Logistics may be defined as the process where goods flow between the point of origin and the point of consumption.

Output from the logistics process

  1. Reception, picking and shipping of physical items.

  2. Distribution and handling of information and resources.

The logistics process handles all the tasks when goods or resources are to be transported from the origin source to the consumption source. The information flow between these two sources can be enormous, and in those cases an ERP-software would take care of the integration between information and physical items. The main goal for the involved parts in logistics is always to use a minimum of resources which are required to handle the different flows. Requirements such as reception of goods, inspections, quality assurance, picking of goods and shipping of goods must be performed, registered and documented in the most proper way.

Tasks involved in this process

  1. Receive goods related to purchase orders

    Goods transported and delivered to the warehouse must be registered and documented as received.

  2. Inspect received goods

    The received goods may be inspected and approved before they are entered in stock.

  3. Pick goods related to shipping advices

    Goods which are to be shipped must be picked and registered out of stock.

  4. Complete shipping of goods

    Goods which has been picked for sending may have to be measured, weighted, packed and registered towards a forwarder’s tracking number.

  5. Customs clearance

    Goods going out to foreign countries can require customs clearance.

  6. Handle stock transfers between warehouses

    Moving goods between warehouses may be registered out from stock and in to the new stock location.

  7. Handle deviations

    Goods which have not passed the inspection or later are observed as broken, missing or registered with wrong quantity, must be acted upon.

  8. ReportingThe analysis phase needs information in form of reports and statistics to successfully follow up suppliers, customers and the warehouse.

Reception

Link to interaction

The reception process is where goods related to purchase orders are received.

Output from the reception process

  1. Documentation prepared for goods coming into stock.

  2. Tracking of goods expected to be delivered to stock.

  3. Goods registered into stock.

Correct goods reception is a prerequisite for the efficient function of warehouse processes. The goods reception is performed by personnel, either manually or by assistance of electronic equipment such as handheld terminals. Incoming goods related to purchase orders are received, inspected and put into stock. If a company is losing the traceability within the warehouse, or the link between the warehouse and an ERP-system, it may have unfortunate consequences. A low turnover in the stock is not good for the economy, a lost traceability for goods in stock is not good for the delivery performance, and a lack of inspections and quality control may result in high amount of reported deviation cases.

Tasks involved in this process

  1. Create waybill in

    The forwarder of the shipment may be registered upon a shipping consignment.

  2. Perform inspection control of goods

    All, or parts of the received goods, may be inspected before they are put to stock.

  3. Print stock labels

    If the goods must be labeled before putting to stock, the warehouse worker may print stock labels.

  4. Put goods into stock

    Goods are physically put to internal stock locations and must also be registered as available, or at least "received".

Settings for Logistics - Reception

Setting name

Description

Max 1 item per goods reception (SSA)

If this setting is "ON" - Only one item is allowed per goods reception (SSA). Mostly used for companies that are using external software/hardware for warehouse management. e.g. HHT (Handheld devices), Pater Noster etc). If setting is "OFF" - Several items can be added per goods reception. PS!! If a company is using handheld devices to put away goods to stock, this setting MUST be "ON"

Directly prepare Goods Reception (SSA) for put away

If this setting is "ON" - When a document is transported to a goods reception (SSA), the goods reception will automatically be registered to status 2. If the setting is "OFF" - goods reception will be be created in status 1, and must be handled manually from there. In addition the setting 'Max 1 item per goods reception (SSA)' must be "ON".

Register goods reception (SSA) directly to stock

If this setting is 'ON' - When a purchase order (SPO) or purchase order response (SOA) item is transported to a goods reception (SSA), you may choose to automatically register the goods reception to stock (status 3 or 9 depending on document type) If the setting is 'OFF' - goods reception will remain in status 1 or 2, depending on if setting 'Directly prepare goods reception (SSA)for put away' is 'OFF' or 'ON'. The settings 'Max 1 item per goods reception (SSA)' and 'Directly prepare goods reception (SSA) for put away" must anyway also be switched 'ON' to get this option.

WayBill-In (WBI)

An Arriving Waybill (WBI) is a document which identifies a specific consignment of goods. One consignment can consist of several deliveries. Each delivery is identified by a Goods Reception (SSA) document. Several SSA documents can be connected to one WBI document.

To open the Waybill-In (WBI) application, find Logistics in the RamBase menu and then Reception. Click Arriving waybills to enter the WBI application.

You may create a WBI in advance if the supplier notifies you about the goods in transit. The WBI will stay in status 1 until the goods arrive.

Create a WayBill-In

  1. To open the Waybill-In (WBI) application, find Logistics in the RamBase menu and then Reception. Click Arriving waybills to enter the WBI application.

  2. Click the Create a new arriving waybill button in the lower left corner to open the popup where preliminary information is added.

  3. Choose the carrier of the shipment from the drop down menu.

  4. Insert carriers tracking number in the Tracking number field.

  5. Use the radio buttons on the bottom of the popup to choose customer or supplier, and add the desired customer or supplier in the field.

  6. Enter the necessary information regarding the shipment. The weight and length units will be inherited from the LOC settings, but may be overridden.

    1. Number of packages

    2. Gross weight and weight unit

    3. Length/Width/Height and length unit

    4. Area/cm2

    5. Volume/cm3

  7. Any additional information may be added to the Note textbox.

  8. If it is an international shipment, please add the necessary information in Customs area.

  9. Choose the Register arriving waybill option in the context menu when finished.

Receiving Purchased Products (RPP)

Receive Goods (RPP) is an application where products are received. The Purchase Orders (SPO) are listed in the menu with all related details in the following columns. The products are both products that are using assignment (physical products) and products that are NOT using assignments (non-physical products, such as services). The incoming SPOs are either marked as received (set to ST:4), for products without assignments, or forwarded to Goods Reception (SSA) for products with assignments.

The filter fields at the top are used to filter down to the desired documents. There are two predefined filters, for products with assignments and for those without.

Use the icon in the second column to either register the products to stock (products with assignment) or set the product as received (products without assignments).

Choose several item lines by using the status icon as a checkbox and choose the desired option at the top right. As with singular selection, the choices are either Forward selected items.to goods reception for products with assignments, and Selected purchase orders received for the products without assignments. The criteria for multiselects is that the chosen products belong to the same order.

When forwarding a product to a SSA, you will see a popup window with details. The field called Product validation is used to scan the product name (also manufacturer and supplier name) to ensure that the correct product is being received. The scanned name will be compared with the name of the original order (SPO-/SOA-ITM). If the comparison finds a match you will see a green checkmark next to the field. If the comparison fails you will see a yellow warning sign.

Goods In (GIN)

Goods In (GIN) is an application that allows the user to register shipments into a warehouse.

To open the Goods In (GIN) application, find Logistics in the RamBase menu and then Reception. Click Receive goods to enter the GIN application.

In GIN the operator transports Purchase Orders (SPO) to Goods Reception (SSA) documents in accordance to the shipping advice accompanying the incoming goods.

Run Goods In process (GIN)

There are two methods of running Goods In (GIN). You may either start it from a related WayBill-In (WBI) or from scratch.

Run Goods In from WayBill-In
  1. To open the WayBill-In (WBI) application, find Logistics in the RamBase menu and then Reception. Click Arriving waybills to enter the WBI application.

  2. Find and open the related WBI.

  3. Click the Start GIN icon to enter the GIN application.

  4. Here you will see an overview over all open Purchase Orders (SPO).

  5. Click the magnifying glass icon to filter if you do not find the SPO in the list. The easiest method to filter is to use the Case field where you may enter the SPO number and filter by all SPO / SOAs related to this SPO.

  6. Highlight the desired item line and press ENTER. This will open the Transport Item popup.

  7. Here you may adjust certain information, such as quantity, and add additional information as needed. Click OK when you are finished.

  8. You will now return to the GIN menu, where the SOA will have disappeared as it is no longer open. It has been transported to a Goods Reception (SSA) document and can be found using the SSA-Documents folder, where you will need to highlight the document and press ENTER. This will take you to the SSA-Items folder where you can enter the SSA-item.

You can also go directly to the SSA using the SSA application and find the desired SSA.  

  • The SSA will end up in ST:1 or ST:2 depending on company settings. As long as the SSA is ST:1 or ST:2, it is not yet available for outbound shipments.

Run Goods In from scratch

To create an SSA without starting from the WBI application, open the Goods In (GIN) application. Find Logistics in the RamBase menu and then Reception. Click Receive goods to enter the GIN application. Follow the previous instructions from step 3.

Goods Reception (SSA)

A Goods Reception (SSA) is a document that contains a list of goods that has been received from the supplier. And it is used for holding stock in the Stock Assignment (SAR).

It is possible to see the history of what happened to the stock over time, whether it has been corrected, transferred to another location or stock location, or been counted.

To open the Goods Reception (SSA) application, find Logistics in the RamBase menu and then Reception. Click Goods receptions to enter the SSA application.

A Purchase Order (SPO) is sent to the supplier and then returned as a Purchase Order Response (SOA) confirming the SPO. The goods are received from the supplier and then the SSA document is issued. On the reception of goods from the supplier, warehouse personnel use the Receive goods (RPP) application to look up the associated SPOs or SOAs, and to transport the item lines to an SSA. Use the Goods in (GIN) application for service and rental documents.

Once you register an SSA, you cannot backdate or change the period.

Enter goods into stock

While in the Goods In (GIN) application and in the SSA-Documents folder, or from the Goods Reception (SSA) application, you can highlight the desired SSA and press ENTER, which will take you to the SSA-Item folder, where you press ENTER on the item line to enter the SSA Item.

  1. If GIN was started from WBI, you can now see the WBI number has been added to the document in the Arriving waybill field.

  2. Depending on the company settings, the SSA ends up in ST:1 or ST:2.

    • If the SSA receives ST:1, you will need to use the option Print labels and prepare for put away in the context menu, which will set the SSA to ST:2.

  3. When the SSA is in ST:2, choose the option Register as stock in the context menu.

The goods are now registered and entered into stock, to an unassigned stock location. To assign a stock location, enter the SSA item and choose the Move goods to other stock location option in the context menu. This will take you to the Stock Move (STM) application.

The process of moving stock to a stock location and registering the SSA can also be done via the PUTAWAY application on a handheld device.

Register serial numbers

It may be necessary to register serial numbers to the incoming goods.

To register serial numbers for incoming goods, open the actual Goods Reception (SSA) document. This will be prompted if the option RequireSnoToReceive in Product (ART) (located in the Misc folder) has been set to YES.

  1. Enter the desired item by highlighting the item in the item line and press ENTER.

  2. Choose the Serial numbers... option in the context menu.

  3. In this popup you can enter serial numbers one by one, or if a sequential number series has been received, you may use prefix and multiple update.

The serial numbers can also be scanned via the Serial Numbers (SERIALNO) application on a handheld device.

Reserve stock

If you need to retain stock for any reasons, the field Reserved quantity can be used.

How to reserve goods
  1. Enter the SPO / SOA / SSA document you want to reserve items on.

