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    Advanced Warehouse
    • 26 Aug 2021
    • 5 Minutes to read
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    Contents

    Advanced Warehouse

    • Updated on 26 Aug 2021
    • 5 Minutes to read
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    Article summary

    ShopCtrl offers new functionality on registering and managing more details for products that are kept in stock.
    Now it is possible to add a Lot number, Serial number, and Expiration date to each stock item at a warehouse.

    Setting up an advanced product

    To change the product type to an Advanced product, please check the product settings of the respective product.

    Setting_up_Expiry_01a

    In a product menu, choose Stock > Stock Settings.

    Product property registration

    Here you can define whether the product requires a Lot number, Serial number, or Expiry date.

    Once the expiry mode is on for a product, an Expiry date should be set while provisioning it.
    For each product with an expiry date, it is possible to set two Expiry warnings. Once the product receives a status First expiry warning or Second expiry warning, the stock item status will be changed to Almost expired for this particular stock Item.

    FieldDescription
    Expire Warning UnitDay or month
    First Expiry WarningPlease set the first warning date the product status will be changed to almost expired
    Second Expiry WarningPlease set the second and last warning date before expiry. Please leave the field blank if a second warning is not required.
    Note:

    First Expiry Warning should be issued before the Second Expiry Warning.

    Setting up warehouse labels for advanced products

    On the shop owner level, it is possible to specify which labels to use for printing.
    Shop owner details page > Warehouse settings

    Template nameDescription
    Product label templatea template used for basic stock items (products)
    Stock item label templatea template used for advanced stock Items (which require Lot / serial number or expiry date)
    Warehouse location label templatea template used to define a specific location for a stock item in a warehouse.

    shop-owner-settings-warehouse

    Label templates are provided by ShopCtrl and could be changed in templates configuration.
    The default document templates use conditional merge fields to hide fields if not available.

    It is also possible to assign another type of label which is specific to a product.
    You could define this label in a Product Stock Settings
    Product details page > Stock > Stock Settings > Warehouse

    Setting_up_Expiry_04

    So for this particular product, this exact label will be used.

    Note

    These settings will override the shop owner settings.

    Please view Creating and editing document templates and Managing document templates for more information.

    Purchasing advanced products

    To purchase advanced products to your warehouse, please follow these steps:

    1. Create a purchase order and add an advanced product as you would normally do.
    2. Once the purchase order is delivered, please proceed to Provision. A window similar to this will be shown:

    Provision_advanced_products_06

    The Specify button will be displayed for the advanced products, offering to specify an exact lot number, serial number, or expiry date for each stock Item received.

    1. Click the Specify button. A new Receive Now window will be opened.

    Please check the select all checkbox to set an expiry date and lot number for all products received. Enter the data manually, or scan the items.

    receive_now_01

    It is also possible to change the entered data for the specific items and change the number of items received.

    receive_now_03

    Please note

    ShopCtrl system doesn't allow to provision of already expired items.

    1. Click Ok once finished entering data.
    2. On a provision page, click Save, Close and Print Labels.
      Now each stock item in the warehouse will be labeled accordingly.

    Stock items overview for an advanced product

    Once advanced products are provisioned to stock, it is possible to check the Stock Level for a particular product in product settings. Product > Stock > Stock Items.

    product-details-stock-items-list

    Expired products will be marked with a red exclamation icon image.png. Stock items that received a nearly expired warning will be marked with a yellow triangle image(13).
    It is also possible to filter and search through the Stock Items. By default, the filter is set to Only Available Stock Items.
    Please click the pencil in the stock items grid to edit the particular stock Item.

    Note:

    Once a stock item receives a status Expired, it could no longer be allocated for the sales order.

    Stock items received with a particular purchase order could be viewed within a specific purchase order. Purchase order details page > Stock Items.

    Stock_items_for_PO_01

    You could also apply all the filters listed above here.
    To reprint the labels, click the Print All button. Or please select certain stock items for which the new labels should be printed and click the Print Selected button.

    Shipping advanced products to a customer

    Once you receive a new sales order for the allocated advanced product, please proceed to the Order details page > Fulfilment > Create Shipment.

    The new Shipment page will be opened in a new tab.

    shipping_sales_order_advanced_products_01

    Note:

    The Interactive Pick List window is intended to use only with a barcode scanner. Scanning the correct label will pick a specific stock item. This will help eliminate mistakes with manually picking the wrong stock item.

    If the sales order contains one or more advanced products, an Interactive Pick Button is available. Please save the shipment and click the Interactive Picklist button. A new pop-up window will be opened.

    Note:

    The Interactive Pick List window will be opened automatically after scanning the picklist barcode.

    Interactive_pick_01a

    Scanning the specific stock item labels will also help to eliminate the errors associated with shipping a wrong product to the customer.
    Here one can scan the specific stock items with a particular expiry date shown in the picklist. After scanning, the products are picked, and the Ok button is enabled.
    If a stock Item with a later expiry date is scanned, an error warning message will appear.
    Therefore, products that have an earlier sell-by date will be shipped first.

    The First expired, first out

    The stock items are swapped the moment the shipment is created. That guarantees that the products with the nearest expiry date will be first to be shipped.

    It is also possible to pick an alternative for a specific stock item. Select a stock item that needs to be replaced and click a Pick Alternative button.
    A list of items available in stock will be displayed grouped by expiry date and lot number.

    Interactive_pick_01

    It is always possible to check which exact stock items were shipped for a particular customer.
    Open shipped sales order for editing. In the topic menu, select Stock Items

    sales_order_stock_items_01

    Product stock expiration report

    The Product Stock Expiration Report gives a clear visualization of what is going on with the management of the products with a set of expiry dates.
    In the Reporting section, please select a Product Stock Expiration Report
    Here the products are grouped based on the expiration date.

    Product_stock_Expiration_report

    The products are listed in the following order:

    1. Already expired products.
    2. Almost expired products, i.e., products that received the first expiry warning.
    3. Products that are about to expire, i.e., products that received the second expiry warning.