EBS Mobile Warehouse Operations

Entersoft Business Suite^® 4.0| Entersoft Expert^® 4.0 | Entersoft Retail^®

Daily processes and use cases

Περιεχόμενα

1 Overview
- 1.1 Work environment
- 1.2 Concepts & Initialization
2 Procedures
3 More from READMES
- 3.1 Stock taking
- 3.2 Automatically fill in item dimensions via order

Overview

The purpose of this manual is to showcase the process workflows included in the Mobile Warehouse Operations subsystem.

These are management tasks, that take place within the company and aim to promptly meet the company needs in terms of stock and enforce data accuracy. In order to carry out these tasks with speed and accuracy, it is necessary that they can be performed using wireless terminals. For this purpose, the new Entersoft Mobile Warehouse Operations subsystem was developed.

These tasks are:

Receipt from supplier
Return to supplier
Receipt from Head Office or Branch
Ship to Head Office or Branch
Receipt from 3^rd party Warehouse
Ship to 3^rd party Warehouse
Stock tacking
Check prices
Check stock availability
My tasks
Branch tasks

Through this subsystem, the actions performed by a wireless terminal user are recorded in detail as primary data and then generated into documents.

Work environment

There are two distinct forms to the work environment. More specifically, back-office management carried out by users both from the Entersoft Business Suite® application, as well as from the Entersoft Retail® application and Wireless terminals recording actions.

Concepts & Initialization

Transport action. New entity Transport action is used to record the actions. Following the document "logic", each transport action is associated with an Action type which Specifys the behavior and update method. The transport action contains lines, Item transport action, which essentially refers to the recording entries of wireless terminals.

Order. Usually, each action takes place against a previous event. For example, receipt from supplier takes place against an order or a Proforma invoice, while receipt from head office or another branch is takes place against the Delivery Note issued by the branch that’s carrying out the delivery. These documents, which state the original "cause" of the recording action (order, delivery note, etc.), therefore have the role of order. This order is associated with recording actions and is called «Source document».
Ad-hoc actions. Recording actions that are carried out WITHOUT an order are called Ad-hoc actions. In these cases, and depending on the process flow, an ad-hoc order is created automatically, that is, an order without item lines, apart from header information.
Target document. The recording actions are generated into documents, which are called Target Documents.

Import configuration

Configuration is imported from the menu option: Configuration and Tools \ Data Import-Export \ Import data (advanced mode) …

$D:\FromMZA\ESBooks\4_1.png$

Import CRM_ZeroMigration_V4.emi

from \ ESMigration \ ESCRMZero.

Import ESMWOperationsZeroDB.emi from

\ ESMigration \ ESMWOperationsZero

Configuration

At the Mobile Warehouse Operations configuration node, the following options are available:

$D:\FromMZA\ESBooks\5_1.png$

Depositors. The depositor is the company itself. At this point, important configuration elements are designated, regarding the way that final documents are updated, which will be discussed in detail in the following sections.

Properties. This is a way of grouping multiple Action types that are used to control or activate a functionality. An action type can be linked to multiple attributes.

$D:\FromMZA\ESBooks\5_2.png$

Action types. The action types contain elements, necessary to identify actions, Specify their behavior as well as their display form. The action types suggested are pre-made, based on the initial customization and support the suggested procedures.

$D:\FromMZA\ESBooks\6_1.png$

Stores-inventory control policy. The stores-inventory transport control policy determines, whether or not inventory items can be part of wireless terminal procedures. Upon importing the configuration, the draft MWO_Standard - Standard Item Control Policy (MWO ICP) is imported.
Task type. Upon import the configuration, task type MWO - MWO action is imported. This type is automatically linked to the Action types.

Activation

In order to activate the various procedures and checks regarding the Store Processes Management subsystem, that must be designated in the relevant general parameter, in category Mobile Warehouse Operations - Customization:

The branch in question should be designated as a Point of Sale. This is done in the company's address form, available in menu: Inventory \ Sites & Warehouses.