  2. Enter the specific item you want to reserve.

  3. In the field Reserved quantity, enter the amount of goods you want to reserve.

This amount will now be locked and cannot be linked to other documents until the reserved quantity is reduced. Application that shows stock assignments for PWO, COA, SRT, STW will show the Reserved quantity in a separate column. To release allocated goods, the Reserved quantity has to be decreased.

Assign stock location with Stock Move (STM)

The Stock Move (STM) application is used to assign stock location to received goods. To open the Stock Move (STM) application, find Logistics in the RamBase menu and then Warehouse management and Move goods. Click Move goods to enter the STM application. Or use the context menu option Move goods to other stock location from the related Goods Reception (SSA) item.

  1. Find the unassigned goods you want to assign a stock location. If you have used the context menu option Move goods to other stock location on the SSA, the goods will already be highlighted in STM. If not, highlight the desired item line.

  2. After the item line has been highlighted, options to move and split the Stock Location Assignments (SAP) will appear.

  3. The column Move Qty. will have a box where the quantity you want to assign a stock location can be entered. If less than full amount is entered, the remaining goods will remain unassigned and the SAP will split.

  4. The next field in the Move to Stock Location column is then used to find the desired location for the stock. Either start typing the location name, or find it from the menu. The move will happen immediately after the location has been entered.

  5. When you highlight the desired item line, you can block the goods from picking and linking using the checkboxes in the Stock Location Assignment Details area.

The move can be seen in the Stock Location Assignment History down in the right corner, with the latest change at the top.

Register goods with handheld terminal (PUTAWAY)

To register goods to preferred stock location using handheld terminal, you will need to use the PUTAWAY application.

To open the Putaway (PUTAWAY) application, find Logistics in the RamBase menu and then Warehouse management and Move goods. Click Put away by handheld device to enter the PUTAWAY application.

  1. Scan the goods reception ID. You can also type the details in the text field by clicking the keyboard icon.

  2. This window shows all the relevant information regarding the SSA-item. If preferred stock location has been set on the Product, this will show as a default value for the item.

  3. Click the pen icon next to the quantity to choose the desired quantity you want to place at the given stock location.

  4. The next step will be to set the stock location by either scanning the stock location label or entering the stock location name manually.

  5. The next window will confirm the stock location placement and quantity. If the details are incorrect, click the Undo Operation button and redo it. The history of the stock location assignments are saved in the history listing below in the PUTAWAY application.

  6. The program is now ready for the next stock location assignment.

View Stock Assignment

It is possible to view stock assignments for a product from the Item view using the Stock Assignment (SAR) icon. This will open a new window which shows if there are assignments to the following documents: Sales Order (COA), Shipping Advise (CSA), Customer Quote (CQU), Production Work Order (PWO), Supplier Return (SRT) and Goods Transfer (STW), Service Orders (CSO), Stock Correction (SAW) and Stock Location Assignment (SAP).

  1. To open the Stock Assignment (SAR) window for an SSA item, enter the SSA.

  2. Click the cogwheel in the Items folder.

  3. Select Columns and click on the Assignments check-box.

  4. Click the SAR icon in the Assignments column to open the Stock Assignment window.

Column explanations
  1. ItmSt

    Status of the documents with assignments.

  2. LinkQty

    The quantity that is assigned to this document. If “Pending” is showing in the “Pending” column, then this quantity is pending purchase/manufacturing. If not, it is the quantity that is assigned from the respective Goods Reception.  

  3. Bound

    The quantity that is assigned to this document from Purchase Order (SPO), Purchase Order Response (SOA), Goods Reception (SSA) and Production Work Order (PWO).

  4. Docid

    ID of the document.

  5. Revision

    The product revision from the document.

  6. Pending

    Displays the value “Pending” if the document is pending purchase/manufacturing. You can choose to remove remove documents by unchecking the “Show Pending Orders” button.

  7. ProdStart

    If the assigned documents is a Production Work Order, this is the Start Date from this.

  8. Icons

    Inspect to other applications.

  9. Loc

    The warehouse locations these documents have assignments from.

  10. UserId

    Assignee of the document.

  11. Req

    Requested Delivery date from the document.

  12. Conf

    Confirmed Delivery date from the document.

  13. Gm

    The documents Gross Margin in percent.

  14. Price/NOK

    Price of the documents, converted to currency from the Goods Reception.

Quantity area
  1. FreeQty

    The Goods Receptions available quantity for new assignments.

  2. StockQty

    The quantity of this Goods Reception which have not yet been shipped out from warehouse or been consumed in historical Production Work Orders.

  3. ReservedQty

    A quantity that for any reason is reserved in this Goods Reception. This will reduce available quantity accordingly.

  4. ProdQty

    The quantity from this Goods Reception that has been picked to active Production Work Order.

Picking

The picking process may be defined as the process where goods are physically picked and allocated to prepared shipments.

Output from the picking process

  1. Picking for one order completed.

  2. Picking for several orders consolidated and completed.

For outgoing orders with physical goods involved, the goods must be picked and registered as picked. To maintain the control over the goods related to a specific order, the information telling the warehouse workers which product to be picked, must be followed. The entire picking process can be assisted by a handheld terminal / PDA. For companies delivering thousands of orders each day, the most efficient way of picking is picking for several orders at once. For companies delivering less, but bigger orders, picking for order by order may be advisable.    

Tasks involved in this process

  1. Initialize pick and print picking lists

    The picking list that describes the items to be picked must be printed.

  2. Pick goods

    The physical picking of the goods must be performed and must in most cases be assisted with the picking list.

  3. Register goods as picked

    When the listed goods are found and picked, they must be registered as picked to deduct the picked items from the stock count.

Settings for Logistics - Picking

Setting name

Description

Allow to Swap Assignment With Shipping Advice (CSA)

If this setting is 'ON' - the users have the option to swap assignments with shipping advices (CSA).

Allowance for Production Operator to pick from another Goods Reception where pick is initialized

Allow that a production operator and shipping operator can pick from another GoodsReception than the ProductionWorkOrder or ShippingAdvice is assigned to in Assignment Registry. The assignments can also be initialized for picking.

This setting will have no effect if the settings ProductionWorkOrderAllowToPickFromAnotherGoodsReception or ShippingAdviceAllowToPickFromAnotherGoodsReception is turned off.

Allowance for Production Operator to start the ScanPick application

If this setting is 'ON' - Allow that a production operator can start the ScanPick application from different production applications.

Allowance for Shipping Operator to pick from another Goods Reception

If setting is 'ON' - Allow that a shipping operator can pick from another Goods Reception (SSA) than Shipping Advice (CSA) is linked to in Stock Assigment Register (SAR).

Document link for Returns

If this setting is "ON" - Sales Order/Sales Quote/Shipping Advice (COA/CQU/CSA) will automatically be assigned to Goods Reception (SSA) with DOCTYPE:CUSRETURN. If this setting is "OFF" - standard Assignment Register (SAR) linking rules will not automatically assign these documents, but they can be assigned manually.

Link to other location on Sales  Order (COA)

If this setting is "ON" - The Sales Order item (COA-ITM) will, if stock is not available at the Sales Order (COA) location (main location on Sales Order), link to available stock on a Goods Reception (SSA) in any other location, and Warehouse location (location on Sales Order item) will be changed accordingly. If there are quantity available in the Supplier backlog on the same location as the Sales Order, the quantity will still link to free stock on other location. If setting is "OFF" - If there is no available Stock on main location on Sales Order, quantity will be linked to "Pending". If the are quantity availabe in the Supplier backlog on another location than main location on Sales Order, the quantity will anyway link to Pending.

Pick on Production Work Order (PWO) from another Goods Reception (SSA)

If setting is 'ON' - Allow that a production operator can pick from another Goods Reception (SSA) than the Production Work Order (PWO) is linked to in the Stock Assigment Register (SAR).

Sales Order (COA) included in the Assignment Register Optimize job

If this setting is "ON" - Sales Order (COA) will be included in the Assignment Register Optimize jobs. There are several rules for which Products and  documents that are candidates for re-linking to better links. For new Customers the setting can be 'OFF', -but could be turned 'ON' in agreement with the Customer after they have been explained the consequences. For more information: https://help.rambase.net about SAR Optimize.

Sales Order (COA) included in the FIFO step for Optimize job

If this setting is "ON" - Sales Order will be included in the FIFO (first in first out) step in the Assigment Register (SAR) Optimize job. This means that Sales Order with the earliest Scheduled Shipping date will be linked to the goods first received in Stock (oldest Goods Reception - SSA).

For new Customers the setting can be 'OFF', -but could be turned 'ON' in agreement with the Customer after they have been explained the consequences.

For more information: https://help.rambase.net about SAR Optimize.

Update SerialNumber in addition to Select from SSA

If this setting in "ON" - Possible to update SerialNumber by select Single Update/Multiple Update in the Serialnumber Registration pop-up on CSA/SRT/STW/COA, in addition to "Select from SSA".

Prepare for picking (PFP)

Prepare for picking (PFP) is an application that displays as default, all Sales orders (COA) and Service orders (CSO) which are ready for delivery, according to the Scheduled shipping date field on the COA items and CSO items. It is possible to change the filters to see the entire order backlog and plan ahead.

To open the Prepare for picking (PFP) application, find Logistics in the Rambase menu and then Picking. Click Prepare for picking to enter the PFP application.

The application gives the user the option to transfer all filtered Sales order (COA) item or Service order (CSO) items in status 8, to a Shipping advice (CSA) in status 0, 2 or 3. It also gives the user the opportunity to transfer all CSAs and Goods tranfers (STW) from status 0 to status 2 or 3, enabling the user to print picklist and shipping labels. To transfer only one item, the user must use the arrow icon next to the St column.

It is several fields and icons in the PFP application which will make it easier to use it:

  • The most used filter fields is in top of the application and they are free text filters:

    • Customer name - Write the customer name to search in the Customer name column. This will search for either the Name or the FirstName of the Customer (CUS)

    • Customer reference number - Write the customer reference number to search in the Customer ref. no. column.

    • Product - Write the name of a product to search in the Product column.

  • From scheduled shipping date - It is set blank by default. This means that the application will display all COA items that should have been sent up until the date in the To scheduled shipping date field. Use the Calender icon to change the date.

  • To scheduled shipping date - It is set to today's date by default. Use the Calender icon to change the date.

  • Enter you search criteria here - Use this field to filter the search more specific.

    • Items with stock or non stock products - This filter is set as default and will display all COA items that is ready to be forwarded. Remove this to see all COA items.

    • Location * - The application will use the location the user have in the Warehouse Location field in the Personnel (PER) application.

  • Arrow icon next to the St column - Forwards item to CSA. The COA/CSO will go to status 9 and the CSA will be in status 0. The COA/CSO will be displayed in the application as long as the CSA is in status 0.

  • It is three unnamed columns next to the Id column:

    • First column - An icon here means that the COA must be approved before it can be forwarded.

    • Second column - An icon here means that the COA has a setting in the Shipment area that is blocking it from being forwarded. For example: Only ship entire orders.

    • Third column - An icon here means that the item cannot be forwarded to a CSA until payment is registered.

  • It can be a trash-bin icon in the last column. Click this to delete the CSA item and backward it to sales order.

Forward sales order to shipping advice

It is possible to forward a single COA item to a CSA or all filtered items to a CSA.

