
Dimensions	For a yard: its bays, rows and tiers, and the number of positions, for example B10 x R4 x T3 = 120.
Added By	Who added the area, and how long ago.
Pencil icon	Opens the area to change it. Shown to system administrators.

Storage locations

For a warehouse, select an area to list its storage locations, 10 per page, in order of coordinates. Inactive storage locations are shown in red.

Column	Shows
ID	TrakIT’s number for the storage location.
Location	The storage location’s coordinates, for example `A-01-2`, and its owner below, if it has one. The heading names the area’s coordinates, for example Location (Row-Bay-Level) / Owner.
Capacity	Its capacity, if it has one.
Updated By	Who last changed it, and how long ago.
Pencil icon	Opens the storage location to change it. Shown to system administrators.

Add or change an area

Select the warehouse or yard in the list.
Under its areas, select Add. To change an area instead, select its pencil icon.
In Add Area (or Modify Area), fill in the fields below.
Select Save. TrakIT says Area saved successfully.

Every area has these fields:

Field	What to enter
Code	A code of up to 10 characters, not used by another area of the same warehouse or yard. TrakIT uses capitals.
Name	A name of up to 30 characters, not used by another area of the same warehouse or yard.
Active	Ticked for a new area. Clear it to mark an area no longer used: it is shown in red.

Areas of a warehouse

Field	What to enter
Storage Coordinates	How many coordinates name a storage location in this area: None, One, Two or Three.
Coordinate-1, Coordinate-2, Coordinate-3	The name of each coordinate, for example Row, Bay and Level. One box appears for each coordinate. Together the names can have up to 50 characters.

With None, the area is a single storage location with no coordinates: you can add only one storage location to it.

If you later reduce the number of coordinates, TrakIT drops the extra coordinates from the area’s storage locations. If that would make two of them the same, it says Unable to re-set coordinates. Please remove storage locations and re-try. If you add coordinates, the existing storage locations have no value for the new ones until you modify them.

Zones of a container yard

Field	What to enter
Zone Type	One or more types: Customs, CFS, Empty, Full, Repair. Type part of a name to find it.
No Positioning	Tick it for a zone where containers have no stack position.

On some installations, Empty and Full also limit which containers the zone accepts: a zone whose types include Empty but not Full takes only empty containers, and one with Full but not Empty takes only full containers. A move that breaks this is refused, for example with Zone Z1 accepts empty containers only. A full container cannot be placed in it.

No Positioning changes how containers are placed in the zone:

In-Stack and To Customs moves into the zone need no position, and the Device app does not ask for one (see Equipment move). In a zone without No Positioning, these moves need a position: TrakIT says Position is required.
The zone is not drawn on the Layout of the yard inventory.

A new zone starts with one stack position: bay 1, row 1, tier 1. Set its size under Yard positions.

Delete an area

Select the area’s pencil icon.
Select the cross (Delete Area) at the bottom left.

There is no confirmation. TrakIT says Area deleted successfully, or Unable to delete area in use if the area has storage locations, if work orders, yard moves or trucks refer to it, or if a zone has more than one stack position. To delete a zone, first reduce it to one bay, one row and one tier.

Add or change storage locations

Storage locations belong to the areas of a warehouse. Container yards have stack positions instead.

Select the warehouse, then the area.
Under the storage locations, select Add. To change a storage location instead, select its pencil icon.
In Add Storage (or Modify Storage), fill in the fields below.
Select Add, or Save for an existing one. TrakIT says Storage Location saved successfully.

Field	What to enter
One box per coordinate	The value of each coordinate, for example `A`, `01` and `2`. Each box is labelled with the coordinate’s name, for example Row. Up to 50 characters: letters, digits, `/`, `-` and `#`. TrakIT removes spaces and uses capitals.
Owner	The customer the storage location is reserved for, if any. Type part of the name and choose it.
Operation Allowed	In/Out, In Only, Out Only or None. See below.
Capacity	The most it can hold, as a whole number above 0. Leave it empty for no limit.
Remarks	Any remarks, up to 500 characters.
Active	Ticked for a new storage location; you can clear it only when you modify one.

Add many storage locations at once

Select Add.
Select Add multiple using comma separator.
In each coordinate, enter one or more values separated by commas, for example A,B in Row, 01,02 in Bay and 1,2 in Level.
Fill in the other fields, which apply to every storage location added.
Select Add.

TrakIT adds every combination of the values: the example adds eight storage locations, from A-01-1 to B-02-2. It says, for example, 8 locations created successfully, or 5 of 8 locations created. Please check other entries. if some already existed or were not valid. At least one coordinate needs a comma.

