Warehouses

Adding a warehouse creates a new storage facility for inventory items.

To add a warehouse:

1. In the Add Warehouse field, enter the name of the new warehouse.

   The name you enter must be unique.

2. Click ADD.

   A dialog box opens asking you to confirm your choice.

3. Click OK.

   The warehouse is created. Additional fields appear allowing you to further define the warehouse, if needed.

   When you create a new warehouse, a default bin (a storage location within the warehouse) is also created. For more information, see Bins.

4. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

5. (Advanced Inventory Only) In the Stock Item Issue Required field, select a Yes or No value.

   If you select Yes, stock items stored in this warehouse can only be issued to a work order using the Item Issue transaction page. They cannot be allocated to a work order on the Work Order Financial page by clicking the Add Material Item button.

   If you select No, stock items stored in this warehouse can be issued to a work order using Item Issue or Add Material Item.

6. (Advanced Inventory Only) In the Moving Avg Inventory Method field, select a Yes or No value.

   If you select Yes, then the moving average cost method is used to calculate the unit cost of inventory items. Using this method, the cost of an inventory item is re-calculated by the system every time a receipt, return, or transfer transaction occurs. This provides a more accurate cost of goods since the value is continually adjusted to reflect the actual cost of the items moving into and out of inventory.

   If you select No, the unit cost for items is entered manually for an item.

   Important!

   If you set this value to Yes, the moving average method must be used permanently, going forward. You cannot revert to manual unit cost entry. The flag becomes non-editable and the unit cost field on the Material Item Details page becomes non-editable for all items.

7. In the Rename field, enter a value if you want to rename the warehouse.

8. In the Status field, select either Active or Inactive.

   An Inactive warehouse remains in the system, but neither the warehouse nor the items stored in it displayed to the user. If you no longer want to use a warehouse, you can inactivate it. Warehouses cannot be deleted once any bins or items are associate with it.

9. (NPFA Only) In the Region for Extract field, select a journal extract region.

   For installations utilizing Non-Profit Fund Accounting, this field allows you to select the region that the costs from supply issue inventory transactions from this warehouse will be associated with when region-based journal extracts are performed. Only regions that have been designated as eligible for extract on the Region Details page are included.

10. Click UPDATE.

If the NPFA (Non-Profit Fund Accounting) module is enabled, an Accounts pane is displayed, allowing you to define the accounts that warehouses use to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.

Warehouses can be modified. For example, if you want to change the name of the warehouse, you can enter a new name. To edit a warehouse:

1. In the Warehouse field, select the warehouse to edit.

2. Modify any of the following values:

   • Tab Order – the order in which this warehouse is listed in drop-down menus
   • Rename – the name of the warehouse
   • (Advanced Inventory Only) Stock Item Issue Required – whether item issue is required for this warehouse
   • (Advanced Inventory Only) Moving Avg Inventory Method – whether the moving average cost method is used to calculate the unit cost of inventory items
   • Status – whether this warehouse is Active or Inactive; Inactive warehouses are not displayed to users
   • (NPFA Only) Region for Extract – the region that the costs from supply issue inventory transactions from this warehouse will be associated with for journal extract

3. Click UPDATE.

If you created an warehouse in error, you can delete it. A warehouse cannot be deleted if any bins are created or any items have been stored in it. If you create warehouse bins and want to delete the warehouse, you can delete the bins and then delete the warehouse.

When a warehouse is created a default bin is automatically created as well. You must delete this default bin before the warehouse can be deleted. For more information, see Bins.

If you have added items to the warehouse, the warehouse cannot be deleted because the system maintains a permanent audit trail of all inventory transactions that have occurred. You can, however, select the warehouse and change its status to Inactive so that it cannot be accessed by users.

To delete a warehouse:

1. In the Warehouse field, select the warehouse you want to delete.

2. Click DELETE.

   A dialog box opens asking you to confirm your choice.

3. Click OK.

Once a warehouse is created, you can allow users to access the warehouse. Users can be granted access to a warehouse by:

Associate the Warehouse to a Property

Associating a warehouse with a property provides access to the warehouse to all users who have access to that property.

1. Open the Administration Menu page.

2. Under the ADMINISTRATION heading, click Edit a Property.

3. Click SELECT PROPERTY and select the property you want to associate the warehouse with.

4. Scroll down to the WAREHOUSES pane.

5. In the Warehouse field, select a warehouse.

6. Click ADD.

   The warehouse is added to the list of warehouses that are accessible through that property.

Provide Direct Security Rights to the Warehouse (Advanced Inventory Only)

Providing direct security rights to a warehouse gives a user access to a warehouse regardless of which properties he or she can access. This is useful in a situation where you want to provide direct warehouse access to inventory personnel who may have no need for any particular property rights.

To provide direct access to a warehouse:

1. Open the Administration Menu page.

2. Under the ADMINISTRATION heading, click User Security.

3. Click SELECT USER and select the user you want to associate the warehouse with.

4. Scroll down to the Warehouses pane.

5. In the Warehouse field, select a warehouse.

6. Click ADD.

   The warehouse is added to the list of warehouses that are accessible through that property.

7. In the Tab Order field, enter a numeric value.

   The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

8. Click UPDATE.