COURSE: 8611 INVENTORY MANAGEMENT IN MICROSOFT DYNAMICS NAV 5.0

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1 COURSE: 8611 INVENTORY MANAGEMENT IN MICROSOFT DYNAMICS NAV 5.0

2 January 2008 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property Microsoft Corporation. All rights reserved. Microsoft and Solomon are either trademarks or registered trademarks of Microsoft Corporation or Dynamics GP Software, Inc. or their affiliates in the United States and/or other countries. Dynamics GP Software, Inc. is a subsidiary of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

3 Table of Contents Introduction to Inventory Management in Microsoft Dynamics NAV E-Learning Instructor-Led Training Training Materials Certifications Certification Exam Preparation Guides Learning Plans Elements of Training Materials for Microsoft Dynamics About This Training Material Student Objectives Chapter 1: Control Inventory 1-1 Objectives Introduction Analyze Item Availability Adjust Inventory Count Inventory Reclassify Inventory Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Chapter 2: Reserve and Order Track Items 2-1 Objectives Introduction Reserve Items Track Supply and Demand Reserving vs. Order Tracking Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Chapter 3: Use Multiple Locations 3-1 Objectives Introduction Set Up a Company with Multiple Locations Link Customers and Vendors to Locations Set Up Responsibility Centers Link Responsibility Centers Guidelines for Setting Up a Company with Multiple Locations Lab 3.1 Create and Set Up a New Location Lab 3.2 Create and Set Up a New Responsibility Center Lab 3.3 Set Up a Multi-site Company Overview of Cronus Organizational Setup Sell and Purchase in a Company with Multiple Locations Lab 3.4 Create Purchase Orders in a Company with Multiple Locations Page i

4 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 3.5 Create a Sales Order in a Company with Multiple Locations Control Inventory at Multiple Locations Lab 3.6 Create and Set Up Stockkeeping Units Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Chapter 4: Transfer Between Locations 4-1 Objectives Introduction Set Up Transfers Lab 4.1 Set Up a Transfer Route Use Transfer Orders Demonstration - Transfer 50 Top Panels from Yellow to Blue Warehouse Lab 4.2 Transfer Items between Locations View Items in Transit Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Chapter 5: Perform Basic Warehouse Tasks 5-1 Objectives Introduction Set Up Basic Warehousing Lab 5.1 Set Up a Warehouse Location Receive and Put Away Items Lab 5.2 Receive and Put Away from the Purchase Document Lab 5.3 Receive with a Warehouse Receipt Pick and Ship Items Lab 5.4 Pick and Ship with Inventory Pick Documents Lab 5.5 Ship with Warehouse Pick and Ship Documents Move and Adjust Items in Warehouse Lab Move Ten Loudspeakers to an Empty Bin Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Chapter 6: Handle Serial/Lot Numbers 6-1 Objectives Introduction Set Up Item Tracking When to Use Serial/Lot Numbers Handle Inbound Serial/Lot Numbers Handle Serial/Lot Numbers on Inventory Handle Outbound Serial/Lot Numbers Lab 6.1 Buy and Sell Items with Serial/Lot Numbers Lab Auto-Pick Monitors by FEFO Page ii

5 Table of Contents Trace Serial/Lot Numbers Lab Trace First Production Order for Item Navigate with Serial/Lot Numbers Print Serial/Lot Number Documents and Reports Reserve Items With Serial/Lot Numbers Summary Test Your Knowledge Quick Interaction: Lessons Learned Solutions Appendix A: Terminology List A-1 Appendix B: Granules B-1 Inventory Management Granules in Microsoft Dynamics NAV... B-1 Appendix C: Customizing IT Reports C-1 Generic Report (Item Tracking Appendix)... C-1 Implementing Item Tracking on Existing Reports... C-4 Page iii

6 Inventory Management in Microsoft Dynamics NAV 5.0 Page iv

7 Introduction INTRODUCTION TO INVENTORY MANAGEMENT IN MICROSOFT DYNAMICS NAV 5.0 E-Learning Instructor-Led Training Training is a vital component of retaining the value of your Microsoft Dynamics investment. Quality training from industry experts helps keep you updated on your solution and develops skills to maximize the value of your solution. Whether choosing E-Learning, instructor-led training, or self-paced study using training materials, there is a type of training that meets your needs. Additionally, validate your training and demonstrate your expertise with one of many certifications for Microsoft Dynamics. Choose the training or certification type that best enables you to stay ahead of the competition. Online training for Microsoft Dynamics products helps you increase your productivity without spending time away from your home or office. E-Learning allows you to learn at your own pace through flexible access to training, therefore proving beneficial for those lacking the time or budget to travel. E-Learning are online training courses designed to cover detailed concepts on specific product areas and allow you to: Gain in-depth technical and business application training through daily on-demand training. Learn at your own pace - lessons can be stopped and restarted, skipped or repeated. Save time and increase your productivity. Receive product knowledge comparable to instructor-led training without the need for travel or time away from the office. Gain beneficial training when preparing for Microsoft Dynamics certification exams. Find tips and tricks to show you how to increase productivity and save time. Learn about the changes in features and functionality of a new Microsoft Dynamics product version. Evaluate a new Microsoft Dynamics module or product. With instructor-led training, you can gain a solid foundation or refresh your knowledge in Microsoft Dynamics products and processes while learning from an expert in an interactive environment. With courses on a variety of topics, you can: Follow demonstrations and attend presentations. Receive hands-on product experience. 0-1

8 Inventory Management in Microsoft Dynamics NAV 5.0 Training Materials Certifications Participate in classroom activities and discussions with other attendees. Gain beneficial training when preparing for Microsoft Dynamics certification exams. Training materials can be ordered for the purpose of self-paced study. These materials are comparable to courseware used with instructor-led training, and enable you to: Learn at your own pace, in your own time. Refer to an abundance of tips, tricks, and insights. Learn using a self-study format when preparing for Microsoft Dynamics certification exams. For selected training materials there are training material local functionality available which cover country specific features in the product. The training material local functionality add on to existing training materials and are designed to teach local functionality within a given country. Please notice that training material local functionality are used only in conjunction with the training material, not as stand-alone training materials. Certifications help identify and distinguish an individual s technical skill set using a Microsoft Dynamics or related business product. Certifications for Microsoft Dynamics are widely recognized by industry employers and provide an objective validation of an individual s knowledge. Organizations that employ certified individuals benefit from a complete approach to learning certified individuals have higher skills retention and increased productivity. Organizations can streamline their employee recruitment process and lower their external support costs plus downtime by maintaining technically skilled employees by requiring Microsoft Certified Business Management Solutions Specialist and Professional certifications. Microsoft Certified Business Management Solutions Specialist The achievement of this certification demonstrates an individual s proficiency in one module of a Microsoft Dynamics or related business product. Microsoft Certified Business Management Solutions Specialists must pass a single certification exam for a Microsoft Dynamics or related business product to earn the title. 0-2