Forward a single sales order item to shipping advice

Click the arrow icon next to St column on COA item line. This will send the COA item to a CSA in status 0.

Forward all filtered items to shipping advice

This batch job will forward all items that is not limited by approvals or any other configurations to a CSA, regardless of status.

  1. Use the filter fields to find all items ready to be forwarded to a CSA.

  2. Click the Forward all filtered items to shipping advice button.

  3. This will open the Forward all filtered items to shipping advice popup and have three choices:

    • Leave as system generated (CSA in status 0).

    • Add to picking queue (CSA in status 2).

    • Start picking (CSA in status 3).

  4. Select priority and click the Ok button.

Forward service order to shipping advice

It is possible to forward a single CSO item to a CSA or all filtered items to a CSA.

Forward a single service order item to shipping advice

Click the arrow icon next to St column on CSO item line. This will send the CSO item to a CSA in status 0.

Forward all filtered items to shipping advice

  1. Use the filter fields to find all items ready to be forwarded to a CSA.

  2. Click the Forward all filtered items to shipping advice button.

  3. This will open the Forward all filtered items to shipping advice popup and have three choices:

    • Leave as system generated (CSA in status 0).

    • Add to picking queue (CSA in status 2).

    • Start picking (CSA in status 3).

  4. Select priority and click the Ok button.

Add to picking queue

By default, the Add to picking queue tab will display all CSAs in status 0. Remove the Shipping advices filter to display STWs in status 0.

Click the cogwheel icon to open the Column settings and choose between Add to picking queue column (this will forward the CSA/STW to status 2) or the Start picking (this will forward the CSA/STW to status 3).

Add a single shipping advice or goods transfer to picking process

Click the green arrow (low priority), yellow arrow (normal priority) or red arrow (high priority) to set the CSA in status 2 (add to picking queue) or status 3 (start picking).

Add all filtered lines to picking process

  1. Use the filter fields to CSA/STW ready to added to picking queue or started picking.

  2. Click the Add all filtered lines to picking process button.

  3. This will open the Send filtered items to picking process popup and have two choices:

    • Picking queue (CSA/STW in status 2).

    • Shipping queue (CSA/STW in status 3).

  4. Select priority and click the Ok button.

The Prepare for Picking (PFP) Overview tab

The Overview tab in the Prepare for Picking (PFP) application displays charts for Sales order items scheduled to be delivered and Shipping advices, goods transfers and supplier returns. You can use these charts as planning tools to prepare for picking and shipping operations.

  1. In the left-hand chart, select the From scheduled shipping date and the To scheduled shipping date to view the sales order items that are:

    • Pending forward to picking process. These are items in a Shipping Advice (CSA) in status ST:0.

    • Pending forward to shipping advice. These are items in a Sales Order (COA) in status ST:8, Ready for shipment.

    • Pending scheduled shipping date. These are Sales Order (COA) items that are awaiting the scheduled shipping date.

    • Pending stock assignments. These are Sales Order (COA) items in status ST:6. These items have not yet been produced internally or received from a supplier, meaning that a delay is anticipated.

    The default From scheduled shipping date is the current date and the default To scheduled shipping date is one week ahead of the current date.

  2. Select the Chart type to view the chart as:

    • Bar stacked. In this chart type, all the occurrences of various statuses are displayed as a stack in the same bar.

    • Bar. In this chart type, the bars representing the occurrences of the status are shown side by side.

    • Fluctuating line. In this chart type, the occurrences of the various statuses are represented by color-coded lines.

    • Accumulated line. In this chart type, the occurrences of the various statuses are represented by shaded areas.

  3. In Location, you can select the warehouse location, to view statistics from the specified location, if your PID has multiple locations assigned.

  4. In the right-hand chart, you can select the Chart Type and the Location. The chart shows the following as color-coded bars for Shipping advices, Goods transfers and Supplier returns:

    • Pending forward to picking process. The documents are in status ST:0.

    • Pending picking. These documents are further advanced in the process in status ST:2.

    • Pending shipping. These documents are in status ST:3, and in the picking process. The items are awaiting shipment after picking is complete.

    The right-hand chart shows the number of documents in the Y-axis, the left-hand chart shows number of Items in the Y-axis.

Common picking list

Common picking lists allow you to create a picking list for multiple Shipping advices (CSA) and Goods transfers (STW) per customer.

How to create a common picking list
  1. Start in the Prepare for picking (PFP) application. To open the PFP application, find Logistics in the Rambase menu and then Picking. Click Prepare for picking to enter the PFP application.

  2. Click on the Add to picking queue tab. This tab shows all CSAs that has been forwarded from Sales orders (COA) from the Forward sales order to shipping advice tab.

  3. Use the filters to find the CSAs that you want to add to the common picking list.

  4. Click on the Add all filtered lines to picking process button.

  5. Select Start picking in the dropdown menu.

  6. Click on the Add all filtered lines to one common picking list per recipient checkbox.

    • Set a name in the Picking list name field that will be visible on the printed picking list. This is optional.

  7. Select Priority.

  8. Click on the Ok button to create the common picking list.

Prepare for picking (PREPICK)

To prepare shipping advices for picking, you can choose the Start picking option in the context menu while in the CSA / SRT / STW document. This will set the CSA / SRT / STW to ST:3 and a picking list is printed. If there are several shipping advices, it is more efficient to use the PREPICK application.

To open the Prepick for picking (PREPICK) application, find Logistics in the RamBase menu and then Picking. Click Prepare for picking to enter the PREPICK application.

The PREPICK application lists CSA / SRT / STW in status 2. The application is used to print out pick lists or pick labels. When you select a document from the list, the Pick documents popup opens and lists other documents for the same customer/supplier.

You then may choose to print picking lists for only some of the shipping advices by clicking the arrow in front of the actual document, or for all of the CSA / SRT / STWs that are listed in the popup by clicking the Total Items icon.

Pick

The PICK application is used to confirm pick of goods. The easiest and most effective method is using a hand held device to perform the pick, but it is also possible from this application.

The list in the Pick Goods area shows the assignments ready to be picked, with the status showing to the right in the item line under the Pick Status column.

The actual picking registration is performed to the right. Choose the desired stock location and use the Pick All button, or type the quantity picked in the Picked Qty field.

If there is an error, click the Pick History column and then click the Undo Pick button to reverse the action.

Confirm picking of goods

When the Shipping Advice (CSA / SRT / STW) has reached ST:3, it is ready for picking.

  1. Enter the CSA you want to pick and choose the Pick Shipping Advice option in the context menu.

  2. This will open the Pick Goods (PICK) application. The assignments are listed in the application as Pending.

  3. You can see the available quantity of the goods for each stock location in the list to the right. Highlight the assignment line for the goods you are picking, enter the quantity picked in the Picked Qty field (or use the Pick All button to pick total quantity) and click the Confirm button. To confirm picking for all items at once, use the Pick All button at the top left.

    • In case the goods receptions this shipping advice is to linked are only placed in one single stock location, the system will then confirm pick from this one. If goods reception is placed in several stocklocations it's not possible to confirm the pick by "Pick All".

To view picking history for the CSA item, enter the Pick History folder on the right side of the screen. If there are any errors, use the Unpick button to the right in the item line and start over.

Picking with handheld terminal (SCANPICK)

To pick goods using handheld terminal, you will need to use the SCANPICK application. To open the Scanpick (SCANPICK) application, find Logistics in the RamBase menu and then Picking. Click Confirm pick by handheld device to enter the SCANPICK application.

  1. Scan the CSA / SRT / STW / PWO document ID (if you are picking for a PWO, include the operation number too). You can also type the details in the text field by clicking the keyboard icon.

    • NOTE: The first pick in the list will be the highest Stock Location alphanumeric value, regardless of the document number.

  2. This window shows all the relevant information regarding the item(s).

    1. The SSA-link at the top shows the Goods Reception to be picked.

    2. Suggested Stock Location: The system will suggest the highest alphanumeric value stock location to start, but this is just a suggestion.

    3. You can click the pen icon next to the quantity to choose the desired quantity you want to pick.

  3. Scan the stock location in the Pick From Stock Location field.

    • If there is an active serial number claim, the application will route you to the SERIALNO application which will handle this.

  4. The application is now ready for the next Picking operation.

SERIALNO|23

If there is an active serial number claim on an item, you will be routed to the SERIALNO application. Scan the serial number when the Scan Serial Number field is active.

Swap Assignments

The Swap Assignments function is useful when picking to production work orders and shipping advices. The functionality is available in applications for hand-held devices used by picking operators.

When picking to a production work order or shipping advice, the goods needs to be assigned to a goodsreception item in stock. The picking operator can choose to pick from a different goodsreception item in stock when using the hand-held device. The Swap Assignment functionality will automatically reassign so that the production work order or shipping advice is linked to the goods that were picked.

Criteria for assignments that can be swapped
  1. Is assigned to stock

  2. Must be a physical part

  3. Goods not owned by another customer

  4. Must be initialized for picking or partly picked

Criteria for assignments that can be swapped with
  1. Same part

  2. Same location

  3. Must be assigned to stock

  4. Must be a physical part

  5. Goods not owned by another customer

  6. Not locked

  7. Not initialized for picking

The setting Allowance for Production Operator to pick from another Goods Reception must be activated for production work orders.

The setting Allowance for Shipping Operator to pick from another Goods Reception must be activated for shipping advices.

The setting Allowance for Production  Operator to pick from another Goods Reception where pick is initialized will make links that are initialized for picking available for swapping.

Warehouse Management

Warehouse management may be defined as the process of supporting, organizing, optimizing and controlling the flow and storing of goods within a warehouse.

By continuously informing the system about the locations of goods within the warehouse, many warehouse processes such as planning, staffing, directing, and controlling are made more efficient. By using hand held devices in the physical processes, these processes become even more efficient.

Tasks involved in this process

  1. Stocking of goods

    Received goods must be stocked at internal stock locations

  2. Moving goods between stock locations

    To optimize the physical stock, goods can be moved between stock locations

  3. Picking to sales orders and production work orders

    The goods must be physically picked.

  4. Stock taking

    Stock must be counted either periodically or continuously

  5. Stock deviation handling

    When deviations in stock counts occur, these stock counts must be corrected by using Stock deviation handling.

Settings for Logistics - Warehouse management

Setting name

Description

External Warehouse Management System

This setting is used to state that the company uses an external warehouse management system that has an interface towards RamBase

Show all Goods Receptions (SSA) at use of Relocate

If setting is 'ON' - Stock Location Assignments for all Goods Receptions (SSA) of same product and location will show initially in the Relocate application for handheld device. Otherwise, only Stock Location Assignments for the selected Goods Reception will show initially

Create Location (LOC)

The Location (LOC) application is used to create and maintain warehouse locations.

  1. To open the Location (LOC) application, find Logistics in the RamBase menu and then Warehouse management. Click Locations to enter the LOC application.

  2. Click the CreateLOC icon in the left corner to create a new location.

  3. Enter a three-letter abbreviation for the name for the location in the Loc field.

  4. Enter a longer, more descriptive name in the Name field for easier identification.

  5. Choose the country where the warehouse is located and click the OK button.

  6. While in the document, enter as much information as needed.

  7. Press F12 to open the action menu and choose the Register ST:4 option to register the new location.

There is a checkbox called Auto confirm pick which is used if the location has no stock locations and if you want the system to confirm all lines as picked automatically.