What these settings change

Owner: when an item is added to a work order, Storage Owner chooses which storage locations are listed: Not Owned lists those without an owner, and the work order’s customer lists those reserved for that customer. See Add an item.
Operation Allowed: In Only lets stock be put in but not taken out, Out Only the reverse, and None neither. TrakIT checks it when outbound items are committed on a work order, and when stock is moved or adjusted on an item’s page, and refuses with Storage operation not allowed.
Capacity: the total quantity, of all items together, that the storage location can hold. When inbound items are committed on a work order, TrakIT adds up the items going into each storage location and refuses with One or more storage locations is exceeding capacity with this commit. When stock is moved or adjusted into it, the message is Storage capacity exceeded.
Remarks: shown under the storage location’s name when you choose a storage location for an item on a work order.
Active: an inactive storage location is not offered when items are added to work orders or stock is moved or adjusted.

Delete a storage location

Select its pencil icon.
Select the cross (Delete Storage) at the bottom left.

There is no confirmation. A storage location that holds or has held stock, or that items on work orders refer to, cannot be deleted: TrakIT says Unable to delete Storage. Clear Active instead.

Yard positions

Select a container yard, then one of its zones: the zone’s stack positions appear below the columns, under its name and Configuration, for example Empty Stack Configuration.

Figure	Shows
Bays	How many bays the zone has, across.
Rows	How many rows it has.
Tiers	How many containers high it can stack.
Total Slots	The number of positions: bays × rows × tiers.
Available Slots	The positions that are not disabled.

Change the size of a zone

Next to Bays, Rows and Tiers, select the plus icon (Increase) to add one, or the minus icon (Decrease) to remove the last one. TrakIT says, for example, Bay added successfully. Slots Added: 12.

A zone can have up to 50 bays, 40 rows and 8 tiers, and needs at least one of each.
A new bay, row or tier copies which positions are disabled from the last one.
Remove only empty bays, rows and tiers. Positions that yard moves refer to cannot be removed.

The positions

Below the figures, the zone is drawn one block per tier: Tier 1 (Ground), then Tier 2 and up. In each block, each line is a row and each box a bay. A disabled position is drawn without a fill. To see which positions hold containers, use the Layout of the yard inventory.

Enable or disable a position

Select the position’s box. Yard Position opens with the Position, for example Z1-B3-R1-T2: the zone’s code, then the bay, row and tier.
Tick or clear Enabled.
Select Save. TrakIT says Position enabled or Position disabled.

A disabled position takes no container: a move or import to it is refused with Position is disabled. Disabling a position also disables every position above it in the same stack, and enabling one also enables those above it. A position cannot be enabled while one below it is disabled: Cannot enable if space below is disabled.

Users who are not system administrators can open Yard Position to see a position, and close it with Close.

Messages

Message	What to do
Type is required, Location is required	Choose the type and the location.
Invalid Size, Invalid Warehouse size	Enter the size as a whole number from 1 to 999,999.
Warehouse Code must be specified, Warehouse Name must be specified, Warehouse Address must be specified	Fill in the code, name and address.
Warehouse Code has invalid characters, Warehouse Name has invalid characters, Warehouse Address has invalid characters	Remove characters such as `!`, `#`, `$`, `%`, `*`, `;`, `<`, `>` and `@`.
Code or Name belongs to another warehouse, Code or Name belongs to another warehouse/yard	Choose a code and name that no other warehouse or yard uses.
Too many companies selected	Tick fewer companies under Company Access.
Name must be specified, Code must be specified	Fill in the area’s name and code.
Coordinate-1 must be specified (or -2, -3)	Name every coordinate of the area.
Coordinates Names together cannot exceed 50 characters	Shorten the coordinate names.
Unable to save. The Name is already exists., Unable to save. The Code is already exists.	Another area of the same warehouse or yard has this name or code.
Storage location already exists	The area already has a storage location with these coordinates. An area with None for coordinates can have only one.
Coordinate must be specified, coordinate must be alpha-numeric, coordinate is invalid	Enter each coordinate with letters, digits, `/`, `-` or `#` only.
Capacity must be a whole number up to 999999999, Capacity must be non-zero and positive	Enter a whole number above 0, or leave Capacity empty.
To create multiple storage locations, at least 2 comma separated entries are required.	Separate the values with commas, or clear Add multiple using comma separator.
At least 1 bay is required (row, tier), Cannot exceed 50 bays (40 rows, 8 tiers)	The zone is already at its smallest or largest size.

Who can use this page

Your role needs View Warehouses & Yards in the Masters section to open the page. It lets you see the warehouses and yards, their areas, storage locations and zones, and the yard positions.

Adding, changing and deleting warehouses, yards, areas and storage locations, changing the size of zones and enabling or disabling positions is for system administrators only: the Add buttons, pencil icons and Save in Yard Position appear only for them.