Warehouses

TrakIT keeps the stock of items in warehouses. Items come in and go out on work orders, and can also be moved or adjusted by hand. Every movement is a transaction, and the stock is worked out from the transactions.

The warehouse pages are under Operations > Warehouses:

• Item master: the items and their stock.
• Warehouse transactions: every stock movement.

The building blocks

Term	What it is
Warehouse	A site that holds items. Container yards are set up in the same place, but hold containers, not items.
Area	A part of a warehouse.
Storage location	A place in an area, named by up to three coordinates, for example row, bay and level. A storage location can be reserved for one customer, can accept stock in, out, both or neither, and can have a capacity.
Item type	A group of items. An item type can number its items automatically.
Item	Something kept in stock, with its code, name, unit, weight and volume per unit, and stock levels.
Transaction	One movement of an item: InBound or OutBound, at a storage location, with a quantity.

Warehouses, areas and storage locations are set up by administrators under Admin > Masters > Warehouses & Yards: see Setting up warehousing.

How stock is counted

• Each inbound transaction adds its quantity. Each outbound transaction takes from the oldest stock first: first in, first out.
• The stock of an item is what remains of its inbound transactions.
• An item’s age is the number of days since the stock first came in, even after it is moved.
• Stock can belong to a customer: stock received on a work order belongs to the work order’s customer. It stays theirs when it is moved, and a transaction that takes stock out shows whose stock it took.
• Each item can have a low and a high stock level. They only colour the stock figures and the stock report; they do not block anything.

Warehousing on work orders

A workflow uses warehouses when its Warehouse Operation is Inbound, Outbound or Both, and its work orders show the Items tab. The workflow can also limit the warehouses and item types its work orders can use.

On a work order’s Items tab:

1. Choose the warehouse and the direction (Inbound or Outbound).
2. Add the items, each with its storage location and quantity. For outbound items, you choose where to take them from: by storage location, by earlier transaction or by customer.
3. Commit the items: Commit Inbound or Commit Outbound.

Adding items only plans the movement: the stock changes when you commit. The workflow can require an event to be completed before the items can be committed, and can record an event when they are committed. Once items are committed, the work order cannot be cancelled or deleted until the commit is cancelled, and an inbound commit can be cancelled only while none of its stock has been taken out. For the whole flow, with an example, see Warehousing: receiving and issuing items.

Stock outside work orders

On an item, you can:

• Move Stock from one storage location to another.
• Adjust Stock: add or remove stock by hand, for example after a count.

Each creates transactions with the source Move or Adjustment. Transactions are never deleted: cancelling one marks it cancelled and returns its stock.

Permissions

Section	Permissions used
Item Master	Read, Create, Update, Delete, Export, Import, Update Item Data
Warehouse Transactions	Read, Export, Move Stock, Adjust Stock
Work Orders	Add Item, Delete Item, Commit Items, Cancel Items

Warehouse lists show a user only the warehouses open to one of their companies.