Stock Locations (STL)

The Stock Location (STL) application is used to create new stock locations, in a tree structure, in addition to managing your existing warehouses. To open the Stock Location (STL) application, find Logistics in the RamBase menu and then Warehouse management. Click Stock location to enter the STL application.

Main areas

There are three main areas in the STL application:

  1. Location

    The Location field shows the warehouse location, which is the top level. The level below is shown in the Stock Location field, which is the location within the warehouse. The item lines below these fields show the contents of the stock location. These results can be filtered using the filter. The Separator field is used to define the symbol or character that separates the identifiers in the location name.

  2. Stock Location Details

    This area displays several fields related to the stock location and any description added. It also has three checkboxes:

    1. Picking Blocked

      If this is checked, all products in the stock location are locked by default and cannot be picked.

    2. Linking Blocked

      If this is checked, all products in this stock location are blocked from linking in Assignment Register (SAR).

    3. Spare parts for repair

      This checkbox is used to indicate that the goods in this stock location are spare parts to be used in repairs. This option automatically blocks linking.

    4. Second hand parts

      Second hand parts are parts which are returned or blocked from being sold or used in productions for any reason. Choosing this option for the stock location blocks the items for linking and picking.

    5. Content Types

      Use as default Stock Location when part is changed in LCM: Will be used as suggested stock location when part is changed in LCM.

  3. Stock Location Assignments

    This area gives you an overview over all Stock Assignment (SAP) documents in this stock location.

Print Stock Location Labels in STL

There are two different choices in STL to print stock labels for warehouse shelves and areas.

  1. Print Stock Location Label

    Prints the highlighted stock location label

  2. Print Stock Location Label branch

    Prints the full amount of stock location labels

Create Stock Location (STL)
  1. To open the Stock Location (STL) application, find Logistics in the RamBase menu and then Warehouse management. Click Stock locations to enter the STL application.

  2. Find the Location (LOC) you want to work with in the location field in the upper left corner by using the drop down menu.

  3. The Separator field is used to specify the separator character between each named stock location.

NOTE: If you are going to use separators, this needs to be defined at this point. You will also be reminded of this if separator is not chosen when creating child stock locations.

  1. The upper level of the stock location will be visible in the Stock Locations area. Click the plus-sign in the stock location to create branch stock locations. There are no limits to the number of branch levels.

  2. Choose between creating a single stock location, or a range of stock locations.

    1. Single

      Enter the name for the stock location. The Description field is used for a further description of the stock location. Choose if picking/linking should be blocked for this location using the checkboxes at the bottom of the popup.

    2. Range

      Enter the prefix name in the PrefixName field, same as in the Name field of the Single stock location. Enter the start and end-node of the range and a description of the stock locations to be created. If you enter R as the prefix name and 1-3 in the start-end nodes, you will end up with three children stock locations called R1, R2 and R3.

  3. Click the context menu option Activate/Reactivate stock location. This gives you two option, either to activate only the stock location you have highlighted, or to activate the highlighted stock location and all the child stock locations below the parent stock location. This sets the stock location(s) to ST:4 and is ready for use.

NOTE: Blocking for picking and linking can be performed at all times in the Stock Location Details area. You can also set the actual Stock Location as a default stock location for part change in LCM.

Print stock labels

The Stock Location (STL) application enables you to print stock labels to keep complete control of your warehouse. There are four different choices in the Print / Send dropdown menu:

  1. Print stock labels

    This option opens a popup where you can define the range of stock labels you want to print, with the From stock location field as the starting point, and the To stock location as the last. This option will include stock labels for all the stock locations that can be found on these stock locations. The number in the Parcels field indicates how many labels will be printed per SSA-ITM.

  2. Print stock location label

    This option prints the labels for the chosen stock location.

  3. Print stock location label branch

    This option is much the same as the one above, but will print stock location labels for the whole hierarchy chosen, not just the specific stock location.

Stock Location Assignments (SAP)

The Stock Location Assignments (SAP) document displays information about the quantity of each Goods Reception item located in the various stock locations. SAP is used to maintain control and traceability.

To open the Stock Location Assignments (SAP) application, find Logistics in the RamBase menu and then Warehouse management. Click Stock location assignments to enter the SAP application. You can also see the Stock location assignments for the selected SSAITEM as a folder in the SSAITEM window.

The most natural method of using this application is to enter from the Product (ART) or Stock Location (STL) document to show where the item is located. You can also see the Stock location assignments for the selected SSAITEM as an folder in the SSAITEM window.

There are three main areas in this application
  1. Stock Location Assignments (SAP)

    This area shows the chosen warehouse in the location field, the specific stock location in the Stock Location field and the stock is shown in the item lines below.

  2. Stock Location Assignment Details

    This area shows all relevant information regarding the SAP item, including checkbox options to block linking and picking. This will overrule the properties set in Stock Location (STL).

  3. Stock Location Assignment History

    The history shows the changes that goods have been subjected to since reception at the warehouse.

Putaway

The Putaway (PUTAWAY) application is used on a hand-held device to add a Stock Location (STL) when the goods reception item (SSA-ITM) is moved from an unassigned area to the warehouse. If you dont have a handheld device, it is preferable to use the Stock Move (STM) application.

  1. Scan the goods reception ID while the text field is highlighted.

  2. Scan the shelf while the Stock Location textfield is highlighted.

  3. You will now get the confirmation that the quantity of the SSA-ITM is registered to the correct stock location.

If there has been an error, use the Undo Operation button at the bottom which will reverse the registration of the goods reception.

Move Goods (STM)

The Move Goods (STM) application is used to move goods from one stock location to another.

To open the Move Goods (STM) application, find Logistics in the RamBase menu and then Warehouse management. Click Move goods to enter the STM application, or enter it from the related Stock Location (STL) / Goods Reception (SSA) item / Product (ART).

  1. Choose which location you want to use in the Location drop down menu. Then choose the specific stock location in the Stock Location drop-down menu below.

  2. The goods in that specific stock location will be listed in the menu below.

  3. Highlight the desired item line to open the move-fields.

  4. Enter the desired quantity in the Move Qty, and choose the target stock location in the Move to Stock Location dropdown.

  5. The goods will then be moved, and the history of moves can be seen in the Stock Location Assignment History area in the lower right corner.

Moving goods by drag & drop (MULTISTM)

The Moving Goods by Drag & Drop (MULTISTM) application is used to easily move goods internally between stock locations using drag & drop. To open the application, find Logistics in the RamBase menu and then Warehouse Management. Click Moving Goods by Drag & Drop to enter the MULTISTM application. You can also type MULTISTM in the program field and press ENTER.

  1. Choose the desired location in the Location dropdown menu.

  2. The source stock location is shown in the Source area, and the destination stock location is shown in the Destination area.

  3. Click and drag the source stock location and drag it to the destination stock location.

  4. The Stock Location Assignments (SAPs) in the source stock location will be listed in the menu below. Go through each line to confirm the quantity you want to move on each line.

Moving goods with handheld terminal (RELOCATE)

The Relocate (RELOCATE) application is a application used by hand held terminals (HHT). The functions are similar to the Stock Move (STM) application, but with a portable handset.

To open the Relocate (RELOCATE) application, find Logistics in the RamBase menu and then Warehouse management. Find Move goods and then click on Move goods by handheld device to enter the RELOCATE application.

  1. Scan the goods reception ID (the SSA stock label) of the goods you want to move.

  2. Scan the stock location shelf label in the next field.

  3. Choose the desired quantity you want to move in the Move Quantity field.

  4. Choose where to move it in the Move to Stock Location by scanning the stock location shelf label at the destination.

Locating products with RELOCATE

The application can also be used if you are in a situation where you need to find a product. Scan the product name and you will see all the stock locations with that specific product in stock.

Create Stock Taking (STTC)

The Stock Taking Create (STTC) application is used to create a stock taking document. This application is also available from the Scanpick (SCANPICK) application from either the document icon on the Goods Reception (SSA) line, which counts the SSA, or the Stock Location (STL) line, which counts the stock location.

  1. Enter a name for the document in the Name field.

  2. Choose type in the Type dropdown menu

    1. Stock Location (STL)

      This option is used to count an area of a warehouse. First choose the location in the Location field. Choose the start stock location in the From Stock Location dropdown and the end stock location in the To Stock Location dropdown. Choose the responsible employee in the Count By field.

    2. Goods Reception (SSA)

      This option creates a stock taking for a single SSA-item. Enter the SSA identification in the Goods Reception field. Choose the responsible employee in the Count By field.

    3. Product (ART)

      This option is used to count a specific article. First choose the location in the Location field. Choose the product in the Product field. Choose the responsible employee in the Count By field.

Stock taking (COUNT)

The COUNT application is used to perform stock takings using a hand held terminal.

  1. To open the Countmenu (COUNTMENU) application, find Logistics in the RamBase menu and then Warehouse management. Find Stock takings and then click Count by handheld device to enter the COUNTMENU application.

  2. Open the COUNT application from the COUNTMENU, by highlighting the applicable stock taking document and selecting Enter.

  3. The item lines to be counted are listed at the top. Below you will see the Goods Reception (SSA) document reference, together with the Product (ART) reference below.

  4. The expected quantity can be seen in the Expected field. If there is a mismatch between the Expected quantity and the Counted quantity, you must edit the Counted field by clicking the pencil icon and entering the counted quantity.

  5. After each counted item, click the Confirm button to move to the next item.

  6. If you want to skip an item, or several, use the arrow keys at the top of the document to navigate.

  7. Use the View Counted button to see the last counted item, and you can also use the arrow keys to navigate here. You can correct the counted quantity for previously counted items.

  8. To correct the stock count by scanning, select to open the STS application. Refer to Create a stock correction (SAW) using the handheld Terminal (HHT) for more information.

  9. To display the icon in the COUNT application, enable the Create Stock Correction (SAW) from Count Application seting in the CSV application.

It is possible to turn a setting on so that a Stock correction (SAW) will automatically be attempted to be created if a user register a counted stock quantity different from expected stock quantity in COUNT application during a stock taking. Read more about it here.

Alternative sorting

The stock which is prepared for stocktaking will by default show in the COUNT application sorted alphanumerically according to the name of the stock location where it is located. This option works well within most stock takings, but there may be situations where it is not the most optimal method of sorting the counts. There is an alternative method of using COUNT where the sorting starts with the stock location, sorted by alphanumerical value, then the oldest goods reception document first and then within the items on the goods reception document.

This alternative is controlled by the setting Sort COUNT application by Product and Goods reception which needs to be active for this alternative to be used.

Stock taking overview (STT)

The Stock Taking (STT) application is used to keep an overview over all the stock takings performed. This is mainly used for following up stock takings.

Follow up on Stock Taking

If there are discrepancies in the stock taking you can correct these by using the Stock Takings (STT) application.

  1. Use the filter line to filter out the STT with status 6.

  2. Highlight the desired STT. The Goods Receptions area to the right shows the items. Click one of the item lines to enter STTGOODS.