9 Introduction Microsoft Certified Business Management Solutions Professional The Microsoft Certified Business Management Solutions Professional is a premier certification where an individual has completed a pre-determined set of required and elective certification exams. These include certification exams for Microsoft Dynamics and related business products, as well as certification exams for other Microsoft technologies such as SQL Server. The pre-determined set of required and elective exams for this certification are focused on one of three specific knowledge areas Applications, Developer, or Installation and Configuration for one Microsoft Dynamics product. This certification demonstrates an individual s broad and deep knowledge of a Microsoft Dynamics product more knowledge than what is needed to achieve a Microsoft Certified Business Management Solutions Specialist title. Certification Exam Preparation Guides Learning Plans To help prepare for a certification exam, Microsoft highly recommends the use of the certification exam preparation guides available for each exam. Certification exam preparation guides contain valuable information about a specific exam, including: The target audience Skills being measured Time expected to take each portion of the exam Pass rates and requirements Question types and topics Preparation tools, such as: recommended training supplemental learning resources additional recommended skills Certification Exam Preparation Guides help you determine which learning options are appropriate to best prepare you for a certification exam. Microsoft does not expect or intend one course or type of training to be the sole preparation method for passing a certification exam. A combination of hands-on experience using the product and training are recommended certification exam preparation. Certification exam preparation guides are available through PartnerSource and CustomerSource. Learning Plans can help you plan the best learning strategy for you and your organization. Learning plans illustrate module specific learning tracks that can be easily targeted towards specific roles. Learning plans also provide a learning track towards obtaining certifications. Learning plans can be found on both PartnerSource and CustomerSource. 0-3

10 Inventory Management in Microsoft Dynamics NAV 5.0 NOTE: For more information on E-Learning, instructor-led training, training materials and certifications for Microsoft Dynamics log in to PartnerSource or CustomerSource and visit Training & Certification. Elements of Training Materials for Microsoft Dynamics Training Materials for Microsoft Dynamics products contain a number of sections or elements. Each chapter includes the following elements: Objectives Each chapter begins with a statement of the learning objectives for that chapter. Learning objectives are important because they inform you about what needs to be done to successfully complete the chapter. Introduction An introduction sets the stage for the learning to take place and prepares you with key statements of the chapter. Topics Chapters are split up into topic areas, usually according to the learning objectives for the chapter. This is especially beneficial in large chapters so that the knowledge and skills to be learned are split up into more manageable units. Test your Knowledge The Test your knowledge section consists of review questions for each chapter or topic and is designed to help reinforce learning concepts. Questions can be short answer, true and false, multiple-choice, fill-in-the-blank or any other type. Answers to questions are also provided. Conclusion The conclusion wraps up the chapter by highlighting the important parts of the chapter as well as providing a transition to the next chapter. The conclusion also offers an opportunity to refresh earlier learning. Labs Labs test your skills with the learning concepts presented and learned during a topic or chapter. Labs begin with a scenario paragraph which describes the business problem to be solved, and also sets the stage for the exercise. Solutions to the labs are also provided. Labs may be offered at different levels to accommodate the variety of skills and expertise of each student. Challenge Yourself! Challenge Yourself! labs are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task. This level of exercise states the business problem to be solved and describes the tasks the learner needs to complete. 0-4

11 Introduction Need a Little Help? These exercises are designed to challenge students while providing some assistance. These exercises do not provide step-by-step instructions; however, they provide the user with helpful hints and more information to complete the lab. We suggest you try the Challenge Yourself! labs first, and if you need help completing the task, look to the information in the Need a Little Help? labs. If additional assistance is required, refer to the Step by Step lab solutions located in an Appendix. Quick Interaction: Lessons Learned At the end of each chapter within the Training Material for Microsoft Dynamics, you will find a Quick Interaction: Lessons Learned page. This interaction is designed to provide you with a moment to reflect on the material you have learned. By outlining three key points from the chapter, you are maximizing knowledge retention, and providing yourself with an excellent resource for reviewing key points after class. 0-5

12 Inventory Management in Microsoft Dynamics NAV 5.0 About This Training Material This section provides you with a brief description of: The training material Audience Suggested prerequisites Training material objectives Student materials Related certification exams Description This 2-day course covers all aspects of the inventory and basic warehousing functionality available for Microsoft Dynamics NAV, as well as conceptual information on inventory management in general. This course also provides background information to set up Microsoft Dynamics NAV for inventory management. Typical inventory tasks are covered, such as availability analysis, inventory reclassification and adjustment. All possible inbound, internal, and outbound item handling tasks are described, including how to perform these for assigned serial/lot numbers. Lastly, the comprehensive Item Tracing feature is covered in detail. Audience The intended audience for this course is individuals who want to learn how to set up and use inventory management functionality in Microsoft Dynamics NAV. The course is targeted toward sales people, consultants, and implementers within a Microsoft partner staff who need to master the inventory management functionality in order to support or teach it to end users, such as order processors, account managers, and purchasing agents. At Training Material Completion Completing this course allows students to: Determine actual and projected item availability. Make manual adjustments to inventory quantities. Count and record how many items are physically present in inventory. Reclassify an inventory item by changing information attached to its item ledger entry. Reserve items on inventory or inbound. Track from demand to matching supply and vice versa. 0-6

