How To Maintain Stock Levels

The inventory management aspects of the warehouse inventory system allow for a variety of methods for issuing stock from the warehouse inventory file. In each of these ways, the goods are charged to the receiving department/school and the offsetting charge is made to the warehouse inventory GL associated with the specific warehouse. The warehouse database stores the warehouse inventory GL and the warehouse inventory markup GL. 

The purchasing of goods for any warehouse is always charged through the GL account associated with warehouse #0000.

Warehouse information system specific: 

• to activate a lookup (find) use the HOME key

• to select a record, where required, use the END key 

Receipts Entry

• Receipts entry is used to record the received stock items into a warehouse that are included on a purchase order(s).  This process will increase the received balances and decrease the OS PR/PO (outstanding purchase requisition/purchase order) amount for the stock item 

• When receiving is done without a purchase order, only the received balance is increased for the stock item

• If the warehouse inventory system is configured to use moving average price, the moving average price is calculated/adjusted based on the receiving price

1. WIS-Data Entry > Receipts>Receipt Entry

2. Enter the the purchase order number or vendor number for vendor based receiving 

3. Enter amount of each stock item received

4. Select A to accept, C to cancel, R to resume

Adjust Stock

• Use adjustment entry for all adjustments to stock items 

1. WIS-Data Entry > Adjustments > Adjustment Entry 

2. Select enter to accept the reference number provided 

3. Enter in the user

4. Enter in the warehouse 

5. Enter the stock item lines to adjust using negative or positive quantity 

6. Select A to accept the entry, C to cancel,  I to insert an line, M to modify the highlighted line, D to delete a line 

Return Stock 

• Use return to stock entry to return previously issued stock items back into the warehouse

1. WIS-Data Entry > Return To Stock > Return To Stock Entry 

2. Enter the requisition number 

3. Enter the amount for the appropriate stock item that was returned to warehouse as stock 

4. Select A to accept, C to cancel, and R to resume

Issue Stock 

• 4 different methods for issuing stock from the warehouse are: 

1. 1. Pick Slip --> Pack Slip Processing (always preceded by requisition entry)

   2. Warehouse Issue Entry (always preceded by requisition entry)

   3. Complete Requisition Entry

   4. Daily Stock Issue

Pick Slip --> Pack Slip Processing

• This option allows for bulk processing of all requests for goods and an associated bulk printing of the associated priced packing slips.

• The required needs of the users of the system have been entered into the system via Stock Requisition Entry

• The users are expecting periodic delivery of the required goods on a first-come, first-serve basis, consistent with the delivery capabilities of the organization.

• The users have been selectively grouped together into geographic areas called 'routes' within the system, and the system will satisfy one route at a time. All users can be by default treated as a single 'route' within the system.

1. Stock requisitions are entered into the system using WIS-Data Entry > Requisitions > Requisition Entry 

2. WIS-Warehouse > Pick Slip Print

   • Produces a Picking Slip document for listing each stock requisition selected 

   • This lists the goods needed is in the order they are entered on the stock requisition

   • No checking is done for valid quantity on hand at this time

   • It is presumed that sufficient stock is on hand to satisfy each requisition

   • This step permanently associates each  requisition with the pick run number that is automatically assigned sequentially

   • A requisition cannot be associated with only one pick run number

   • A cancel pick run will cancel the pick run and release the requisitions to be selected again on the next pick slip print

3. WIS-Warehouse > Pick Slip Maintenance is only used when the quantity requested on the pick run cannot be satisfied from the warehouse floor/on-hand goods  

   • Where there are sufficient goods for one requisition, but the the stock item is requested on several requisition, pick slip changes can be used to partially satisfy several requisitions, rather than just one

   • During pick slip maintenance, the user is shown the quantity requested and asked for the quantity supplied. The remainder can then be placed on back-order within the warehouse inventory system

4. WIS-Warehouse > Cancel Pick Run. 

   • This process is only used when a pick slip print has been done in error

5. WIS-Warehouse>Pack Slip Print. 

   • Produces a priced packing slip for the requisitions included on the pick slip number entered 

   • This process produces a batch of journal entries impacting the inventory GL code associated to the applicable warehouse(s)

   • The inventory balance of stock items included on the pack slip are updated

Warehouse Issue Entry 

• This option will allow for issuing goods, without or in conjunction with a Pick / Pack run process.

• The stock requisition has been entered into the system.

• An emergency need has arisen where all or a part of the already entered requisition is required before the next schedule Pick / Pack run.

1. WIS-Data Entry > Issues > Warehouse Issue Entry

2. Enter the existing requisition number

3. Enter amount issued

4. Select A to accept, C to cancel, R to resume

Complete Requisition Entry

• A hand-written stock requisition form is brought directly to the warehouse and the individual will wait for the goods. This should be an exception, rather than a rule.

• The Stock Requisition has not been submitted for processing to the system and the need for the goods is immediate.

1. WIS-Data Entry > Complete Requisition > Complete Requisition Entry 

2. Enter the stock requisition line items as required (see  requisition entry)

3. Select A to accept the entry, C to cancel,  I to insert an line, M to modify the highlighted line, D to delete a line 

4. Select the option for packing slip printing (typically on-line) if accept is chosen

Daily Stock Issue Entry

• A hand-written stock requisition form is brought directly to the warehouse and the individual will wait for the goods. This should be an exception, rather than a rule.

• The Stock Requisition has not been submitted for processing to the system and the need for the goods is immediate.

• The user/requester does not need to be established within the warehouse inventory system user database.  The employee number or work-order number can be used.

• There is non-priced warehouse issue report is generated

1. WIS-Data Entry > Complete Requisition > Daily Stock Issue Entry

2. Enter the requisition line item details, completing each field

3. Clear the username field when finished adding requisition lines

4. Select A to accept the system will generate a warehouse issue report 

Stock Item Inquiry

• The stock item Inquiry screen displays up to the moment statistics regarding a stock number. 

• As each inventory related activity occurs throughout the system the system updates both the monthly and yearly statistics at the same time.

• These include:

  • • Receives

    • Issues

    • Adjustments

    • Outstanding purchase requisitions 

    • Outstanding purchase orders

    • Outstanding requisitions

    • Opening balance

    • Monthly statistics

Warehouse Month-End Processing

• The stock item statistics for the month are copied into the stock activity history section of the system.