  3. Find the status 6 items using the filter field. Highlight the item line.

  4. Highlighting the item line will show all the stock locations for the items on the Goods Reception (SSA). This list is used to correct stock.

  5. Either enter the correct stock, or click the Correct Stock icon in the Correct Stock column to create a Stock Adjustment document and correct the discrepancy in the Stock Adjustment Warehouse (SAW) application.

Note: You must switch on one setting for the SAW to go to ST:9 immediately after registration. If not, the SAW will remain in ST:0 until it is manually registered in the SAW application.

  • StockAdjustmentWarehouseFromStockTakingAutoRegister

    Register Stock Correction (SAW) from Stock Takings (STT) - Logistics.DeviationHandling

    If this setting is "ON" - Stock Correction (SAW) will be registered automatically to status=9 when Stock Correction is created from Stock Takings (STT). If setting is "OFF" - Stock Correction will be created in status=0, and must be manually registered to status 9.

Discard pending counts
Discard pending counts for one Goods Reception

You can discard the pending counts for one Goods Reception (SSA), this is done from the Stock Taking Details (STTGOODS) application.

  1. In the STT application, highlight the Stock Taking where you want to delete the pending counts.

  2. Highlight an SSA in the Goods Receptions area and press ENTER to open the STTGOODS application.

  3. Highlight the SSA where you want to delete the pending counts.

  4. In the context menu, click the Discard count for goods reception option.

  5. In the popup, click the Yes button.

The pending counts for this SSA have now been successfully discarded.

Discard pending counts for all Goods Receptions belonging to one Stock Taking

Youc can discard the pending counts for all Goods Receptions (SSA) belonging to one Stock Taking in Stock Taking (STT) application.

  1. In the Stock Takings area, highlight the Stock Taking where you want to delete pending counts.

  2. In the context menu, click the Discard pending counts for all goods receptions option.

  3. In the popup, click the Yes button.

Pending counts for this Stock Taking have now been successfully discarded.

Complete counts for all lines with deviations

All lines in Status 6 will be changed to Status 9 when you use this option in the Stock taking (STT) applicaion.

  1. Enter the Stock taking (STT) application.

  2. Click on the Complete counts for all lines with deviations option in the context menu.

  3. Click the Yes button in the popup.

Correct stock (STC)

The Correct Stock (STC) application is used to manually correct the stock quantity. To open the application, find Logistics in the RamBase menu and then Warehouse Management. Click Correct Stock to enter the STC application.

This application is also available from both the Goods Reception Item (SSA-ITM) application, Stock Locations (STL) and the Product (ART) application using the action menu.

Main areas

There are two main areas in the STC application:

  1. Stock Correction

    This area shows the chosen warehouse in the location field, the specific stock location in the Stock Location field and the stock is shown in the item lines below.

  2. Existing Stock Corrections

    This area shows the complete history of stock corrections for the highlighted stock correction item.

Shipping

The shipping process can be defined as the process where the goods are sent out of the warehouse to the customer.

Output from the shipping process

  1. The shipment of an order.

  2. The shipment of several combined orders.

The process of shipping goods is like the process of finishing an order; it involves packing, printing documents and registrations. If you have one or more customers who place orders several times a week on a regular basis, you will need the option of combining orders to save freight and administrative costs. This method allows the goods to be packed together and registered as one shipping unit. If the shipping amount is very large, this method will save resources for all parties involved.

Tasks involved in this process

  1. Finishing shipping documents

    Documents which specify the contents and value need to be printed from the ERP system.

  2. Measuring and weighing the shipment

    Shipments over a certain size should be measured and weighed to inform the transport company and calculate shipping costs.

  3. Register shipping information

    If the shipment needs to be tracked, the forwarder’s tracking number can be allocated.

Settings for Logistics - Shipping

Setting name

Description

Allow ship without package registration

Allow to ship without going through the steps of registering packages

Assignment Register (SAR) Optimization

If this setting is "ON" - The scheduled batchjob  'Logistics: SAR: Optimize' will start for the company. The job is optimazing the Assignment Register (SAR) links.

Assignment Register (SAR) Verification

If this setting is "ON" - Scheduled batchjobs that reconcile transactions in Assignment Register (SAR) to all involved transaction documents is activated. In addition a verification setup must be updated when configuration of the database is done

Attach files when sending Documents by email

Decide if emails sent from documents should attach the attached files or not. If value is "ON" - Only selected attachment will be sent. If value is "OFF" - Send automatically all attached files. If settings has no value - Attachments will not be sent.

Copy Freight on documents

If this setting is "ON" - FreightAmount and/or FeeAmount on document or FeeAmount from Customer, will always be copied when forwarding a document to a new document. If there are several shipments from one Sales Order (COA), there will be FreightAmount and/or FeeAmount on all of them. If currency is changed on the new document, FreightAmount and FeeAmount is also calculated. If setting is "OFF" - FreightAmount and/or FeeAmount will only be copied once when forwarding a document to a new document. If there are several shipments from one Sales Order (COA), the customer will only be charged with FreightAmount and/or FeeAmount once.

Customer Reference Number on Shipping Advice (CSA) set to MixOrder

If the setting is "ON" - If Shipping Advice (CSA) contains items from different Sales Orders (COA), and the Customer Refence Number is different from the Shipping Advice (CSA) and the source of the Shipping Advice, -Customer Reference Number will be set to 'MIXORDER'. But if all Sales Orders have the same Customer Reference Number as the destination Shipping Advice, the Customer Reference Number will stay as it is. Recommended value: ON

Deactivate automatic close of Departing Waybill (WBO) for Direct Shipment

If this setting in 'ON' - Disable functionality that automatically closes Departing Waybills (WBO) to Status=9 when using F12 Forward WBO on Departing Waybill in Status=2. The Departing Waybill will get Status=5. If setting in 'OFF' - The Departing Waybill will go directly to Status=9. NOTE: This setting is only working for Direct Shipments

Grouping on Departing Waybill (WBO)

If this setting is "ON" - no grouping of Departing Waybill (WBO) will be done, and there will be created one Departing Waybill in status 2 per shipment. If this setting is "OFF" - grouping of Departing Waybill will be done according to the setup in the field 'WBOGroupBy' on Shipping Service (SHP). If this field is empty, there is a default setup for grouping Departing Waybill in the code. For more information: https://help.rambase.net about Shipby

Print/Email of Serialnumber on Shipping Advice (CSA)

If this setting is "ON" - Print or email of SerialNumber will be done automatically after Shipping Advice (CSA) has been forwarded.

SerialNumber automatically copied from Goods Reception (SSA)

If this setting is "ON" - SerialNumber will be copied from Goods Reception (SSA) to Shipping Advice (CSA) when Shipping Advice is forwardet to Picking, if the quantity on Shipping Advice/Goods Reception match. If the quantity doesn't match, the option "Select from SSA" can be used manually from Shipping Advice. If the setting is "OFF" - The option "Select from SSA" must be used to add serialnumbers.

Make shipping phone, email and attention mandatory for all external shipments

Turn this setting on if you want to make the phone, email and attention in shipping address mandatory when using an external transport management system. This will be checked when attempting to forward to picking queue and in the process of shipping the shipment.

Shipping Services (SHP)

Use the Shipping services (SHP) application to define the shipping services that are available for shipments into or out of the warehouse.

  1. To open SHP, select Logistics > Shipping > Shipping services from the Main menu.

  2. Select Create new shipping service.

  3. Enter a name for the shipping service in Shipping service name.

    1. The Direction menu gives you the following options.

      Incoming. Shipping service for shipments into your warehouse.

      Outgoing. Shipping service for shipments out of the warehouse. If the direction is Outgoing, The group departing waybills field is enabled and visible.

  4. Select the direction and select OK, the new shipping service is created with Status ST:1.

  5. In Group departing waybill by, you can control how shipments, such as Shipping Advices (CSA), are grouped on the same Waybill Out (WBO). All shipping services with same consolidation tag will be consolidated when creating departing waybills for shipping advices, supplier returns and goods transfers. An example of a consolidation tag is UPSNORDIC.

  6. You can specify a default shipping service in the Customer (CUS) application that is automatically added to a Sales Order. You can change this shipping service in the Sales Order COA application.

  7. Enter a description of the shipping service in Description.

  8. Select in Customer to lookup and specify the customer. If you specify a customer here, the shipping service can only be used by or for that specific customer. If you do not specify a customer, this SHP becomes available for all customers.

  9. Select Available externally if you want to make this shipping service available externally, to your webshop customers, for example.

  10. Select in Carrier to lookup and specify the carrier if this shipping service is a service from a specific carrier.

  11. Select the shipping product of the carrier in Product. This links the shipping service to the specified product.

  12. In Our account, enter your account identification number given to you by the carrier.

  13. In Return, if you want to use the shipping service to enable a customer to return goods, for example, select , lookup and select the shipping service.

  14. In Account, specify the customer's account ID assigned by the carrier, if the customer should pay for the return.

  15. In Locations, you can select those locations to which the shipping service applies. the shipping servce cannot be used to or from a location that is not specified in Locations. This field finds information from the Location (LOC) application and restricts the SHP to the specified location(s).

  16. In Countries, select All countries and select the required countries. Select Only selected countries to filter the list to only the selected countries.

  17. Select Register shipping service in the context menu to set the shipping service to Status ST:4.

  18. Select Open for editing in the context menu to make changes to a shipping service in Status ST:4.

  19. Select Discard shipping service to discard the shipping service information or Close shipping service to set the shipping service to Status ST:9.

Carrier (CAR)

The Carrier (CAR) application contains information about the various carriers, or shipping service providers used to transport goods.

Create a new Carrier
  1. To open the Carrier (CAR) application, select Logistics > Shipping > Carriers in the RamBase menu.

  2. Select .

  3. Enter the name of the carrier and select OK.

  4. In Supplier, select to look up and select the supplier. Select to open the Supplier (SUP) application, where you can view more information about the supplier.

  5. In External transport management, if you are using an external Transport management service (TMS), select the TMS provider in the list.

  6. Select Automated confirmation of waybill handover if you want the departing waybill for this carrier to be closed automatically.

  7. Select Register carrier in the context menu to activate the CAR.

  8. To add a new shipping product from a carrier, select .

  9. Enter the Product Id. This is provided by the carrier. If you use a Transport Management System, (TMS), then the Product Id is automatically imported. Refer to Integrate Rambase with an external Transport Management System (TMS) for more information on the TMS.

  10. Enter the Description of the product.

  11. Select OK. The products are available in the ShipBy (SHP) application to assign to your shipping services.

Tracking Number Series (TRN)

The Tracking Number Series (TRN) application contains tracking numbers allocated to your company by the Carrier (CAR).

  1. To open the TRN application, select Logistics > Shipping > Tracking number series in the Main menu.

  2. Select Create new tracking number series.

  3. Enter the following information.

    1. Type. Choose the type of shipment the tracking number is associated with. You can choose the following.

      1. Package, the tracking number used for packages in a shipment.

      2. Shipment (the tracking number for the whole shipment.

      3. URL (used when tracking number is generated from an external system, and you store the carrier's URL for package tracking in RamBase).

    2. Incremental Method. The available options are Doc (same tracking number for all packages in shipment) and Package (new tracking number for every package).

    3. Start Number. Enter the first number in the number series.

    4. End Number. Enter the last number in the number series.

  4. Select OK. The TRN document is created in Status ST:1. You can edit the mandatory fields, in which you had already entered information, and add more information in the other fields given below.

    1. Description. Enter a description for the TRN in this free text field.

    2. Current Number. The current generated tracking number is displayed here. This field cannot be edited manually.

    3. Warning Number. Choose the tracking number that, when reached, gives a warning via the Internal Messaging System (IMS). The message is sent to the users that are assigned the ROLE associated with this TRN.

    4. ROLE. Select to open the ROLE application where you can specify the role to associate with the TRN. You can also select to lookup and specify the role.

    5. Modulus. This field allows you to add a pre-defined security number to the tracking number.

    6. Prefix and Suffix. These fields allow you to add a prefix or suffix to the tracking number.

    7. Next Number/End Number/Warning Number. These fields indicate which number series will be the next. If you have a new number series specified in these fields, no warning will be given when the previous series ends.

    8. Shipping services. specify the shipping service (SHP) to be associated with this tracking number series. You can select multiple SHP by selecting the checkboxes. Some SHP are unavailable due to being associated with other TRN.

    9. Locations. Select the warehouse locations (LOC) that will use this TRN.

  5. Select F12 to open the action menu and select Register (ST=4) to register the TRN.

Freight Cost Archive (FGT)

The Freight Cost (FGT) application contains freight cost claims from various forwarders concerning various shipping methods and services.

To open the Freight Cost Archive (FGT) application, find Logistics in the RamBase menu and then Shipping. Click Freight rates to enter the FGT application.

While in the FGT, highlight the item line and press ENTER to inspect details.

Shipping Advice (CSA)

A Shipping Advice (CSA) is a document that contains a list of order items that have been, or are ready, to be delivered.

To open the Shipping Advice (CSA) application, find Logistics in the RamBase menu and then Shipping. Click Shipping advices to enter the CSA application.

Shipments (SPN)

The Shipping (SPN) application displays Shipping Advices (CSA / SRT / STW) which have been picked and packed and are ready to ship.

  1. To open the Shipping (SPN) application, select Logistics > Shipping > Ship goods in the RamBase menu.

    Several shipping advices can be linked to the same tracking number and sent as one shipment in the SPN application.

  2. Choose a shipping advice and select the Contents tab. You can see the applicable documents to add to the shipping advice to simplify the shipment.

  3. Select Move to another departing waybill in the context menu to move a shipment from one Departing waybill (WBO) to another.

If you are using an external Transport Management System (TMS), follow the instructions given below.

  1. Open SPN from the main menu. If a shipment (SPN) uses a shipping advice linked to an external TMS, an open shipment is created in the TMS when you select Ship in the context menu.

  2. The shipment is available in the TMS. Sign into the TMS website and complete the shipment by using the menu options available for new shipments.

  3. Import the freight, tracking number and print labels by selecting Import external shipment info from TMS in SPN.

  4. Select Finalize shipment to complete the shipment.

Trace a shipment

You can add tracking numbers on Shipping Advice (CSA) documents.

Inspect a tracking number
  1. To open the Shipping Advice (CSA) application, find Logistics in the RamBase menu and then Shipping. Click Shipping advices to enter the CSA application.

  2. In the right pane, highlight the CSA you want to inspect and select ENTER.

  3. Select the arrow icon in the Departing Shipment field, in the Shipment area.

  4. This will open a window where you can see details regarding the shipment.

    • The Packages folder shows the different packages in the given document, with the necessary information for shipment.

      • The link icon in the Package tracking number column is a direct link to the freight forwarders Track and Trace application to trace the package after shipping.

      • The Edit Item link icon in the right-most column, near the trash can icon, is a quick link to edit the package information.

    • The Contents folder shows both the contents of the specific shipping advice and the candidates for combining shipments.

      • To move a candidate shipment over to your shipment, highlight the candidate and press enter, double click or use the arrow icons.

      • The icon next to the document name in the document column is a direct link to the actual document.

Add serial numbers to shipments (SPN)
Shipment (SPN) is divided into different packages. The Assign serial numbers icon in the item line will start an application where serial numbers can be scanned before the shipment is shipped. To print a label with a list of the serial numbers belonging to a specific package, click the Print serial numbers icon.
Packages (PACKAGES)

The PACKAGES application provides an overview over all packages, with details regarding tracking number, date sent, transporter etc.

Departing waybill (WBO)

A Departing waybill (WBO) is a document for a specific outbound consignment.

To open the Departing waybills (WBO) application, find Logistics in the RamBase menu and then Shipping. Click Departing waybills to enter the WBO application.

When a Shipping Advice (CSA), Goods transfer (STW) or Supplier return (SRT) is shipped and set to ST:4, it will be linked to a WBO document.

Group documents (CSA, STW and SRT) on a Departing waybill (WBO) document

Use the Grouping on Departing Waybill (WBO) setting in the Company settings (CSV) application to set grouping on Departing waybill (WBO).

If this setting is ON - No grouping of Departing Waybill (WBO) will be done, and there will be created one Departing Waybill in status 2 per shipment (CSA, STW or SRT).

If this setting is OFF - Grouping of Departing Waybill will be done according to the setup in the field WBOGroupBy on Shipping Service (SHP). If this field is empty, there is a default setup for grouping Departing Waybill. The Location (LOC), Ship to country, Carrier (CAR) and Accounting period fields on the WBO must match the document. If no matching WBO is found, the system will create a new WBO in status 2 and link the CSA, STW or SRT to it. The Scheduled registration time field will by default be set to 23:30.

Grouping setup in the Shipping service (SHP) application

It is possible to set up exception rules for different Shipping services (SHP). If a new shipment (CSA, STW or SRT) does not match any exception rules, the standard rules will be used. Contact RamBase support to set up exception rules.

With these exception rules, it is possible to set up that other fields on the WBO must match the document. For example, the WBOGroupBy field in the Shipping service (SHP) application can be used to group documents on the same WBO. If the Grouping on Departing Waybill (WBO) setting in the Company settings (CSV) application is OFF, the program will search for WBO in status 2 with the same WBOGroupBy as the document. In addition, the Location (LOC), Ship to country, Carrier (CAR) and Accounting period fields on the WBO must match the document.

For each of the locations selected in a SHP, it is possible to set up to four different scheduled registration times. When a WBO is created, the Scheduled registration time field in the WBO will be set to closest time set in the SHP application for the selected location. In case no scheduled registration time is set in the SHP application, or current time is later than the latest scheduled registration time, the Scheduled registration time field in the WBO will be left empty.

The WBOGroupBy field in the SHP application can only be set when the Direction field is set to OutGoing, and to set multiple scheduled registration time, the WBOGroupBy field must be given a value. This means that scheduled registration times set in the SHP application, only affects WBOs where WBOGroupBy is set.

Register a Departing waybill (WBO)

The auto registration will register the WBOs in status 2 when the Creation date and Scheduled registration time has been reached. If the Scheduled registration time field is empty, the WBO will not be registered. To erase the time in the Scheduled registration time field in the WBO, choose the Disable auto registration option in the context menu. To set a time in the Scheduled registration time field, select the Enable auto registration option in the context menu. The system time will automatically be set when this option is selected.

The WBO may also be closed manually using the Register departing waybill option in the context menu.

If the AutocloseWBO field is set to No on the selected Carrier (CAR), The auto registration will not register the WBO.

If any documents in status between 1 and 4 is linked to the WBO when the WBO is registered, these documents will be removed.

Default shipment measurement

It is possible to change the shipment measurement units both on warehouse location level, and also down on the shipment level.

The Location (LOC) archive lists all the warehouse locations, with all related information.

The dropdown menus on the right side of the screen concerning shipment length and weight units defines which units are to be used as default for this location. The choice made here regarding the units measurement will affect how the calculation of total volume is displayed. If centimeter is chosen, the volume will be shown as cm3, and if meter is chosen the volume will be displayed as m3.

These volume units chosen as default on LOC will then be used in the shipping documents related to this LOC. They can be changed on the specific documents. Volume is calculated based on the measurements, but can also be changed if needed (for example in situations where a package is cylindrical or otherwise difficult to automatically calculate the volume of).

Customs

Link to interaction

The customs process may be defined as the process where goods are prepared for shipping (export) to another country.

Output from the customs process

  • Goods prepared for export.

Goods can be exported for consumption in another country, or to be further processed. Export regulations can make international trade complicated and demanding, with certificates, customs declarations and other strict requirements. In many cases all details (value, weight, dimensions, usage) must be displayed, and some country's import regulations are stricter than others.

Tasks involved in this process

  • Creating export documents

    Trade invoice, export declaration, certificate of origin and freight documents need to follow export shipments.

Settings for Logistics - Customs

Setting name

Description

Create Customs Export Declaration (EXP)

If this setting is "ON" - One Customs Export Declaration (EXP) is created for Shipping Advice Items (CSA-ITMs), Supplier Return Items (SRT-ITMs) and Goods Transfer Items (STW-ITMs) that are linked to a Goods Reception (SSA) that is linked to an Arriving Waybill (WBI) with BWCODE (Bonded Warehouse Code) filled. One Customs Export Declaration is also created for Shipping Advice Items, Supplier Return Items and Goods Transfer Items that are linked to a Goods Reception linked to an Arriving Waybill without BWCODE filled, or to a Goods Reception that doesn't have link to an Arriving Waybill at all.

Customs Bonded Warehouse Code

Value in this setting should be the bounded warehouse code for the company. If value is filled with e.g. 1234, the field Stockowner-BWCode on Arriving Waybill (WBI) will be filled with 20171234051002. 2017=Year, 1234=Customs Bonded Warehouse Code, 051=The day goods are received and 002=Number of shipment of goods received that day.

Declare Customs Export ( EXP ) as from non-bonded warehouse

If this setting is turned on, when creating export declaration ( EXP), all the goods are declared as non bonded, regardless of the category of the goods.

Export Code for passing border

This setting has default value 40 - Air, and will be added to the field Cmbcode on Customs Export Declaration (EXP) documents automatically. The value in the setting could be changed to 50 - Post. This value explain how the goods pass the border. In the Customs Export Declaration there are several options in the Cmbcode field to select.

Print TVINN Declarant Name

Value in this setting should be the Company name to use in TVINN - The Electronic system for exchange of customs declarations.  Here you enter the name of the declarant of your exports that will show on the TVINN customs export form. This value can be "Hatteland".

Show desimals for customs proforma invoice outputs

If this setting is 'ON' - Show desimals for customs proforma invoice outputs. Custom Export Declaration (EXP) show the field PRICE and not AMOUNT from Custom Export Declaration

Storing of Customs Export Declaration (EXP) documents

Value in this setting is where to store Customs Export Declaration (EXP) documents, in which database if it's a Group. This company can be responsible for Customs clearance for several companies within the same Group. Format to be used in this setting is a database: LLL-LL (L for letters).

TVINN Company name

Value in this setting should be the Company name to use in TVINN - The Electronic system for exchange of customs declarations. The value could be "Hatteland AS", and this will appear in the customs documents.

