Warehousing: receiving and issuing items

This guide follows stock through a warehouse: you receive items on one work order, TrakIT stores them in storage locations, and you issue them on another work order. It also covers moving and adjusting stock outside work orders, following stock levels, and correcting mistakes. It is for operations users and warehouse staff.

It assumes warehousing is set up: the warehouse with its areas and storage locations, the items, and a workflow whose work orders move stock. If it is not, start with Setting up warehousing. For the building blocks and how stock is counted, see Warehouses.

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

The running example is an import job with the reference EXBL2610045, for the customer Example Trading Co: 200 cartons of floor tiles arrive in container ABCU1234560. The workflow’s Warehouse Operation is Both. Work order 30101 receives the cartons into warehouse WH1, area A, storage location A-01-2. A week later, work order 30102 of the same job delivers 50 cartons to the customer.

1. Check that you can work with items

Each step needs a permission. A system administrator gives them on Role management:

Step	Section	Permission
Add items to a work order	Work Orders	Add Item
Change or delete items that are not committed	Work Orders	Delete Item
Commit items	Work Orders	Commit Items
Cancel a commit	Work Orders	Cancel Items
Open items and the item master	Item Master	Read
See stock and transactions	Warehouse Transactions	Read
Move or adjust stock on an item	Warehouse Transactions	Move Stock, Adjust Stock

Give roles that add items to work orders Read in Item Master too. Users other than system administrators see only the warehouses of their companies. See Roles and permissions.

2. Add the items you receive

When the cartons are expected, record them on the receiving work order. Nothing changes in the stock yet: adding items plans the movement.

Open work order 30101 and select the Items tab.
Above the list, choose the warehouse, WH1, and the direction, Inbound. The direction can be chosen only in a workflow set to Both; otherwise it is fixed.
Select Add Item and fill in the popup: the Area, the Item, the Storage Owner, the storage location under Select Storage, the Quantity, and if useful the Total Weight, Total Volume, Reference and Remarks. See Add an item.
Select Save.

What decides the choices:

Item lists the items of the item types the workflow allows (its Warehouses & Yards tab), or every item if it allows them all.
Storage Owner decides which storage locations are listed: Not Owned lists those reserved for no one, Owned By customer those reserved for the work order’s customer. Each storage location shows its stock of the item and its average age.
For an item with serial numbers, you enter the Serial No instead of a quantity: one line per unit.
An item that has a required data field with no value cannot be added. Fill in the field on the item first.

Once the work order has items, the warehouse and the direction are locked. The first item also records the warehouse on the work order. The item’s Work Orders tab lists the work order from now on, but the item’s stock does not change and there is no transaction yet.

Until you commit, you can change an item with its pencil icon or remove it with its cross. Both need Delete Item.

3. Commit the received items

When the cartons are in place in A-01-2, commit them:

On the Items tab, select Commit Inbound.

TrakIT checks the whole work order first. If any check fails, nothing is committed and a Commit Error says why:

every item has a storage location and a quantity;
the workflow’s Commit Requirement event, if it has one, has a value other than TBA;
the items fit in their storage locations: TrakIT adds up all the items going into the same storage location, plus the stock already there, and compares the total with its Capacity;
the custom validations that TrakIT Support may set for Commit Items pass. See Validations & actions.

Then TrakIT:

creates one InBound transaction for each item line, with the source WO, at its storage location. The stock belongs to the work order’s customer, here Example Trading Co, and keeps the line’s reference and remarks;
fills the workflow’s Warehouse Commit Event, if it has one, with the date and time, and the remark Inbound Items Committed;
records the commit on the work order’s Audit Log tab.

After the commit:

Add Item disappears, the items can no longer be changed, and Cancel Inbound appears;
the work order cannot be cancelled or deleted until the commit is cancelled.

A work order whose items have storage locations but are not committed cannot be closed: TrakIT says Items not committed. Commit, or remove the items, before you close it. Once the work order is closed or cancelled, its items can no longer be added, committed or cancelled.

4. Follow the stock

Each committed movement shows in several places:

Where	What you see after work order 30101 is committed
Item master (Operations > Warehouses > Item Masters)	The tiles’ Stock is 200, coloured by the item’s low and high levels. Filter by Warehouse, Area or Storage to see the stock in one place.
The item’s In Stock tab	200 in `WH1`, area `A`, storage location `A-01-2`, with the average age in days.
The item’s Transaction History tab	An InBound transaction of +200, source WO, work order 30101, customer Example Trading Co.
Warehouse transactions (Operations > Warehouses > Transactions)	The same transaction among all items’. Use Multi-Value Search with Work Order ID to list a work order’s transactions.
The stock report	The month’s opening stock, inbound, outbound and closing stock of each item.

The stock levels only colour the figures. TrakIT does not block anything when stock is low or high.