13 Introduction Distinguish reservations from order tracking links. Set up a company with multiple locations. Link customers and vendors to locations. Set up responsibility centers. Link users, customers, and vendors to responsibility centers. List multi-location setup guidelines. Get an overview of Cronus setup data. Create sales and purchase orders for multiple locations. Create and set up stockkeeping units. Set the program up to handle transfers. Explain central transfer concepts. Create and post manual transfers. Identify the locations and quantities of items in transit. View inventory value of items in transit. Set up locations for warehousing, including bin setup. Receive and put away items using the purchase order, inventory putaway, or warehouse receipt documents. Pick and ship items using the sales order, inventory pick, or warehouse shipment documents. Move items between bins. Adjust item quantities in bins. Set up Item Tracking. Distinguish when and how to use serial/lot numbers. Handle inbound serial lot numbers. Handle serial/lot numbers on inventory. Handle outbound serial/lot numbers. Trace posted serial/lot numbers throughout the supply chain. Navigate with serial/lot numbers. Print serial/lot number documents and reports. Reserve items with serial/lot numbers. Prerequisites Before attending this course, students must have: Taken the Introduction to Microsoft Dynamics NAV 5.0 course Knowledge of basic business processes and ERP user roles Basic knowledge of distribution and logistics 0-7

14 Inventory Management in Microsoft Dynamics NAV 5.0 Student Materials The following materials for Microsoft Dynamics NAV version 5.0 are related to this course: Introduction Finance Trade Related Certification Exam This course is related to the Trade/Inventory exam 0-8

15 Introduction Student Objectives What do you hope to learn by participating in this course? List three main objectives below

16 Inventory Management in Microsoft Dynamics NAV

17 Chapter 1: Control Inventory CHAPTER 1: CONTROL INVENTORY Objectives Introduction The objectives are: Determine actual and projected item availability. Make manual adjustments to inventory quantities. Count and record how many items are physically present in inventory. Reclassify an inventory item by changing information attached to its item ledger entry. Inventory management is a cornerstone of any company within the wholesale and manufacturing business. Inventory reliability at a low cost is the key factor to ensure the smooth functioning of all related operations. The Basic Inventory granule in Microsoft Dynamics NAV supports companies in achieving their goals of having accurate inventory data and reliable availability figures. The Introduction course provides a general explanation with regard to the first goal: the functions and use of item cards representing inventory records. This chapter addresses the second goal and covers the following topics: Analyzing availability Manually adjusting inventory levels Counting the physical inventory Reclassifying inventory items 1-1

18 Inventory Management in Microsoft Dynamics NAV 5.0 Analyze Item Availability To service customers properly, most wholesalers and manufacturers need: Reliable availability figures when taking orders. Overview of inventory levels and expected supplies over time to promise delivery dates. In principle, available items can be defined as a quantity that the company has at its disposal at a given point of time. This definition goes beyond the actual inventory quantity and includes such factors as allocations, meaning quantities that have already been set aside or reserved for specific purposes, and expected inbound orders representing future supply. With this in mind, item availability is defined in connection to the following three aspects: Item Location Point of time Depending on the profile and requirements of the company's functional units, calculating the availability of items is done in a broad range of situations: a. Generally, when inquiring into the item availability situation. b. For a requisition department, when deciding if, when, and how much to replenish a specific item. In this case, it is necessary to know the quantity available during a certain planning time period. c. For a sales department, when responding to customers inquiries as to if their orders can be met and when. d. When a customer request for a specific item cannot be met, salespeople must be able to get an overview of other alternatives, such as, if there are item quantities that have been set aside for other purposes or can be found elsewhere, or a requested item can be substituted with a similar one. e. When warehouse staff need to know the availability of an item to be picked. f. When counting physical inventory and identifying differences. Availability calculations in Microsoft Dynamics NAV meet all of the abovementioned requirements. Availability calculation consists of the following elements: Inventory. (This is relevant in connection to situations A. and F.) 1-2

19 Chapter 1: Control Inventory Inventory minus allocations. (This is usually relevant in connection to situation D.) Inventory plus inbound orders minus allocations. (This is relevant in connection to situations B. and C.) In principle, availability calculation is based on the following formula: Availability = Inventory + Inbound Quantity - Allocations Because the expected dates of inbound and allocated quantities are known, the program can calculate availability over time. This is shown as projected available balance. Refer to Projected Availability in this chapter. Inventory The program calculates the inventory quantity as the sum of all item increases minus all item decreases on the current date. Accordingly, inventory is calculated from posted item transactions, that is item ledger entries. The total inventory quantity across all locations is shown in the Inventory field on the General tab of each item card. 1. Click Warehouse Planning & Execution Items. 2. Browse to the item card for item Drill down on the Inventory field (showing 832 pieces) to see in the Item Ledger Entries window that inventory is the sum of quantities flowing in and out of the company's warehouse locations. FIGURE 1.1 INVENTORY FIELD SHOWS THE SUM OF QUANTITIES EXISTING IN ALL LOCATIONS AS SHOWN IN THE ITEM LEDGER ENTRIES WINDOW. 1-3

20 Inventory Management in Microsoft Dynamics NAV 5.0 When a company has more than one location set up in the program and orders are received into different locations, it is relevant to know the current and expected availability of items for each location. This is provided with the Items by Location window. On the item card, click Item Items by Location. FIGURE 1.2 EXTRACT OF THE INVENTORY QUANTITIES OF ALL ITEMS SHOWN FOR EACH LOCATION This window contains the item quantities available on all company sites that are set up in the program as locations. Note that BLANK location is not included. For more information about locations, refer to Use Multiple Locations in this course. The actual physical inventory quantity can differ from the recorded quantity due to shrinkage caused by, for example, scrap, deterioration, or pilferage, as well as administrative mistakes. Refer to Count Inventory in this course. Allocations As mentioned earlier, the available quantity can be reduced by allocations, that is, quantities set aside for a specific purpose, temporarily or permanently. The following are examples of allocations: A quantity entered on outbound orders, but is yet unposted. A quantity, either on inventory or inbound order, that is reserved for an outbound order, either manually, automatically, or through planning. A quantity defined as safety stock. A quantity that is blocked. A quantity specified for picking or shipment in the warehouse. 1-4

21 Chapter 1: Control Inventory For more information about manual and automatic reservations, refer to Reserve and Order Track Items in this course. A typical scenario where the availability calculation must consider possible allocations is a sales situation. On every sales line, the program checks if the requested quantity can be fulfilled against the inventory quantity minus allocations on the sales shipment date. Projected Availability Inbound quantities or outstanding receipts like purchase orders, inbound transfers, and production orders are included in the projected (expected) availability calculation. This is relevant in situations when there is a need to know when the inventory quantity is supposed to increase, such as to promise a delivery. You can get an overview of when quantities are expected to be available in the three different Item Availability By windows. Using the Item Availability by Periods window is described in the Introduction course. For information on using dedicated order promising functions, refer to the Trade course. 1. From the item card for item 1908-S, click Item Item Availability By Location. 2. In the Item Availability by Location window, set the date interval button in the bottom corner to Month (automatically filters on the month of the work date, January). FIGURE 1.3 AVAILABILITY INFORMATION OVER TIME REPRESENTED IN MPS DIMENSIONS. 1-5

22 Inventory Management in Microsoft Dynamics NAV 5.0 Adjust Inventory It is sometimes necessary to make adjustments to quantities in inventory, such as when there is inventory shrinkage or items are not salable. Adjustments of this kind are usually made when the physical inventory has been counted, typically at the end of a fiscal year. For that particular purpose, inventory adjustments are made in the Phys. Inventory Journal window. For more information, refer to Count Inventory in this chapter. Most companies may need to do minor inventory adjustments a few times in the course of the fiscal year, while other companies regularly make inventory adjustments as a part of their business process. An example of this is smaller wholesaler who sometimes perform light manufacturing in the process of fulfilling sales orders, but do not use production orders. The Item Journal The Item Journal window is used to post item transactions to adjust inventory levels directly without posting a business document, such as purchase or sales orders. The item journal can be accessed from Warehouse Inventory Item Journals. FIGURE 1.4 EMPTY ITEM JOURNAL SHOWING THE FOUR SUPPORTED ENTRY TYPES 1-6

23 Chapter 1: Control Inventory The item journal can be used to post the following four types of item entries: Purchase to post a positive inventory adjustment that works as a purchase order transaction. Sale to post a negative inventory adjustment that works as a sales order transaction. Positive Adjmt. to post a positive inventory adjustment. Negative Adjmt. to post a negative inventory adjustment. Most fields on the item journal are rather elementary and therefore not covered in this course. However, three fields relate to cost accounting and are briefly explained in the following. The Unit Amount field shows the price of one unit of the item on the journal line. Depending on what you select in the Entry Type field, the price is represented by either a unit cost or a unit price. When the Item No. field is filled in, the program automatically copies the price from one of the following fields on the item card: Entry Type Purchase Sale Positive Adjmt. Negative Adjmt Field on Item Card Last Direct Cost Unit Price Unit Cost Unit Cost The Unit Cost field shows the cost for each unit of the item on the journal line. It is copied from the item s Unit Cost field. In the Applies-to Entry field, you can look up and select an entry number if the item journal line must be applied to an already-posted document. Refer to the Inventory Costing course for more information about why and how these three fields are used. Demonstration - Save and Post Recurring Production as Standard Journal If a company often uses the item journal to make inventory adjustments, for example, in connection with consumption and output of items in light manufacturing, the Save as Standard Journal and Get Standard Journal functions can be used to make this recurring work easier. 1-7

24 Inventory Management in Microsoft Dynamics NAV 5.0 Follow these steps to fill in the item journal: 1. Click Warehouse Inventory Item Journals. 2. Fill in the journal lines as shown in figure 1.5: FIGURE 1.5 ONE POSITIVE INVENTORY ADJUSTMENT CREATED FOR THE FINISHED "NEW ATHENS DESK". FIVE NEGATIVE INVENTORY ADJUSTMENTS MADE FOR THE ITEMS USED TO BUILD IT. Notice that the unit amounts on all lines are simply carried from the respective item cards. The item journal is ready to be posted, but first it must be saved as a standard item journal. 3. Select all the journal lines. NOTE: If no journal lines are selected, the function will include all the journal lines. 4. Click Functions Save as Standard Journal. The program now prepares to save the lines that are currently in the item journal, but first you must name the standard item journal that they must be saved in. The Save as Standard Item Journal window appears. 5. In the Code field, enter a code to identify the standard item journal that you are about to save, for example, New1896-S. 6. Place a check mark in the Save Unit Amount field to have the program save the value(s) in the Unit Amount field of the item journal you are saving. 1-8

25 Chapter 1: Control Inventory 7. Place a check mark in the Save Quantity field to have the program save the value(s) in the Quantity field of the item journal you are saving. FIGURE 1.6 SAVE AS STANDARD JOURNAL REQUEST FORM FILLED IN NOTE: Selecting the Save Unit Amount and/or Save Quantity fields will save you the trouble of entering amounts and quantities in a future item journal that reuses the standard item journal. But, it also increases the risk of wrongful posting if the quantities and amounts of that future item journal are not supposed to be the same as those in the standard item journal. 8. Click OK to save the item journal. The program reverts to the Item Journal window so you can proceed to post it while knowing that it can easily be recreated next time you need to post the same or similar lines. Illustrate the Get Standard Journal function, proceed to delete the existing item journal lines and then get the lines from the standard journal just created. 9. In the item journal, press Ctrl+A to mark all lines, and then press Delete. 10. Click Functions Get Standard Journals. The Standard Item Journals window appears showing codes and descriptions for all existing standard item journals: FIGURE 1.7 SELECTING THE STANDARD JOURNAL FOR NEW1896-S. 1-9

26 Inventory Management in Microsoft Dynamics NAV 5.0 To review or change a standard item journal before you select it for reuse, click Standard, Show Journal (or Shift+F5). NOTE: Any changes you make in a standard item journal are implemented right away, that is, they will also be there the next time you open or reuse the standard item journal in question. Therefore, ensure you want the change to apply generally. Otherwise, make the specific change in the item journal after the standard item journal lines have been inserted. 11. Back in the Standard Item Journals window, select the standard item journal for NEW1896-S, and then click OK to complete the Get Standard Journals function. Now the item journal is filled with the lines you saved as the standard item journal. FIGURE 1.8 THE SAVED STANDARD ITEM JOURNAL LINES ARE INSERTED IN THE ITEM JOURNAL. If journal lines already existed in the item journal, the inserted lines are placed under the existing journal lines. Normally, that is, if you did not check the Save Unit Amount field during the Save as Standard Journal function, the Unit Amount field on lines that you have inserted is automatically filled with the item s current value (copied from the Unit Cost field on the item card). NOTE: If you checked the Save Unit Amount and/or Save Quantity fields during the Save as Standard Journal function, you should now make sure the inserted values are correct for this particular inventory adjustment before you post the item journal. 1-10

