Openbravo QuickStart 2User Manual

Chapter 11 – Wall to WallAccuracy Physical Count

v2.0.1

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Introduction ....................................................................................... 1Abstract Business Process .................................................................. 2Roles Involved .................................................................................... 2Configuration ...................................................................................... 2

Warehouse ........................................................................................ 3Storage Bins ...................................................................................... 3Product Transactions........................................................................... 4Bin Contents ...................................................................................... 4

Step-by-Step....................................................................................... 5Counting the Goods ............................................................................ 5

Updating Book Quantities.................................................................. 6Updating Physical Count ................................................................... 6

Moving Goods .................................................................................... 7Moving a Whole Bin ........................................................................10

Introduction

In Openbravo most of the warehouse movements are created automatically, based on thetransactions of sales and procurement processes. However, operating a warehouse alsoinvolves several manual activities, which have supporting processes in Openbravo. Theseactivities are gathered in a Wall to wall accuracy physical count business process, and are:Goods Movements and Physical Inventory.

Goods Movements transfers inventory between storage bins or warehouses. Possiblereasons for goods movements are:

• Goods received at warehouse from another part or warehouse• Inventory movement due to conversion of goods.• Inventory movement for goods taken out of consigned inventory for consumption.

Physical Inventory is the activity to count individual items in stock at a particular point intime, and to update their inventory count within the system. Possible reasons for physicalinventory are:

• To verify the physical amount, condition and location of inventory items.• To identify, document and add items to inventory list that are on-hand and meet

qualifying criteria, but are not currently shown as part of the inventory.• To ensure that legitimately transferred or disposed of items are no longer carried on

the inventory listing.• To identify any missing or damaged items that need to be locates, repaired or

replaced.

Abstract Business Process

The abstract wall to wall accuracy count is defined by the following business processdiagram:

These are the main sub-processes in it:• Counting goods and updating physical count• Moving goods

Roles Involved

The only role required to execute this process is the Material Management one.

Configuration

Before this processes can be used, the following elements need to be configured first:• Warehouse and Bins

Warehouses and Bins should have already been pre-configured by the Openbravo consultantupon implementation. For more information on warehouse configuration seehttp://wiki.openbravo.com/wiki/ERP/2.50/Configuration_Manual/Warehouse_management.

Warehouse

To define a warehouse, please use the Warehouse Management || Setup || Warehouseand Storage Bin window. First of all make sure a warehouse is created and if not, create anew record:

Items to note:• Location / Address - The address where the warehouse is situated.• [Storage Bin] - tab where proposed amortization installments will be listed• [Accounting] - tab where specific accounting settings are set for a warehouse.

Storage Bins

To define storage bins inside a warehouse, use the Warehouse Management || Setup ||Warehouse and Storage Bin window.

First select a warehouse under which you want to create bins and click on [Storage Bin]tab. Then create a new record.

Items to note:• Relative Priority - Give a different priorities to the bins in case they need.• [Product Transactions] - tab where transactions from or to this bin have been

done in the past. It's a read-only tab.• [Bin Contents] - tab where actual bin contents are listed. It's a read-only tab.

Note: It is not possible to create 2 storage bins with identical row, stack and level (X, Y andZ).

Once the bins are created, you can view all of them by switching to grid view.

Product Transactions

[Product Transactions] is a read-only tab that displays all product transactions that havebeen done within the selected bin.

Bin Contents

To see the content of a specific bin, click on the [Bin Contents] tab:

Step-by-Step

Counting the Goods

Counting goods or also called physical inventory is done using the WarehouseManagement || Transactions || Physical Inventory window. There, create a newrecord:

Items to note:• Name - A name for the inventory count• Warehouse - The warehouse where the inventory count will be done• Movement Date - The date of the count

To create the list of goods to be counted click on Create Inventory Count list buttonwhich will bring up a filter dialog where you can specify exactly the list of which productsshould be generated in order for them to be counted:

Then select the conditions in the filters to create a list of goods which match theseconditions.

Once this parameters are set, click OK and lines for that inventory count will be created. Goto [Lines] tab of that inventory count, check the theoretical amount of those goods andexport to excel sheet if needed.

Note: The Book Quantity field indicates the theoretical amount of a particular product inthat bin. The Quantity Count will be edited by the user once he has the actual count ofthat same product within the warehouse.

Updating Book Quantities

For situations when there is significant amount of time in between the printout of BookQuantity and the actual physical count and there is a likelihood that the quantities within thesystem have changed while counting the products, there is the Update Quantity buttonthat updates each line's Book Quantity to the actual (latest) one.

Updating Physical Count

To record the actual physical count, the Material Management staff should print out thecreated and brings it to the warehouse. Once there, he checks the products quantity andwrites down the quantities that are different from the inventory of the system.

To change the update the modified quantities, we open the Physical Inventory window( Warehouse Management || Transactions || Physical Inventory), and in the Gridview, select the previous Physical Inventory. Open its [Lines] and update the stock.

If, following our donuts example, instead of 850 donuts in the ML1 storage bin there werereally 860, we would enter this number in the Quantity count and press save.

[Lines]

Back to the [Header], we would finish the Inventory count by clicking the ProcessInventory Count button, which updates Inventory.

We could check it again with the Stock Report tool:

Moving Goods

If the Warehouse Staff needs to move goods from one storage bin to another, theWarehouse Management || Transactions || Goods Movements window should beused.

Start by creating a new record and saving it:

Switch to [Lines] tab:

Fields to note here are:• Movement Quantity - goods amount to be moved• Storage bin - the bin we are taking products from• New Storage Bin - new destination bin for the materials

Choose a product that needs to be moved inside the Product field. Clicking the icon next toit brings up the selection box:

After entering all materials (one line for each) go back to [Header] and click the ProcessMovements button.

This will update all product quantities listed under [Lines] tab with the new inventorylevels.

We can check that the movement has been correctly done using the WarehouseManagement || Analysis Tools || Stock Report:

Clicking the HTML Format button produces the output:

Moving a Whole Bin

Instead of individual products, we can move a whole bin to another using the MoveStorage Bin button within the [Header] tab.

Select the origin bin (Storage Bin from) and the destination bin (Storage Bin to) andclick OK. The system will insert the lines according to the content of goods in source bininto [Lines].

For this movement to take effect, click on Process Movement back in the [Header]: