Setting up warehousing

TrakIT keeps stock in warehouses. A warehouse is divided into areas, and each area into storage locations. Items come in and go out on work orders: a workflow that uses warehouses lets its work orders receive stock, send it, or both. For how stock is counted and moved, see Warehouses.

This page lists the setup in the order that works. Before you start, the company itself needs to be set up: see Setting up a company.

The menus you see depend on your role and on how your company has set TrakIT up. The paths on this page are those of the standard menu; see Navigating TrakIT.

1. Create the warehouse

Each warehouse needs a location in Geo Data. If its location is not there yet, add it on System > Location List first.

1. Select Admin > Masters > Warehouses & Yards.
2. Under the list of warehouses and yards, select Add.
3. Enter a Code (up to 10 characters) and a Name (up to 50).
4. In Type, choose Warehouse. The type cannot be changed later.
5. Enter the Address and the Size in square metres.
6. Choose the Location.
7. Under Company Access, tick the companies that use the warehouse.
8. Select Create.

Company access matters: a workflow can be given only the warehouses of its company, and on a work order, users other than system administrators can choose only the warehouses of their companies.

Container yards are set up on the same page, with the type Container Yard. They are used from the Yards menu, for yard moves and the yard inventory, not for items. See Running a yard.

2. Add areas and storage locations

Select the warehouse in the list: its areas appear next to it. A warehouse needs at least one area before work orders can use it.

To add an area:

1. Under the areas, select Add.
2. Enter a Code (up to 10 characters) and a Name (up to 30).
3. In Storage Coordinates, choose how many coordinates name a storage location in this area, for example Three, and name each one in Coordinate-1, Coordinate-2 and Coordinate-3, for example Row, Bay and Level.
4. Select Save.

Select the area to see its storage locations. To add one:

1. Under the storage locations, select Add.
2. Enter a value for each coordinate, for example A, 01 and 2.
3. If the storage location is reserved for one customer, choose them in Owner.
4. In Operation Allowed, choose whether stock can go in and out (In/Out), only in (In Only), only out (Out Only) or neither (None).
5. Enter the Capacity if there is a limit, and any Remarks.
6. Select Add.

To add many storage locations at once, select Add multiple using comma separator and enter several values, separated by commas, in each coordinate. TrakIT adds every combination: A,B with 01,02 and 1,2 adds eight storage locations.

Viewing this page needs View Warehouses & Yards in the Masters section. Adding and changing warehouses, areas and storage locations is for system administrators only.

3. Get the item types

Every item belongs to an item type, and the item master lists one type at a time. An item type can also number its items automatically. Item types are set up by TrakIT Support: ask them for the types you need.

4. Add the items

1. Select Operations > Warehouses > Item Masters.
2. Choose the item type.
3. Select Add Item to add one item, or Import to add many from an Excel file.

If the warehouse already holds stock when it starts using TrakIT, a system administrator can load the opening stock with Initialize Stock. See Item master and Item.

5. Set the workflow’s warehouse operation

Each workflow whose work orders move stock needs its warehouse operation set.

1. Select Admin > Workflow Definitions, then the workflow.

2. Select the pencil icon (Edit Workflow).

3. Under Operations, choose the Warehouse Operation:

   Option	Work orders of the workflow
   None	Do not move stock. If the Items tab is shown, it lists items without a warehouse.
   Inbound	Receive stock.
   Outbound	Send stock.
   Both	Receive or send stock: each work order chooses.

4. If items may be committed only after an event, choose it in Commit Requirement. Items cannot be committed until the event has a value other than TBA.

5. To record the commit on the work order, enter the code of an event in Warehouse Commit Event. When items are committed, TrakIT fills that event with the date and time.

6. Select Save.

The commit requirement and commit event are events of the workflow, so set them once the workflow has its events. The commit event must be a Required Event that does not allow NA or TBA (Allow NA/TBA set to Neither allowed), is not Information Only, and applies to All Services.

The warehouse operation cannot be changed once any work order of the workflow has committed items that are not cancelled.

6. Choose the workflow’s warehouses and item types

On the workflow’s page, select the Warehouses & Yards tab.

• Available Warehouses & Yards lists the warehouses and yards open to the workflow’s company. Tick those its work orders can use, and select Save. If none is ticked, work orders can use any warehouse.
• Available Item Types: tick the item types its work orders can use, and select Save. If none is ticked, they can use every item type.
• Yard Move Triggers is for container yards: select Add… and choose a Move Type, Full or Empty, and an Event. When a move of that type is made for a container of one of the workflow’s work orders, TrakIT fills the event with the date and time of the move, if the event is empty, NA or TBA. With Overwrite switched on, it replaces any value.

For a container yard, ticking it under Available Warehouses & Yards is also what links its moves to the workflow’s work orders.

7. Show the Items tab on work orders

1. On the workflow’s page, select the WO Tabs tab.
2. Tick Items.
3. Select Save.

Steps 5 to 7 need Update in the WorkFlow Definitions section.

8. Give the roles their permissions

On Admin > Role Management, Role Customisation tab, give the roles that handle stock the permissions in the Work Orders section (Add Item, Delete Item, Commit Items, Cancel Items) and in the Item Master and Warehouse Transactions sections. The Warehouses page lists what each permission allows.

9. Receive and send stock

Everything is now in place to move stock on work orders:

1. On a work order of the workflow, select the Items tab.
2. Choose the warehouse and, for a workflow set to Both, the direction.
3. Add the items with Add Item. For outbound items, you choose where to take them from: by storage location, by earlier transaction or by customer.
4. When the stock has moved, commit the items: Commit Inbound or Commit Outbound.

The stock changes only when the items are committed. Every committed movement is listed on Operations > Warehouses > Transactions: see Warehouse transactions.

If the Items tab shows No warehouses available. Warehouse selection is required to add Items., check that the workflow’s warehouses have at least one area and are of the type Warehouse, and that their Company Access includes a company of the user.