Distribution Help and User Guide | Warehouse Replenishment v21 to v22

1. Changes to Standard Sage screens

In addition to the new menu options described later in this help and user guide, there are also changes to standard Sage screens, which are detailed in this section.

1.1. SC - Enter New/Amend Stock Item Details

The Distribution setting relating to the stock item can be found in the Sicon tab.

Auto Issue Item When Received – If this is set, on receipt of the Stock Transfer the item will be automatically issued, as per a standard Sage Internal Stock Issue.  The nominal for the Issue can be set in the Distribution Settings.

1.2. SC – View Balances

By clicking the Distribution button at the bottom of the View Stock Item Balances screen, you can access the standard Sage View Stock History screen and the Sicon View Stock Movements screen.

2. Warehouse Replenishment Menu

2.1. Stock Shortage Transfers

This feature greatly enhances the standard Sage Transfer Stock option to move stock between warehouses. It provides a means of allocating stock, printing a picking list, despatching it (with a despatch note) and moving it to an In Transit warehouse before receiving at the destination warehouse.  Where Sicon Barcoding & Warehousing is installed, the Stock Transfers can be processed on the handheld devices.

Each Stock Transfer is a separate record, with its own Transfer Batch No reference. A single transfer reference can contain as many different stock items as desired, but must have a single destination warehouse. The window on the right-hand side of the screen will show all the transfer items for the highlighted transfer on the left-hand side, with columns displaying the Quantity, Allocated quantity, Despatched Quantity and Received Quantity.

You can filter the transfers displayed using the filters at the top.  By default all transfer Statuses other than Received are displayed.

A new transfer can be generated using the New Transfer, Copy Transfer or Transfer Templates buttons.

Copy Transfer – Highlight the required transfer on the list and click on the Copy Transfer button.

Transfer Templates – Click on the Transfer Templates button and select the template required.  A new template can be added by clicking on the New button and following the procedure laid out in New Transfer.

New Transfer

Description – This field is optional and will appear on the Picking List, Despatch Note and in the Description column of the main Stock Transfers screen.

Transfer Destination – This will default to ‘Deliver to Warehouse’.

From warehouse – A ‘From’ default warehouse can be set in Distribution Settings.

Despatch Date – Enter the date for the despatch of the transfer.

To warehouse – Select a warehouse that has been created in Sage Stock Maintenance.  A postal address needs to have been set against the location, in order for the Stock Transfer to be created.

Requested Date – The date the transfer is required, which will be displayed on the Picking List and Despatch Note.

Special Instructions – This will be displayed on the Picking and Despatch notes.

Courier/Delivery Code – These are optional and are created within Distribution Settings.

Add – Once you have added the first line, it’s possible to tab across the fields to add subsequent lines.  You can select the bin that each transfer line will come from (if the setting to use bins is set), record the required quantity and choose how many you would like to allocate.  The lines can also be allocated at a later date.

Distribution Button – This gives access to the View Item Balances, View Stock History and View Stock Movements screens.

Print Picking List – If the transfer lines have been allocated, the Picking List can be printed.

If the Picking List is printed at this stage, the following 3 buttons will displayed:

Despatch Transfer – The Transfer can despatched and a Despatch Note printed.

Cancel Pick – This will cancel the Pick and take the Transfer Status back to ‘New’.

Reprint Picking List – The Picking List can be reprinted if the Transfer needs to go back to the ‘Picking’ status.

If the transfer is not Picked in the Create/Edit Stock Transfer screen, on saving the transfer it will show with a status of New in the Sicon Stock Transfer screen.

Allocate – Transfers can be selected and allocated.

Print Picking Lists – Once the transfer has been allocated, the Picking List can be printed.  The status will then be displayed as Picking.

Despatch – After the Picking List has been printed, the transfer can be depatched.  This will move the stock out of the ‘From’ warehouse and into the warehouse specified in the Stock Transfer Transit Warehouse field, in Distribution Settings.  The quantity for despatch can be reduced before the Despatch Note is printed.  A new transfer line will be created for any un-despatched items.

Receive – This will fully receive all of the items despatched on the transfer into the ‘To’ warehouse and change the status of the transfer to Received.   If the despatched quantity differs to the quantity received, a manual stock adjustment will be needed to return the items to the ‘From’ warehouse.

Stock Transfer History – In the Create/Edit Stock Transfer screen there is an additional History tab displaying the line history of each transfer line.  The View Item Balances, Stock History and Stock Movements screens are also available via the Distribution button.

2.2. Archived Stock Shortage Transfers

Stock Shortage Transfers that have the status of Received, can be archived within Stock Shortage Transfers screen.

The Stock Transfer list can be filtered to show Received transfers only.  On selecting the transfer, the Archive button will appear.  Once the transfer has been archived, it will be removed from the list and be displayed in the Archived Transfers list.

The list can be filtered by Reference, Description, From Warehouse and To Warehouse. Alternatively, these can be left blank and, on clicking the Search button, all archived transfers will be displayed.

2.3. Stock Replenishment

This allows for the system to suggest replenishments from one warehouse to another based on the stock item minimum levels set on the warehouse. You can select a source warehouse to supply the stock to and a destination warehouse that needs replenishing.