TVINN Id

The value in this setting should be the Company Id in TVINN.

Format to be used is: NN NN NN NN (N for numbers)

Unique Carrier-BwCode (Shipmentno) on  Arriving Waybill (WBI)

If this setting is "ON" - When adding a code in Carrier-BwCode (Shipmentno) field on an Arriving Waybill (WBI), - a check will be done if this code already exist on an Arriving Waybill in this Company database. If the setting in addition has a value with another database(s), the same check will be done on Arriving Waybill in this/these database(s). If the Carrier-BwCode exist on other Arriving Waybills, you are not allowed to use it again. The setting is also used to update the field StockOwner-BwCode with a serial number on the Arriving Waybill. A check for the last used serial number in this Company database or in the database(s) added as value in the setting is done, and the next serial number is added in the field StockOwner-BwCode. Format to be used as a value in the setting is one or several databases: LLL-LL or LLL-LL,LLL-LL (L for letters)

Update KitCost table when changing Tariff

If this setting is "ON" - When changing Dutypct or Environmenttax on Taric (TAR), the scheduled batchjob 'Product: Batch: KitUpdate' will run for this company. In addition the value field in the setting must be DUTY-EU if the Union field on Taric contains 'EU'. If the Union field doesn't contain 'EU', the value on the setting must be DUTY-NO

Use TVINN for customs declarations

If this setting is "ON" - company use TVINN - The Electronic system for exchange of customs declarations.

Create export documents

All shipments going abroad must have customs declaration documents attached. A Shipping Advice (CSA) document in status above ST:3 will have a related WayBill out (WBO) document that may be accessed from the document. From the WBO you will be able to create custom documents.

The Export Handling (EXPORT) application is designed to send electronic customs reports to TVINN (customs office in Norway). In that format, there is nothing called freight, it is only the value of what is to be exported and the freight costs must be added to the declared value. The total freight on the selected CSAs is divided on each item on the EXP document, weighted according to the CSA items value.

Create export documents
  1. When creating a CSA, you will receive a WBO reference when you set the CSA to ST:4. To open the Export Handling (EXPORT) application, find Logistics in the RamBase menu and then Customs. Click Export handling to enter the EXPORT application.

  2. This will open the EXPORT application showing all WBOs to be sent abroad from the country in which your country is registered.

  3. Click the Make export declaration on the relevant WBO line.

  4. In the Generate Export Declaration, choose the correct procedure code in the Select Procedure Code in the drop down menu. The most common of these in Norway will be selection number 10. Click OK to proceed.

  5. Click the Inspect EXP declaration icon in the WBO line to open the Export declarations (EXP) application. Find the related export document, highlight the document and press ENTER.

  6. Click the Main Info folder. Several of the fields are prefilled with default information. Inspect and change the information as needed.

    1. Choose the origin bonded warehouse in the Loccode drop down menu.

    2. The CmTransType field sets the price that is stated in the export documents as the current value.

    3. The CMExpcode field shows where the export is going and the nature of the transport (temporary/ordinary).

    4. The Shipcc field indicates target country.

    5. The Cmunit/Cmloc fields indicated the custom declaration recipients. It is important that the numbers here are correct, or the documents may not be acceptable to the customs authority.

    6. Several of the values in the remaining fields are imported from the COM application, which is predefined.

  7. Click the Item folder. If any of the columns in the item line is missing a value, the EXP will receive ST:7, which means there is a major error.

    1. To fix this, click the CSA link in the item line. Then click the item line with the missing information. You may inspect and correct the information in the Misc folder.

    2. It is also possible to use the F12 option Regenerate Declarations to fix this problem.

    3. Redo the steps 1 to 5 to overwrite the former EXP document.

  8. If no weight is registered on the EXP document, the default setting will be 1kg. Pressing ENTER while the item line is highlighted will open a popup where this may be added, together with other information.

    • Note: The Origin will be inherited from the Product (ART). If there are several items with different origins, they will be sorted into separate item lines.

  9. Press F12 to open the action menu. Here you are presented with several options.

    1. Print Copy of Declaration gives you the opportunity to print a copy of the customs declaration.

    2. There are also several special invoice options depending on the shipment. The most used is Print Invoice for Customs clearance. Here you may add information for the recipient or the transport company you are using. There are also two checkboxes:

      1. EXP price is adjusted: If you have adjusted the currency.

      2. Use prices from EXP: If price is set manually on the EXP document.

For Norwegian companies with custom settings
  1. Send FU to TVINN: This option sends the customs declaration to the customs authority electronically.

  2. Send MA to TVINN: This the same as above, but the field CmExpcode is set to EU2/3. This will prompt manual processing of the declaration at the customs authority.

  3. Choose the F12 option Send FU to TVINN to send the EDI and set the document to ST:9.

    • If you are using a third party transport company, you can print a copy of the customs declaration.

Reconcile bonded warehouse

Reconciliation of bonded warehouse is performed in the Customs Validations Menu (CUV). Here you may choose any period you wish to control. CUV will then gather all WBI documents with a value in the StockOwner - BWCode field and related SSA documents, where export declaration is missing.

These documents with discrepancies will be available in the CUV archive for further processing.

Write CUV in the program field and press ENTER.

Goods transfer

Link to interaction

A goods transfer process can be defined as the process where stock is transferred from one warehouse to another.

Output from the goods transfer process

  1. Goods moved from one warehouse to another, but the financial stock value will not be changed during the process.

  2. Structured products transferred from one warehouse to another, will be treated by the system as they are purchased and not manufactured inhouse.

If a company has several warehouse locations spread over several geographical locations, there will most likely be regular logistical transactions between these. It is normal in distribution to have one central warehouse where the goods can be distributed between several smaller warehouses strategically located near large key customers. No matter which model the company uses, the need for sending goods between warehouse locations will be apparent.

Tasks involved in this process

  1. Create goods transfer

  2. The need for stock transfer must be created and registered.

  3. Ship goods

    The goods need to be prepared and shipped from the warehouse.

  4. Register reception

    Goods reception at the receiving warehouse has to be done.

Settings for Logistics - Goods transfer

Setting name

Description

Forward Goods Transfer (STW) to pending pick

If this setting is "ON" - Goods Transfer (STW) will be automatically added to picking queue (status 2). If the setting is "OFF" - Goods Transfer will remain in status 0 and must be manually added to the picking queue.

SerialNumber on Goods Transfer (STW)

If this setting is "ON" - Goods Transfer (STW) can be shipped without SerialNumber registration, even if the Product is defined with 'RequireSnoToShip' = Yes. If the setting is "OFF" - Goods Transfer can not be shipped without Serialnumber if the Product is defined with 'RequireSnoToShip' = Yes.

In addition you will have to activate the submodule Logistics_stocktransfer, and also activate the Allow goods transfer to this location option in the LOC application to be able to transfer to the given destination.

Create goods transfer (CGT)

Use the Create goods transfer (CGT) application to create Goods transfer (STW). The CGT application shows all Goods reception (SSA) items in stock at all the different Locations (LOC). It is also possible to start the CGT application directly from a Goods reception item (SSAITEM) or a Product (ART) by the Initiate goods transfer… option in the context menu. The application will then be started with a filter for this specific SSAITEM or ART.

The user must select a LOC in the Transfer to field. The Transfer to field has a filter and will only show the locations that it is possible to transfer goods to. Make sure that the Allow goods transfer to this location checkbox in the LOC application is checked on the location you want to transfer the goods to. Use the filter fields Location, Product, Manufacturer and Supplier to filter the search.

There are three ways to create goods transfer from the CGT application:

You can look in the Bulk entry menu (BEN) application if you receive an error message when the STW is created to find out the reason.

Create goods transfer for a single item
  1. Find the item you want to create a STW for in the CGT application.

  2. Add quantity in the Transfer qty field. If you click on + icon, all available quantity will be added.

  3. Click on the arrow icon to create goods transfer for transfer quantity.

Create goods transfer for selected items
  1. Select the items you want to transfer in the CGT application. Click on the status icon on the item lines to select them.

  2. When all the wanted items are selected you have two choices in the context menu:

    1. Click on the Create for transfer quantity for selected items option to transfer the quantity written in the Transfer qty column.

    2. Click on the Create for available quantity for selected items option to transfer the quantity in the Available qty column.

  3. Click Yes in the popup to create the STWs.

Create goods transfer for filtered lines
  1. Use the filters to find the items you want to create STWs for.

  2. If you want to transfer all the filtered lines you have two choices:

    1. Click on the Create for transfer quantity for filtered lines button to transfer the quantity written in the Transfer qty column.

    2. Click on the Create for available quantity for filtered lines button to transfer the quantity written in the Available qty column.

  3. Click Yes in the popup to create the STWs.

Outbound transfer

To transfer stock between warehouses, you may perform this either from the Goods Reception (SSA) document or from the Product (ART) document related to the article being moved.

The first time you perform a goods transfer to a new location you must specify the shipping service manually. Subsequent transfer to/from the same location will always inherit the shipping service details fromt he previous transfer to/from these locations.

From SSA
  1. To open the Goods Reception (SSA) application, find Logistics in the RamBase menu and then Reception. Click Goods receptions to enter the SSA application.

  2. Open the relevant SSA document and highlight the item you wish to transfer. Press ENTER to open the item.

  3. Choose the Initiate goods transfer option in the context menu.

  4. This will open a popup where to and from locations are defined in drop-down menus. Choose the source warehouse in the Source LOC field and the destination in the Dest LOC.

  5. Choose the quantity you wish to move in the Qty field and click the OK button. This action will generate a Goods Transfer (STW) document. A Purchase Order Response (SOA) with location set to destination location is also created, waiting for reception of the goods.

  6. The STW document will be picked, packed and sent using the standard prepare shipment, picking and shipping processes.

From ART
  1. To open the Product (ART) application, find Product in the RamBase menu and then Product management. Click Products to enter the ART application.

  2. Highlight the relevant ART and press ENTER.

  3. Press F12 to open the action menu and choose the option Initiate goods transfer.

  4. Follow the steps in From SSA from step number 3.

The goods have now been transferred out of the warehouse and the inbound transfer process may begin at the destination location when the stock transfer goods are received.

Goods transfer (STW)

The Goods Transfer (STW) document is used to transfer goods within a company from one location to another, for example from a warehouse in Stavanger to a warehouse in Bergen.

How to transfer goods (SSA)
  1. Enter the Goods Reception (SSA) document. Highlight the desired item line and press ENTER.

  2. From the item view, choose the Initiate goods transfer option in the context menu.

  3. Choose the destination location in the Dest LOC field.

  4. Enter the desired quantity you want to transfer in the Qty field and click OK.

  5. This will create a STW document. Depending on the settings for your company, the STW document will either go to ST:0 or to ST:2. If the document goes to ST:2, the process continues as a standard picking/shipping process. If the document goes to ST:0, please continue with this list.

  6. Use the RamBase menu and go to Logistics, then to Goods Transfer, where the link to Goods Transfer is located. Click this.

  7. You will find the newly system created STW document in the left hand menu. From here you can add to picking queue and the process continues as a standard picking/shipping process.