27 Chapter 1: Control Inventory Count Inventory If inserted item journal lines carry saved unit amounts, which you do not want to post, you can adjust it to the current value of the item in the following way: Select the item journal line(s) in question and click Line Recalculate Unit Amount. This will update the Unit Amount field with the current unit cost of the item card. 12. Post the item journal. This concludes the demonstration of how to save item journal lines to reuse them for recurring tasks. From time to time, at the end of a fiscal year as a minimum, the items that are physically in the company warehouse(s) must be counted to check if the quantity registered in the program agrees with the actual inventory quantity. If there are differences, these must be posted to the item accounts before the finance department performs their periodic inventory valuation. The Physical Inventory Journal To assist in taking a physical inventory, the program provides a special version of the item journal the Phys. Inventory Journal window. Click Warehouse Inventory Phys. Inventory Journals. FIGURE 1.9 PHYSICAL INVENTORY JOURNAL FOR REGISTRATION OF COUNTED ITEMS Taking a physical inventory involves a number of steps: 1. Fill in a physical inventory journal with calculated (expected) inventory. 2. Print the Physical Inventory List sheet to write counted quantities on. 1-11

28 Inventory Management in Microsoft Dynamics NAV Count the quantity of each item and write the figure in the empty field. 4. Enter the counted quantities in the physical inventory journal. 5. Post the journal. After posting the journal, the inventory quantities registered in the program will agree with the actual quantities in inventory as determined by the physical count. The physical inventory process is often initiated and managed by a company's finance department as a part of doing the annual accounts, but may also be a shared responsibility of warehouse staff - as in the following demonstration. Demonstration - Take a Physical Inventory at Yellow Location Scenario: John, the warehouse worker in charge of YELLOW warehouse, must perform the annual count of inventory items. He initiates the process by filling the physical inventory journal with calculated inventory quantities, prints the Physical Inventory List report, and then proceeds to do the physical counting. In the process, he records that two Swivel Chairs are missing and that one lost Guest Chair is found. Follow these steps to count and post the physical inventory: 1. Click Warehouse Inventory Physical inventory journals. 2. Click Functions Calculate Inventory and set a location code filter for YELLOW. 3. Click OK to run the calculation. FIGURE 1.10 PHYSICAL INVENTORY JOURNAL FILLED WITH CALCULATED YELLOW INVENTORY 1-12

29 Chapter 1: Control Inventory The Qty. (Calculated) field holds the quantities that the program expects to be in inventory. The Qty. (Phys. Inventory) field is preset with the same quantities, and this is where John will enter counted quantities if they differ from the calculated. 4. Proceed to prepare the physical inventory report by clicking Print. 5. Do not set any filters on the first two tabs, but click the Options tab. The Options tab defines what information will be shown on the printed Phys. Inventory List report. John prefers to print the sheet with the expected quantities preset so that he only has to write down the deviating figures. None of the items carry serial or lot numbers so the Show Serial/Lot Numbers field is irrelevant. Refer to Chapter 6 for information on counting serial/lot numbers. 6. Select the Show Qty. (Calculated) field and click Preview or Print. With the printout in hand, John now goes into YELLOW warehouse to take a physical inventory. In the process he discovers that two MUNICH Swivel Chairs, item 1972-S, are missing and that there is one more SEOUL Guest Chair than expected. For item 1972-S, John writes 88 after the calculated 90 on the empty line in the Qty. (Phys. Inventory) column. For item 1988-S, he writes 44 on the empty line. All other items are on inventory in the expected quantity and he leaves these lines empty. FIGURE 1.11 COUNTED ITEM QUANTITIES ENTERED ON THE PHYS. INVENTORY LIST PRINTOUT 1-13

30 Inventory Management in Microsoft Dynamics NAV 5.0 The physical counting is done and John proceeds to record the actual inventory quantities in the system. 7. Back in the physical inventory journal that contains the calculated YELLOW inventory, select the line for item 1972-S, MUNICH Swivel Chair. 8. Enter 88 instead of 90 in the Qty. (Phys. Inventory) field. Notice that the Entry Type field changes to Negative, and the Quantity field shows On the line for item 1988-S, SEOUL Guest Chair, enter 44 instead of 43. Reclassify Inventory FIGURE 1.12 PHYS. INVENTORY JOURNAL READY TO POST THE INVENTORY ADJUSTMENTS. 10. Post the journal. This completes the demonstration of tasks involved in counting and recording physical inventory. It is sometimes necessary to change information attached to items in inventory, such as to correct a data entry error made when the item was posted to inventory. 1-14

31 Chapter 1: Control Inventory The following are examples of information that may be changed: Dimension code Location code Bin code Serial/lot number Expiration date - of a serial/lot number Serial/lot number information cards For more information on the last three types of item information, refer to Handle Serial/Lot Numbers in this chapter. The Item Reclassification Journal Changing such information on item ledger entries can only be done in the Item Reclass. Journal window. Although this journal functions in a way similar to the item journal and physical inventory journal, it is unique because of the dedicated New.. fields in which to enter the new information value. FIGURE 1.13 ITEM RECLASSIFICATION JOURNAL SHOWING SPECIAL NEW FIELDS IN THE SHOW COLUMN LIST. Notice in the Show Column window that for each changeable field there is a corresponding New.. fields, such as the New Department Code field. 1-15