Warehouse Group – If a central warehouse holds the stock that replenishes a number of other locations, a Warehouse Group can be created within the Distribution Maintenance menu.  In the below example the Warehouse location replenishes a number of vehicles.

Source Warehouse – The warehouse the stock items need to be replenished from.  If a Warehouse Group has been selected, this field will be populated based on the screen above.

Despatch Date – Enter the date for the despatch of the transfer.

Destination Warehouse – The warehouse that requires replenishing.  If a Warehouse Group has been selected, this field will remain blank.

Required Date – This will be used as the Stock Transfer Requested Date.

Edit Dates – Where a Warehouse group has been selected, the Edit Dates button will be displayed.  This allows the Transfer dates to be modified for the individual locations within the Group.

Stock Replenishment screen – This will display all stock items associated with the Destination Warehouse/Warehouse Group.

Source Warehouse Stock – This displays the Available free stock in the Source Warehouse, as well as the Minimum Stock quantity.  Where the Shortage requirement for the Destination warehouse will take the quantity in the Source warehouse below the minimum stock level, the Transfer Quantity will be zero.  Where there is no Shortage, the Transfer Quantity will be blank.  If required, the Transfer Quantity can be amended.

Destination Warehouse Stock – The replenishment will check the Minimum Stock requirement and, based on the In Transit and Free Stock quantities, calculate whether a transfer is required.  Ticking the ‘Only display items with shortages’ will remove all stock items where a transfer is not required.

‘>’ Function – Where a Warehouse Group has been used, highlighting the line and double clicking on the > will display a screen showing a breakdown of the Shortage’s by each warehouse in the group.  If required, the Transfer Quantity can be amended.

Create Transfer – This will create the Transfers for the warehouses, which will then be available in the Stock Shortage Transfers screen for processing.

2.4. Transfer Small Stock Item Batches

This screen is designed to allow you to easily deal with batch items that remain in stock, but are unlikely to be sold or used due to the small batch quantity.

Product Group – Select the Product Group the batch items belong to.

Maximum Batch Quantity – This filters the Stock Item batch quantities requiring Write Off/Transfer.

Warehouse Transfer – The batch quantities can be transferred to a warehouse selected here.

Write Off – The stock write off type can be selected from the drop down list.

Proceed – This will process the Transfer/Write off once the stock items have been selected.

2.5. Maintenance

Warehouse Replenishment Group Maintenance – The Warehouse Groups, as described in 2.3, are created here.  Each Group must have a Name and a Source Warehouse.  The destination Warehouses for the Group can then be added.

3. Reports

• Consignment Transfer – Once despatched, this reports the Transfer details and status.
• Purchase Orders and Returns Linked to Sales Orders – Only available with POP Management module
• Purchase Orders Outstanding Tracking Dates – Only available with Container Manager.
• Purchase Orders Awaiting Confirmation Detail – Only available with POP Management.
• Purchase Orders Awaiting Confirmation Summary – Only available with POP Management.
• Discontinued Stock Items – Only available with SOP Management.

4. Utilities Menu

4.1. Settings

Warehouse Replenishments

Last Transfer Number – The number for the next Transfer can be changed using the Unlock button to allow edits to this field.

Default origin warehouse – When creating a new Transfer, this location will be pre-populated in the ‘From Warehouse’ field.

Stock Transfer Transit Warehouse – The warehouse to be used as the In Transit location, when the Transfer has been despatched but not received.

Stock Transfer Internal Area – The internal area to be used for the Stock Transfers.  This is created within the Sage Stock Settings and requires a nominal code for the value of the In Transit stock.

Enable Courier Selection – Activates the Courier field on Stock Transfers. The Maintain Courier’s button is used to manage a list of couriers.

Enable Delivery Code Selection – Activates the Delivery Code field on Stock Transfers. The Maintain Delivery Codes button is used to manage a list of delivery types.

Enable bin selection – Additional columns are added to the Create Transfer screen, allowing the selection of bin locations within the ‘To’ and ‘From’ warehouses .

Set the default “To Bin” to the highest priority bin (Excluding priority 1) – This will automatically choose priority bin 2 or above.

Internal Area To Use When Auto Issue Items On Receipt – If the item is set to Auto Issue on receipt within the Stock Item Details Settings, this is the Internal Area the stock will be issued to, as per a standard Sage Internal Stock Issue.

4.2. Sage to Sicon SO Fulfilment

This screen allows you to update existing Sales and Purchase Orders to use the new fulfilment methods in Distribution. You can click the Run button to apply the switch to all live and on hold orders, or alternatively specify individual sales or purchase order numbers and click the relevant run button next to the order number field.

4.3. Import Stock Item Settings

The Distribution Settings, required within the Stock Item Details screen, can be imported via a .csv file.  Clicking on the ‘Example Import File’ button provides the user with the Excel sheet to populate, and subsequently save as a .csv file.

The Check File button will check the data for any errors.  Lines with errors will be highlighted in red.  Hovering the mouse over the Stock Item will display the reason for the error.  Please note, the Stock Item data must be in the exact format as the data in Sage, i.e. capitals/lowercase.

Once all the data is correct, the Import button will no longer be greyed out and the data can be imported.

5. Enable Module

The Enable Strings supplied by Sicon are displayed here.