Warehouse Transfers

About Warehouse Transfers

Warehouse transfers are used to transfer stock:

• Directly to another warehouse

• To another warehouse via an In Transit (or holding) warehouse and the stock is received into the destination warehouse

• As a result of a purchase order raised on a warehouse by another warehouse

The warehouse transfer module consists of two forms

• Warehouse Transfer Outwards (WTO) – used to generate a transfer to another warehouse and can also be created when committing a purchase order created on a warehouse

• Warehouse Transfer Inwards (WTI) – to receive stock transfer via an In-Transit warehouse

Serialised and non serialised physical stock can be transferred.  Where an In Transit warehouse is used, additional costs can be added to the transfer that increases the unit costs of items as they are received into the destination warehouse.

System settings control whether back orders can be created where there is insufficient stock available to meet demands.  Process Back Orders is used to fulfil warehouse backorders and creates new warehouse transfers to transfer the stock and references back to the source warehouse transfer outwards form.

Simplified Workflow

Steps to transferring stock from one warehouse to another:

Create a Warehouse Purchase Order

This step is optional.

1. Open the Purchase Order Entry form

2. Click New and select Warehouse Purchase Order

3. Select the From Warehouse (eg, Bulk/Victoria) and enter the Part No.s required.

4. You can elect to use an In Transit warehouse on the PO if required, by ticking Use In Transit

5. Set Status To... Sent.  This automatically creates a Warehouse Transfer Out in the From warehouse.

6. Change to the Bulk/Victoria warehouse to see the Warehouse Transfer Out.

Open

Activate the Warehouse Transfer Out

The new warehouse transfer out automatically has the details from the PO.

1. Activate the Transfer Out to move to the Picking stage (see Use Picking below).

Open

If you don't use In Transit, the stock will move from Bulk/Victoria to Main/NSW on activation.  There is no need to use a Warehouse Transfer In.

Activate the Warehouse Transfer In (if using In Transit)

1. Change back to the Main/NSW warehouse and open the Warehouse Transfer In form.

2. Jiwa automatically displays the list of available Warehouse Transfer Outs to complete

3. Select the relevant Transfer Out

4. Review the details and Save.

5. Activate to move the stock from In Transit to Main/NSW.

6. Jiwa will prompt you to close the transfer if all stock has been received.

Use In Transit Warehouse

Using an In Transit warehouse provides the following benefits:

• Specific stock records can be picked by warehouse staff

• Additional costs can be added to the transfer

• Stock is receipted in by the destination warehouse and avoids timing issues with availability of stock as well as accounting for stock lost in transit

System Settings

• EnablePicking = No

• UseInTransitWarehouse = Yes

• EnableBackOrders = No

Added Costs

Adding costs to the warehouse transfer increases the final cost of stock received in to the receiving warehouse. Costs are apportioned across the units transferred by the method chosen. To add costs, enter a value in the 3 added cost fields in the footer of the WTO. In Jiwa Demo these are labelled Freight, Insurance and Storage, but you can change these labels in the System Settings form.

On the WTI, the Added Cost column will be populated on the line, so that the Total Received Cost equals Total Trans. Cost plus Added Cost. The Added Cost ledgers are controlled by the System Settings for Warehouse Transfer. These ledgers should be your relevant freight etc expense accounts. The expense account will be credited via the WTI and debited when you enter a creditor purchase from the freight company. The expense ledger will result in net 0.00 because the expense has now been absorbed into Stock on Hand in the receiving warehouse.

Use Picking

Picking allows for the transfer to be committed and then warehouse staff to actually pick and despatch the stock, either manually or with a scanner.  The field Picked By is updated accordingly.  This option only works when using In Transit warehouses.  The status of the form is changed to Picking when activated.  Once picked and activated again, status is set to In Transit.  Once stock has been receipted into the destination warehouse, the status of the outward form is changed to Closed.

System Settings

• EnablePicking = Yes

• UseInTransitWarehouse = Yes

Workflow with Use Picking

1. Create the Warehouse Transfer Out form – leave Quantity Trans. as 0

2. Active the WTO, the status is changed to Picking.

3. Type in Quantity Trans (or update it via your scanners) and select relevant stock lines from serial number dialogue box if relevant.

4. Save and Activate

5. Status changes to In Transit, ready for the Warehouse Transfer In from the receiving warehouse.