32 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Change Department Code from Sales to Blank Scenario: On 01/13/08, two units of item 1968-S are placed in inventory after they have been returned by a customer. The two item ledger entries still carry the SALES department code that was assigned during the original sale, and this dimension value must be removed from the inventory items. The warehouse manager uses the item reclassification journal to make this correction. Follow these steps to set up the Item Reclass. Journal window for the task: 1. Click Warehouse Inventory Item reclass. Journals. 2. Click View Show Column. 3. Select the Department Code, New Department Code, and Location Code fields and then press OK. The journal now includes the fields that will hold the old and new department codes, plus shows where the item is stored. Before proceeding to fill in the journal line, verify that the item ledger entry currently carries the SALES department code. 4. Back in the Item Reclass. Journal window, look up from the Item field and select item 1968-S in the Item List window (or press F6). 5. While the item is selected, click Item Entries Ledger Entries (or press Ctrl+F5) to open the Item Ledger Entries window. FIGURE 1.14 THE SECOND-LAST ITEM LEDGER ENTRY OF ITEM 1968-S SHOWS THAT TWO PIECES WERE RETURNED ON 01/13/08 AND PUT BACK IN RED INVENTORY WITH THE SALES DIMENSION VALUE. NOTE: The last item ledger entry shows that on 01/20/08, the two swivel chairs are in fact sold again, with the SALES department code. This demonstration assumes that this date has not yet arrived. Therefore, disregard the last item ledger entry. 1-16

33 Chapter 1: Control Inventory 6. Back in the item reclassification journal, enter 01/13/08 in the Posting Date field. 7. Look up in the Department Code field and select SALES. 8. Leave the New Department Code field empty to indicate that the item ledger entry will not hold a dimension value. 9. Look up in the Location Code field and select RED to ensure that the reclassification happens in the right warehouse. 10. In the Quantity field, enter 1. FIGURE 1.15 THE ITEM RECLASSIFICATION JOURNAL READY TO POST AND THEREBY REMOVE THE SALES DEPARTMENT CODE FROM THE ITEM LEDGER ENTRY. 11. Post the journal. To verify that the reclassification functioned as intended, proceed to check the item ledger entries of item 1968-S. 12. Click Warehouse Planning & Execution Items. 13. Scroll to the card of item 1968-S. 14. Press Ctrl+F5 to open the Item Ledger Entries window. FIGURE 1.16 SALES DEPARTMENT CODE REMOVED THROUGH RECLASSIFICATION 1-17

34 Inventory Management in Microsoft Dynamics NAV 5.0 Summary Notice that two new item ledger entries of type Transfer are created: one for a quantity of -2, removing the existing entry, and one for a quantity of +2, restoring the entry, but without the SALES department code. Again assuming that the last item ledger entry does not exist, when 01/20/08 arrives, the order processor will sell from inventory two Mexico swivel chairs that do not hold dimension values as is company rule. A typical task involved in controlling inventory is to analyze and maintain inventory levels to keep the supply chain flowing. Other general tasks are to post adjustments to inventory, either with the item journal, as a substitute for production orders or other purposes, with the physical inventory journal in connection with periodic counting, or with the reclassification jouirnal when only attached item information needs to be changed. 1-18

35 Chapter 1: Control Inventory Test Your Knowledge 1. Which of the following windows show item availability according to MPS (Master Production Schedule) concepts? (Select all that apply.) ( ) Item Availability by Period ( ) Item Availability by Date ( ) Item Availability by Variant ( ) Item Availability by Location 2. Which of the following are allocations? (Select all that apply.) ( ) A quantity consumed as production components ( ) A quantity entered on inbound orders, but yet unposted ( ) A quantity entered on outbound orders, but yet unposted ( ) Reserved items 3. Which window shows how many items are available in different warehouses? ( ) Item Availability by Warehouse ( ) Location Availability ( ) Item Availability by Location ( ) Warehouse Availability 4. Complete the following formula: Availability = + Inbound Quantities - 5. Which item journal functions enable you to reuse item journal lines? (Select all that apply.) ( ) Reuse Journal Lines ( ) Get Standard Journals ( ) Get Posted Journal lines ( ) Save as Standard Journal 1-19

36 Inventory Management in Microsoft Dynamics NAV Which field must be selected to show expected inventory on the Phys. Inventory List report? 7. Task: Put the following steps in order: Step : Count the quantity of each item and write the figure in the empty field. Step : Fill in a physical inventory journal with calculated (expected) inventory. Step : Print the Physical Inventory List sheet to write counted quantities on. Step : Enter the counted quantities in the physical inventory journal. 8. In the Phys. Inventory Journal window, what value is shown in the Entry Type field when you enter a surplus in the Qty. (Phys. Inventory) field? 9. Which of the following are special characteristics of the reclassification journal? (Select all that apply.) ( ) It is used to rename items ( ) It creates one item ledger entry of type Transfer for each posting. ( ) It uses variations of the New field. ( ) It creates two item ledger entries for each posting. 1-20

37 Chapter 1: Control Inventory 10. Which journal do you use to post an adjustment of item information in inventory? 1-21

38 Inventory Management in Microsoft Dynamics NAV 5.0 Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

39 Chapter 1: Control Inventory Solutions Test Your Knowledge 1. Which of the following windows show item availability according to MPS (Master Production Schedule) concepts? (Select all that apply.) ( ) Item Availability by Period ( ) Item Availability by Date ( ) Item Availability by Variant ( ) Item Availability by Location 2. Which of the following are allocations? (Select all that apply.) ( ) A quantity consumed as production components ( ) A quantity entered on inbound orders, but yet unposted ( ) A quantity entered on outbound orders, but yet unposted ( ) Reserved items 3. Which window shows how many items are available in different warehouses? ( ) Item Availability by Warehouse ( ) Location Availability ( ) Item Availability by Location ( ) Warehouse Availability 4. Complete the following formula: Availability = + Inbound Quantities - MODEL ANSWER - 1: Inventory 2: Allocations 5. Which item journal functions enable you to reuse item journal lines? (Select all that apply.) ( ) Reuse Journal Lines ( ) Get Standard Journals ( ) Get Posted Journal lines ( ) Save as Standard Journal 1-23

40 Inventory Management in Microsoft Dynamics NAV Which field must be selected to show expected inventory on the Phys. Inventory List report? MODEL ANSWER - Show Qty. (Calculated) 7. Task: Put the following steps in order: Step 3 : Count the quantity of each item and write the figure in the empty field. Step 1 : Fill in a physical inventory journal with calculated (expected) inventory. Step 2 : Print the Physical Inventory List sheet to write counted quantities on. Step 4 : Enter the counted quantities in the physical inventory journal. 8. In the Phys. Inventory Journal window, what value is shown in the Entry Type field when you enter a surplus in the Qty. (Phys. Inventory) field? MODEL ANSWER - Positive Adjmt. 9. Which of the following are special characteristics of the reclassification journal? (Select all that apply.) ( ) It is used to rename items ( ) It creates one item ledger entry of type Transfer for each posting. ( ) It uses variations of the New field. ( ) It creates two item ledger entries for each posting. 10. Which journal do you use to post an adjustment of item information in inventory? MODEL ANSWER - The reclassification journal 1-24