$D:\FromMZA\ESBooks\7_1.png$

Inventory items, in order to be part of the warehouse operations, should be linked to the control policy. On the item screen, on the Transfer data page, the Store movements field has been added. Select: MWO_Standard - Standard Item Control Policy (MWO ICP). Furthermore, it is possible to run a batch update of the items from the item list.

$D:\FromMZA\ESBooks\6_3.png$

	In installations with Entersoft WMS® enabled, this field is already filled in with another policy. In these installations, the WMS control policy must prevail. However, this does not affect the functionality of the Mobile Warehouse Operations subsystem.

User groups. Upon importing the configuration, the following user groups are added.

Code	Description	AlternativeDescription
MWOBOAdmin	MWO Back Office Administrator	Administrator group for MW Operations Back Office
MWOBOUser	MWO Back Office User	User group for MW Operations Back Office
MWORFUser	MWO Mobile (RF) User	User group for MW Operations Mobile (RF)

	These Groups have been introduced to the MWO-MWO Action task type through configuration. In each installation, either users of Wireless Terminals and Back-office users should be assigned to these groups OR the existing groups should be integrated into the task type.

Procedures

In this chapter, use cases will be described in detail.

The guidelines and examples are mainly based on the recommended product configuration when it comes to documents, transitions, screen display formats and reporting tools.
In each process that will be presented in detail, procedures of wireless terminals are indicated by use of the icon $C:\Users\mza\Desktop\RF.png$ . Back office procedures are marked using the $D:\EBS_EN\4.8.0.0-ERP-EL02.F40-Release_Official\ESRetail\logo.jpg$ icon.

Receipt from Supplier

This is added upon merchandise reception from the supplier, in order to update the Warehouse quantities.

Βy Receiving order

$C:\Users\mza\Desktop\RF.png$

Procedure from the wireless terminal is as follows:

Specify task

#

Receipt from supplier

By selecting a task, the login branch and warehouse is automatically selected. Even if there’s more than one warehouse, the one that is also designated as a branch is selected.

Valid Action type: MWO_RCPT_SUP (Receipt from Supplier)

Valid Order type: PPI (Proforma)

General information

At the bottom of the screen, one can view the company, branch, and warehouse where the

data entry is made.

Using the F1 key, one can select a different warehouse than the one suggested.

Specify

supplier

The supplier is detected. The search for the supplier is carried out through one of the following ways:

Search from the suppliers’ list using the button F3.
By typing part or all of the vendor’s code, name or VAT number.

Specify

order

The order is detected. The search for the order is carried out through one of the following ways:

With the use of a Barcode document.
Search from the documents list using the button F3.
By typing in the code

$C:\Users\smp\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.IE5\VMTLPJOB\MCj04421410000[1].png$	* Note that, in case the order information is known to the user, it is not necessary to Specify a supplier. The user can proceed to defining the order right away and upon completion, the supplier. However, if the order details are not known, it is recommended that the supplier is entered, in order to only search for the orders of that specific trade account. It is recommended to use a unique barcode identifier to speed up search time - identification of orders

$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	The orders available for search are the ones not yet fully transitioned. The search time span is 30 days. Note that the calendar range of the search can be configured using various parameters. See more in section: Wireless terminal configuration.

Reference code

In this field the user enters the primary document, i.e. the original supplier order.

Alternative code

This is used in case where an Order

is received in parts at different times
and multiple Receipt notes are issued for it.
In this case, it’s necessary to designate
the delivery note when executing
any actions of receipt.

The document updating process
will respect this action and
will create multiple Receipt notes.

This functionality can be activated using general parameter:

Items of receipt

In this screen added the items who received.

Finding items can be accomplished by one of the well-known search methods (besides the code and the barcode may be the multiple product codes, coding of the alternative coding of the suppliers, etc.). A bar-code reader can also be used.

The search for items is Specifyd in the general parameter.