5. Issue the items on another work order

Work order 30102 delivers 50 cartons. On its Items tab:

Choose the warehouse, WH1, and the direction, Outbound.
Select Add Item, choose the Area and the Item. Only items in stock in that area are listed.

Under Select Source, choose where to take the stock from:

Source	Takes stock from	Use it to
By Storage	One storage location, anyone’s stock there.	Pick by location.
By Transaction	One earlier inbound transaction. Same Job Only lists only stock received on this job, here work order 30101.	Deliver exactly what one work order received.
By Customer	One storage location, only the stock of the work order’s customer.	Keep customers’ stock apart in shared locations.

Enter the Quantity. It cannot exceed the stock available at the source.
Select Save, then Commit Outbound when the cartons leave.

Adding an outbound item does not reserve the stock. Until it is committed, another work order can plan to take the same stock. Under By Transaction, the Alloc. column shows how much items not yet committed already plan to take from each transaction. If the stock has gone by the time you commit, TrakIT refuses the commit.

When you commit, TrakIT takes the stock oldest first (first in, first out) from the chosen source, and checks that the storage location allows stock out (its Operation Allowed). It creates one OutBound transaction for each inbound transaction it takes from. Each one shows the stock’s customer and reference, and in Inbound WO, the work order that received it. If any line cannot be committed, none is.

As for an inbound commit, TrakIT fills the commit event (remark Outbound Items Committed) and records the commit in the audit log. In the example, the item master now shows 150 cartons, and the transaction history shows -50 with Inbound WO 30101.

6. Move stock between storage locations

To move stock without a work order, for example from A-01-2 to B-03-1, use Move Stock on the item’s page. It needs Move Stock.

A move creates two transactions or more, with the source Move: an OutBound one at the old location, taken oldest first, and an InBound one at the new location. At the destination, the stock keeps its customer, reference and age, but its transaction has no work order. So moved stock is no longer listed under Same Job Only: issue it By Storage or By Customer.

Moving stock that a work order received counts as taking it out: that work order’s inbound commit can no longer be cancelled (see step 8).

7. Count and adjust stock

After a stock count, correct the difference with Adjust Stock on the item’s page: Add Stock or Remove Stock, with remarks of at least 10 characters. Each adjustment is a transaction with the source Adjustment, and stock removed is taken oldest first. It needs Adjust Stock.

To load the stock of a warehouse that starts using TrakIT, a system administrator uses Initialize Stock on the item master instead.

8. Correct mistakes

Transactions are never deleted. Cancelling one marks it cancelled (red in the lists) and returns its stock, and the Cancelled filter of Warehouse transactions finds it.

Situation	What to do
An item is wrong and not committed yet	Change it with its pencil icon, or remove it with its cross.
An inbound commit is wrong	Select Cancel Inbound. TrakIT cancels all the work order’s inbound transactions and their stock. Correct the items, then commit again.
An outbound commit is wrong	Select Cancel Outbound. TrakIT cancels the outbound transactions and returns their quantities to the inbound transactions they came from. Correct the items, then commit again.
Cancel Inbound is not shown	Some of the received stock has been taken out since, by an outbound commit, a move or an adjustment. Cancel the outbound commits that took it first. For a move or an adjustment, correct the stock with Adjust Stock.
The work order must be cancelled	Cancel its commit first, then cancel the work order.
The last transaction of an item is wrong	A system administrator can use Cancel Last Transaction on the item’s Transaction History tab. A move needs one cancel for each of its transactions.

Cancelling a commit needs Cancel Items. It does not clear the commit event: the next commit fills it again with the new date and time.

Troubleshooting

Message	What to do
No warehouses available. Warehouse selection is required to add Items.	The workflow’s warehouses need an area, the type Warehouse, and one of your companies under Company Access. See Setting up warehousing.
Quantity cannot exceed available stock (n)	Enter at most the quantity shown, or choose another source.
Items with Storage location or Quantity missing	Open each item with its pencil icon and complete it.
Required event ‘code’ is not completed	Record the workflow’s commit requirement event on the Events tab, then commit.
One or more storage locations is exceeding capacity with this commit	Put some items in another storage location, or ask an administrator to raise the Capacity.
Stock available is less than quantity requested, Not enough quantity available at storage location	Another work order, a move or an adjustment took the stock first. Check the item’s In Stock tab and change the item.
Storage operation not allowed	The storage location does not allow stock in or out. Choose another one, or ask an administrator to change its Operation Allowed.
No items to commit	The items are already committed.
Items not committed	When closing: commit the items, or remove them.
Cannot cancel Work Order with committed items, A work order with items committed to a warehouse cannot be deleted	Cancel the commit first.

Where to go next

Work order: the Items tab in detail.
Item and Item master: items, stock, moves and adjustments.
Warehouse transactions: every movement, with filters and export.
Running a yard: containers in a container yard, which TrakIT keeps apart from warehouse items.