41 Chapter 2: Reserve and Order Track Items CHAPTER 2: RESERVE AND ORDER TRACK ITEMS Objectives Introduction The objectives are: Reserve items on inventory or inbound. Track from demand to matching supply and vice versa. Distinguish reservations from order tracking links. For many companies, the greater challenge lies in their ability to couple demand with supply in a manner that provides transparency and guarantees superior customer satisfaction without increasing inventory carrying costs. To meet such a challenge, most wholesalers and manufacturers generally need the ability to: Ensure that a specific demand can always be fulfilled by committing a corresponding supply to it. See the details of such allocations to locate alternatives that can satisfy urgent customer requests in situations where inventory is otherwise unavailable. The program supports these needs with the following features: Reservations Order tracking 2-1

42 Inventory Management in Microsoft Dynamics NAV 5.0 Reserve Items Reservations are intended for salespeople who want to reserve inventory or inbound items for a specific sales order, and for production planners who want to reserve components for firm planned production orders before they are released. The reservation system enables the user to make a firm link between existing supply and demand, which directly affects the way the inventory transaction is performed. Reservations may also be used to handle exceptional situations where the results of the normal, automatic offsetting of supply and demand are unacceptable. The program follows the simplicity principle that if reservations are broken because of quantity changes on the demand or supply side, the user must manually remove and recreate the reservation. Set Up Reservations Each item can be set up to handle reservations by selecting one of three different options in the Reserve field on the Planning tab of the item card: Always Optional Never FIGURE 2.1 ITEM CARD SHOWING THE THREE RESERVATION SETUP OPTIONS 2-2

43 Chapter 2: Reserve and Order Track Items The reservation setup options define the following system reactions: Always(also called automatic): Every time the item is entered on a sales order or other outbound order, such as an outbound transfer or a production component line, the system automatically tries to reserve the required quantity from the first available supply in inventory or on inbound orders, such as purchase or production orders. Optional (most common setup): Reservations are never made automatically, but the user can reserve manually in the Reservationwindow. Never: Neither automatic nor manual reservation is possible. No other setup is required for reservations. Automatic reservation with no user involvement, irrespective of the above reservation setup, occurs when the planning system creates supply orders using the Make-to-Order (M-T-O) manufacturing policy, or when the user creates a production order directly from a sales order. Refer to Manufacturing I for more information on supply planning. The Reservation Window From any outbound order, a user can reserve from four different types of supply: Item ledger entry (quantity in inventory) Purchase order line Released production order line Firm planned production order line Manually reserving either of these supply types takes place when you select from proposed supply with dedicated functions in the Reservation window. Review this by opening existing sales order in the demonstration company. 1. Click Sales & Marketing Order Processing Orders. 2. Scroll to sales order number

44 Inventory Management in Microsoft Dynamics NAV Place the pointer in the first and only sales order line. 4. Click Functions Reserve. FIGURE 2.2 THE RESERVATION WINDOW PROPOSING RESERVATIONS FROM THREE DIFFERENT SUPPLY TYPES The Reservation window shows all the supply types that may cover the required quantity on the sales order line. To reserve a quantity, place the pointer on a supply type line, and then click Functions Reserve from Current Line. The program allows you to reserve items that are not available in inventory but are inbound on purchase or production orders. The condition is that the expected receipt date of such inbound quantities is earlier than the shipment date of the sales order. The program cancels a reservation automatically when date changes make the supply-demand link impossible. Demonstration - Reserve Items on a Purchase Order Scenario: Susan, the order processor, is about to finalize a sales order for four units of item for customer The items are not in inventory, but they are expected to arrive before the sales order is to be shipped. To be absolutely sure that the sales order is fulfilled, she reserves the needed quantity from the purchase order. 1. Create a purchase order for vendor 3000 for ten units of item with expected receipt date on 02/01/08 at blank location. 2. Create a sales order for customer for four units of item with a shipment date of 02/03/08 from blank location. Now, make the reservations for the required item quantity. 2-4

45 Chapter 2: Reserve and Order Track Items 3. From the sales order, click Functions Reserve. FIGURE 2.3 RESERVATION WINDOW SHOWING THAT 4 ARE REQUIRED AND 10 ARE AVAILABLE ON A PURCHASE ORDER LINE. The Reservation window header contains information about the demand. The lines show the available supply, including how much of the supply is currently allocated in the warehouse on picks or shipments. This is shown in the Qty. Allocated in Warehouse field. The lines may contain several sources of supply with different reservation status. NOTE: If the sales order is for a specific serial and/or lot number, the Reservation system will allow the user to reserve that specific serial/lot number in a dedicated window. Refer to Handle Serial/Lot Numbers in this course. In this scenario, Susan is not concerned with reserving specific items (serial/lot numbers), so she proceeds to reserve four of the 10 units on the purchase order line. 4. Click Functions Reserve from current line. FIGURE 2.4 FOUR PIECES ARE NOW RESERVED. 2-5

46 Inventory Management in Microsoft Dynamics NAV 5.0 Susan can see from the Reservation window that the units of item 80201are reserved for her sales order. To verify this, she looks up the reservation entries of the sales order. 5. From the sales order, click Line Reservation Entries. Track Supply and Demand FIGURE 2.5 RESERVATION ENTRIES CREATED BETWEEN THE SALES ORDER AND THE INBOUND PURCHASE ORDER Like reservations, order tracking is the linking of demand to a corresponding supply. However, order tracking is merely informational and does not affect availability as do reservations. Depending on item setup, the program creates order tracking links dynamically to reflect possible order fulfillment. This linking works as information about possible fulfillment within the availability system and, as such, may work as a simple planning tool. If the item is not set up for such dynamic order tracking, then order tracking links are only created as a reflection of concrete reservations or planning results. A more advanced feature of order tracking is that of action messaging (planning suggestions), which is mostly for decision making in connection with production planning. Relation to Reservations and Planning Order tracking is managed in the same system that manages reservations and action messages. Accordingly, reservations created automatically or manually will also create order tracking links even if the item is not set up for dynamic order tracking. To illustrate this, briefly review the demonstration Reserve Items on a Purchase Order by performing the following final step: 2-6