$C:\Users\dzo\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\45ONLJVG\1 (004).png$

	It is recommended to use a unique barcode identifier to speed up the search time - identification of orders
$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	In addition, search is supported in the following areas: LOTBarcode.0.E#LotCode.0.E#SNCode.0.E#SNBarCode.0.E Where LotCode : Code lot LOTBarcode : Barcode lot SNCode : Code serial number SNBarCode : Βarcode serial number A general parameter is the same as parameter: Items/Bar-codes: Entities list to search item in retail mode See corresponding articles in the Knowledge Base: KB-00130 - Search for items in Retail Mode KB-00772 - Search for items in BarCode lot

Check item

compatibility

$D:\FromMZA\ESBooks\11.png$ When selecting an item, there is a combability check for the product with the order. If a non-order item is selected, then confirm acceptance of the item.

$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	Note that this feature can be configured. See more in section: Wireless terminals configuration.

Add

barcode item

Select warehouse dimensions

In case it’s not possible to find an item due to lack of barcode, there’s the possibility of instantly adding a new barcode in the multiple item codes.

If add barcode is selected, a 2^nd screen appears where the item needs to be designated, either using its code or one of the other inventory match-up data. On the next screen, the measurement unit and dimensions are linked, if these do exist.

$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	Note that this feature can be configured. See more in section: Wireless terminals configuration.

If the item monitors some of the warehouse dimensions, a screen to set dimensions follows.

Choice of items of an order

Automatically fill in
dimensions based on order

Using the F1 key you can see and select from the items of the order. With the option, more information as a unit of measurement and warehouse dimensions are also given.

For the two non-named warehouse dimensions in particular (Warehouse dimension 1 & Warehouse dimensions 2), there’s the possibility of filling them in automatically.

After the item, color and size have been specified, probably using barcode, the order lines are reviewed, and if a unique value is found in warehouse dimension 1 or 2 for the relevant combination (item-color-size), it is filled in automatically. If the combination provided is not found at all (ad-hoc item delivery), or if more dimension values are found for the same combination, then the option stays blank and filling it manually is required.

$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	Note that this feature can be configured. See more in section: Wireless terminals configuration.

Item information

Select from
order items

Measurement unit

For the information needs during task execution to be met, there’s the possibility of viewing two more fields from the item.

Activating this functionality is possible through general parameter:

If the above are filled it, then this information appears in all wireless terminals’ procedures after the item information. Keep in mind that, the selected field appears only when the item’s value is filled in, otherwise it is exempted.

By using the F1 key, one can view and select out of the order items. Upon selection, the rest of the line information is also recommended, such as measurement unit and warehouse dimensions.

It is essential that the unit of measurement (or packaging)

is correctly filled in. If only one unit of measurement has been

Specifyd in the item, then this screen is omitted.

$C:\Users\smp\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.IE5\VMTLPJOB\MCj04421410000[1].png$	The measurement units available for selection are all units of measurement of the items, apart from the physical units of measurement (weight, volume, surface area, etc.). Physical units of measurement are only available if set as a basic or alternative item unit.
$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	It is possible to automatically select the item’s basic measurement unit. This feature is configurable. See more in section: Wireless terminals configuration.

Set quantity

On this screen, the user can set the quantity to be received..

In addition, there’s information on the progressive receipt of item in relation to the quantity and measurement unit of the order in field «Doc.Qty». If the receipt takes place in a different measurement unit than that of the order, the measurement unit is changed to the one considered as reference measurement unit in this field.

$\\BRUTUS\entersoft\temp\hka\Icon Experience All Collections\ES_Icons\iconex_ap\16x16\plain\gear.png$	There is a possibility of automatic suggestion of quantity 1 as well as automatic confirmation of the suggested quantity. If enabled, then, once the item is designated, a quantity of 1 is automatically filled in the quantity field. If the second setting is activated too, then the process continues without requiring user confirmation. See more in section: Wireless terminals configuration.

During the process, it is possible to check the

task progress.

Without an designating an item, by using the F2 key, one can see ALL actions related to an order for ALL items.