How to transfer goods (ART)

This process can also be started from the Product (ART) document.

Register inbound transfer

To register inbound transfer of goods, you will first need to open the Goods In (GIN) application. To open the Goods In (GIN) application, find Logistics in the RamBase menu and then Reception. Click Receive goods to enter the GIN application.

  1. Use the drop down menu in the top right corner to choose the destination warehouse. You will find the Purchase Order Response (SOA) here in ST:3. Highlight the SOA and press ENTER. You will now be presented with a popup where you may transport the SOA to a Goods Reception (SSA) document.

  2. You will now see a popup where you may inspect information regarding the shipment. Click OK to continue.

  3. Click the SSA-Documents tab to find the related SSA document. Highlight the document and press ENTER. You may also use the SSA link at the top.

  4. When in the document, choose the Print labels and prepare for put away option in the context menu. This will set the document to ST:2.

  5. Choose the Register as stock option in the context menu. This sets the document to ST:9 and the goods are now registered into stock at the destination location. The STW will be closed as well and the stock transfer process is completed.

Deviation handling

The deviation process can be defined as the process where deviations in the warehouse are detected and/or reported.

Output from the deviation process

  1. Defective goods are reported.

  2. Defective goods are returned to supplier.

  3. Deviations in stock are reported.

  4. Deviations in stock position are reported.

Deviations in the stock can be discovered and reported in many settings, for example during picking of goods, inventory or goods reception. These deviations may be caused by several reasons, for example defective goods, goods located incorrectly or deviations in type of goods. The course of action to correct the stock depends on the type of deviation. The course of action may be to send the defective goods back to the supplier or correct faulty inventory.

Tasks involved in this process

  1. Register stock correction

    The actual stock count can be corrected and registered as a document which can be used as the base for deviation in the financial stock value.

  2. Create supplier return document

    If there are any deviations in goods sent by the supplier, who you have a return agreement with, these will be the basis for a supplier return document.

  3. Sending confirmation on supplier return

Settings for Logistics - Deviation handling

Setting name

Description

Register Stock Correction (SAW)

If this setting is "ON" - Stock Correction (SAW) is automatically registered to status 9. If this setting is "OFF" - Stock Correction will just be created in status 0 and must be registered manually. (this setting has no impact on PaterNoster or Stock Taking)

Register Stock Correction (SAW) from  Stock Takings (STT)

If this setting is "ON" - Stock Correction (SAW) will be registrated automatically to status=9 when Stock Correction is created from Stock Takings (STT). If setting is "OFF" - Stock Correction will be created in status=0, and must be manually registrated to status 9.

Register Stock Correction (SAW) if Deviation

Stock Correction (SAW) will be created if quantity in the stock adjustment file from WMS mismatch with RamBase quantity. If value in this setting is ST0, the Stock Correction will be created in status=0 and must be registered to status=9 manually. If the value is ST9, the Stock Correction will registered to status 9 automatically.

SerialNumber on Supplier Return (SRT)

If this setting is "ON" - Supplier Return (SRT) can be shipped without SerialNumber registered, even if the Product is defined with 'RequireSnoToShip' = Yes. If the setting is "OFF" - Supplier Return can not be shipped without Serialnumber if the Product is defined with 'RequireSnoToShip' = Yes.

Supplier Return (SRT) linked to Goods Reception (SSA) with another Supplier Id

If this setting is "ON" - Supplier Return (SRT) can not be linked in Assignment Register (SAR) to a Goods Reception (SSA) registered on another Supplier. If the setting is "OFF" - Supplier Return can be linked in Assignment Register to a Goods Reception registrated on another Supplier, even if the Supplier Id between Supplier Return and Goods Reception is mismatching. Recommended value: ON

Supplier used on Goods Reception (SSA) for repair

If the Company doesn't load their sales history from  Shipping Advice (CSA) with associated Goods Reception (SSA) into RamBase, a Supplier must be created and set as value in this setting. The Supplier will be used when Goods Reception are created from Deviations (CDV) with no Source information. The format to be used is: NNNNNN (N for numbers)

Stock Correction (SAW)

The Stock Correction transaction (SAW) is used for manual stock adjustments. These corrections are stored in the SAW application and may be inspected using the application. Manual adjustments are required when the physical stock does not match the registered stock in the system.

To open the Stock Correction (SAW) application, find Logistics in the RamBase menu and then Deviations. Click Stock corrections to enter the SAW application. You can also open the application from the SSA item window through a F12 option.

This view gives you the opportunity to have a complete overview over all stock corrections, both registered, under processing and closed.

Examples of situations where you may need to manually correct the stock is when the actual quantity in the warehouse deviates from the registered quantity in RamBase. Reasons for this may be incorrect inventory count, wastage or damaged goods.

Create stock correction manually

To create a stock correction you must open the related Goods Reception (SSA) document. This is also available from the Product (ART) application using the action menu.

  1. In the SSA document, you will need to highlight the desired item line and press ENTER, or double click, to enter the SSA Item view.

    • If you are working in a SSA generated from a Production Work Order (PWO), you will need to click the ITM-view button in the upper right corner to enter the SSA-ITM.

  2. In this view you will need to choose the Create stock correction option in the context menu.

  3. This will open the Stock Corrections (STC) application where you can choose to either add or subtract from stock.

  4. You may also add a note in the note field. This is useful to see why the stock correction was made for other users.

  5. Enter the new stock into the New Stock Qty field and press ENTER.

Note: You will need to switch on one setting for the SAW to go to ST:9 immediately after registration. If not, the SAW will remain in ST:0 until it is manually registered in the SAW application.

  • StockAdjustmentWarehouseAutoRegister

    Register Stock Correction (SAW) - Logistics.DeviationHandling

    If this setting is "ON" - Stock Correction (SAW) will automatically be registered to status 9. If setting is "OFF" - Stock Correction will just be created in status 0 and must be registered manually. (this setting has no impact on PaterNoster or Stock Taking)

Create a Stock Correction (SAW) using the Handheld Terminal (HHT)

You can use the STS application to create stock corrections (SAW) when stock taking using the Handheld Terminal (HHT).

  1. To open the STS application, enter STS in the Program field and select the Enter key.

  2. You can also select in the COUNT application to open STS. To do this, the Create stock correction (SAW) from Count application setting must be enabled.

  3. Using the HHT, scan the Goods Reception Id on the label affixed to the stock item. You can also enter the Goods Reception Id manually by selecting . The details of the stock item such as the part number and description are displayed.

  4. Enter the new stock quantity in New Stock Qty.

  5. Scan the stock location label. The SAW document is created.

Mass registration of SAW from STT

It is possible to register multiple Stock Corrections (SAW) from a Stocktaking (STT), as some counts are expected to show discrepancies (such as nuts and bolts). To quickly go through this count, without having to confirm each one, you can use the option Register all stock correction for this stock taking. This will register all the belonging SAWs from ST:0 to ST:9.

Status codes for Stock Correction (SAW)

Status

Meaning

Stock Correction document is created, freeqty in stock reduced.

Stock Correction document registered, warehouse stock adjusted.

Automatically creation of Stock correction (SAW) in the stock taking process

If the Create Stock Correction (SAW) if Deviation at Stock Taking Company setting (CSV) is set to ON, RamBase will create a SAW when a deviation (expected quantity different from counted quantity) occurs in the stock taking process via the COUNT application. The quantity in SAW will reflect the deviation quantity.

If counted quantity is changed afterwards, in either the COUNT or Stock taking details (STTGOODS) application, the SAW will be deleted if it is still not registered (status = 0) and a new SAW will be created if there is still a deviation between the expected quantity and counted quantity.

Supplier Returns (SRT)

To return a Product (ART) to the supplier you must use a Supplier Return (SRT).

To open the Supplier Return (SRT) application, find Logistics in the RamBase menu and then Deviations. Click Supplier returns to enter the SRT application.

SRT can be automatically created from the Customer Deviation (CDV) part change in the production or repair process, or by manually creating an SRT for products you want to return. When creating an SRT manually, you will need to define the Return type from the drop-down menu that displays after you select the supplier. The Return types are:

  1. SCRAP

    Goods sent back to supplier for scrapping. This option sets the SRT directly to ST:9.

  2. SCRAPCREDIT

    Goods sent back to supplier for scrapping. Credit from supplier is expected. This option sets the SRT to ST:4.

  3. SUPRETURN

    The goods are returned to supplier and credit/replacement will occur. This option puts the SRT to ST:4.

You will then add the part to the SRT, and link it the appropriate SSA (Goods Reception).

SRTs are then handled similar to Shipping Advice (CSA) documents, and shipped with the PICK and SHIP applications.

Manually create a new Supplier Return
  1. To open the Supplier Return (SRT) application, find Logistics in the RamBase menu and then Deviations. Click Supplier returns to enter the SRT application.

  2. Click the Create new supplier return button.

    1. Choose Supplier (SUP) in the Supplier field by typing the full, or parts of the SUP name.

    2. Select the wanted currency in the Currency field.

    3. Choose the type of return in the Return type field.

      1. Scrap

        The goods are broken or discontinued and thus removed from stock.

      2. Scrapcredit

        Goods which are broken or discontinued are returned to supplier for credit.

      3. Supreturn

        Goods are returned to supplier.

    • Click the Create button after the desired choices have been selected.

  3. Click the Create new item button to add items to the SRT.

    1. Choose quantity in the Qty field.

    2. Find the Product (ART) in the Product lookup field.

    3. Click the Create button after the desired choices have been selected.

      Check the Create another checkbox to add more items.

  4. Choose the Add to picking queue option in the context menu. This will set the document to ST:2.

  5. Follow the same procedure as described in Shipping Advice (CSA).

NOTE: It is also possible to use the multi-select option to forward several items, where you click on the status icon of the item to select.

Create a SPO while waiting for supplier

There are three different possible outcomes from creating a Supplier Return (SRT):

  1. New goods delivered.

  2. Goods repaired and returned.

  3. Credit note issued.

If a replacement is to be issued, a Sales Order (COA) will be created to fulfill the need of the part in question. If there are no replacements in stock, the COA will create a purchase need. This will result in additional unnecessary purchase as the replacement/repaired part will be delivered.

There are two options related to this situation in the action menu to avoid this:

  1. Create SPO waiting for Repaired goods.

  2. Create SPO waiting for Replacement.

These options will create a Purchase Order (SPO) for the part which will be replaced and returned. The SRT will receive ST:8 after either of these choices have been made.

An alternative to this is to skip the SPO stage and create a Goods Reception (SSA) directly from the SRT using the F12 option Repaired Goods Received or Replacement Goods Received.

Logistics Reports

Not following up the logistics side of your business may badly affect the core business.

Output from the reporting process

  1. The stock list is followed up.

  2. The stock adjustments are followed up.

  3. The goods receptions are followed up.

  4. The supplier returns are followed up.

It is wise to spend a good amount of time and resources on following up routines concerning all business areas your company is involved in. Focus on improvement will in most cases result in raised profits or larger market share. Clear routines on handling the stock lists and supplier returns will benefit the company.

Task involved in this process

  • Reporting to management / following up key numbers

    There are many types of reports which may be beneficial to be followed up by management, especially the stock list reports.