Whereas, if an item has been designated, then one can see the actions taken for the certain item up until now.

Repeat

step

After confirming the quantity, the set item screen returns, in order for the user to proceed with a new item delivery.

Completion

By exiting back to home screen, the entry registration is Complete and a new process can start anew.

Even if the same order is selected, a NEW action will be created.

$C:\Users\smp\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.IE5\VMTLPJOB\MCj04421410000[1].png$	An action being completed, carried out by the above functionality, is an important action element, as ONLY actions in the Completed state are available to update and create the final document.

Ad-hoc receipt

When there is no order or proforma, the process is the same remains as shown in the previous section. HOWEVER, in this case an ad-hoc order is created, meaning an order without item lines, just header information.

$C:\Users\mza\Desktop\RF.png$
Designate task	# Receipt from supplier Valid Action type: MWO_RCPT_SUP (Receipt from Supplier) Valid Order type: PPI (Proforma)
Designate supplier	Entering the supplier is, in this case, obligatory. Searching for the supplier is possible in the following ways: Search from the suppliers list, using the F3 button. By typing part or the whole of the code, brand name or the VAT number of the supplier.
Items of receipt	In this scree, one can enter the items with the quantities who received.
	class="wikitable"
$C:\Users\smp\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.IE5\VMTLPJOB\MCj04421410000[1].png$	If the item monitors one of the warehouse dimensions, a screen to enter the dimensions follows.

|}

Back-office operations

$D:\EBS_EN\4.8.0.0-ERP-EL02.F40-Release_Official\ESRetail\logo.jpg$

After the receipt action is Completed by the wireless terminal user, it’s time for the receipt document creation process to continue. The logging actions are available in the Receipt from supplier option, on the menu node:

Entersoft Retail^®	Administration\Mobile Warehouse operations
Entersoft Business Suite®	Inventory

General Data

Receipt from supplier.

Valid Order type: PPI (Proforma)

Valid Document type: PLN (Receipt note)

Valid Transition: 119. PPI=>PLN (Receipt Note from Proforma)

Type and Series

of document

The type of destination document is selected based on the table settings.

Match action types – document types in the Depositor form.

In order to select the series, the "Same series" setting overrides the rest, along with the transition type of document. In case this setting is not enabled, then one of the login branch series is selected.

Date

The document issue date is selected as the date of action execution.

Other header items

The header information of the source document is copied to the destination document, based on the transition rule specified in the destination document type.

Source

The source of these documents receives the attribute “Procedure”.

Marking

documents

In order to find them easily, it is possible to mark these documents in one of their header fields.

Receipt items

In the item section, the items are inserted along with the measurement unit, warehouse dimensions and quantities as recorded by the wireless terminal user.

class="wikitable"

Note that line information is NOT transported from the order to the generated document.

|- | Close pending quantities | Automatic quantity matching (backorder) is carried out, based on the transition rule specified in the target document type, in order for the Receipt Note to connect to the Order and to eliminate any “pending quantities”. |- | colspan="2"| {| class="wikitable" |- ! ! Any new recordings actions connected to the SAME order, are incorporated into the SAME receipt note. |}

|}

Update methods

There are three methods of updating \ creating a document. Each installation facility should choose the preferred method, based on the business organization model.

Direct update

Updating the logging actions immediately upon their completion can be done by activating rule: Mobile warehouse operations: Online update, which is available in the Transport Action entity (menu: Tools and configuration / Development & customization tools).

Scheduled Update

It is possible to create a new scheduled task (menu: Tools and configuration\Schedule\Scheduled tasks):

Scroller area: MWO Receipts

Scroller: Arrivals

Automation: Update receipt in ERP (Core Command)

On-demand update

Using the Update receipts option, which is available in the Receipt administration list from supplier (menu: Inventory\Μοbile warehouse operations\Receipt from supplier).

The scroller displays the actions that are not yet part of a document, as actions to be updated. Filtered are:

the login branch actions
actions in the “Completed” state