47 Chapter 2: Reserve and Order Track Items From sales order 1001, click Functions Order Tracking. FIGURE 2.6 ORDER TRACKING INFORMATION CREATED AS A RESULT OF A RESERVATION Notice that the four reserved pieces are now also reflected as order tracking links between the sale and the purchase, although item is not set up for dynamic order tracking. For the same reason as for reservations, the program creates order tracking links between demand and a corresponding supply that is created by the planning system. A typical example of this is the order tracking between a sales order and a purchase order indicating that the existence of the sales order caused the planning run to create the purchase order. For detailed information on order tracking and action messages in planning, refer to the Manufacturing II course. Set Up Order Tracking Each item can be set up to create order tracking links by selecting one of three different options in the Order Tracking Policy field on the Planning tab of the item card: None Tracking Only Tracking & Action Msg. The order tracking setup options define the following system reactions: None: Order tracking links are not created dynamically, only as a result of concrete reservations or planning results. 2-7

48 Inventory Management in Microsoft Dynamics NAV 5.0 Tracking Only (also called dynamic tracking): The program creates order tracking links as soon as the user creates an order that may be offset by an existing order. Tracking & Action Msg: In planning, this option means the same as above, plus the program creates action messages for net change planning purposes. No other setup is required for order tracking. Demonstration - Track to a Purchase that Matches a Sale Scenario: Susan, the order processor, is about to promise to a customer the sale of eight Performance Keyboards, item on 01/24/08. She knows these items are not on inventory, so to make sure they will be available she uses order tracking and sees that they are inbound on a purchase order with a receipt date of 01/20/08. Begin by setting the item up for dynamic order tracking. 1. Click Purchase Planning Items and scroll to item On the Planning tab, look up in the Order Tracking Policy field and select Tracking Only. The item is now set up for order tracking. Proceed to buy and sell it. 3. Click Purchase Order Processing Orders. 4. Create a new purchase order from any vendor for 20 pieces of item to BLUE location with receipt date on 01/20/08. FIGURE 2.7 PURCHASE ORDER FOR 20 PERFORMANCE KEYBOARDS 2-8

49 Chapter 2: Reserve and Order Track Items The purchase order is created. Proceed to create the sales order. 5. Click Sales & Marketing Order Processing Orders. 6. Create a new sales order to any customer for eight pieces of item from BLUE location with shipment date on 01/24/08. To verify that the items will be available on 01/24/08, Susan uses order tracking to see if a matching supply exists. 7. From the sales order, click Functions Order Tracking. FIGURE 2.8 ORDER TRACKING LINK TO THE PURCHASE ORDER 8. Create a new sales order to any customer for eight pieces of item from BLUE location with shipment date on 01/24/08. To verify that the items will be available on the shipment date, Susan uses order tracking to see if a matching supply exists. 9. From the sales order, click Functions Order Tracking. FIGURE 2.9 ORDER TRACKING LINK FROM THE DEMAND TO THE SUPPLY 2-9

50 Inventory Management in Microsoft Dynamics NAV 5.0 The Order Tracking window shows that the full sales quantity of eight pieces is covered by purchase order ; the Untracked Quantity field shows zero. Susan decides to take a closer look at the purchase order. 10. From the Order Tracking window, click Show. Purchase order opens. To be absolutely sure that the purchase order is linked to her sales order, Susan uses order tracking in the other direction: from the supply to the demand. 11. Click Functions Order Tracking. FIGURE 2.10 ORDER TRACKING LINK FROM THE SUPPLY TO THE DEMAND Now the Order Tracking windows shows that eight pieces on the purchase order are linked to eight pieces on the sales order. The remaining 12 pieces is an untracked quantity, meaning that no link is made for this quantity. In connection with order tracking between actual supply and demand windows, like purchase and sales orders, a lookup from the Untracked Quantity field will never yield any additional information. When using order tracking in supply planning, through the requisition worksheet or planning worksheet, a lookup from the Untracked Quantity field will show order tracking links to the following other types of demand: Planning parameters Production forecasts Blanket sales orders For detailed information about using this information in the Untracked Planning Elements window, refer to the Manufacturing II course. 2-10

51 Reserving vs. Order Tracking Chapter 2: Reserve and Order Track Items As illustrated in this chapter, order tracking is managed within the reservation system but with a distinct difference from reservations: reservations are only possible against order network entities that are part of the availability calculation and have a status higher than planned (scheduled availability). Order tracking, on the other hand, is possible against any order network entity that takes part in the net requirement calculation by the planning run. This includes pure order suggestions and planned production orders. The following table shows which order network entities can be order tracked and which can be reserved: Name Item Ledger Entry Sales Quote Sales Order Purchase Order Requisition line Planned Prod. Order line Firm Planned Prod. Order line Released Prod. Order Line Simulated Prod. Order Line Prod. Order Component MRP Line MRP Component Planning Parameter Production Forecast Blanket Sales Orders Option Reserve / Order Track Can only be order tracked to a simulated production order and vice versa. Reserve / Order Track Reserve / Order Track Order Track (Only if resulting from a planning run) Order Track Reserve / Order Track Reserve / Order Track Order track to sales quote only Reserve / Order Track (Reservation only against firm planned and released components) Order Track (Only if resulting from a planning run) Order Track (Only if resulting from a planning run) Order Track (in Untracked Quantity field) Order Track (in Untracked Quantity field) Order Track (in Untracked Quantity field) 2-11

52 Inventory Management in Microsoft Dynamics NAV 5.0 Summary Reservations and order tracking links are managed in the same system and serve similar purposes, namely to link demand with supply. In the case of reservations, the link locks the two together and thereby excludes the supply from availability until posting or cancellation. Order tracking, on the other hand, is merely informational and can dynamically link all types of supply and demand. Both reservations and order tracking links help order processors and planners meet customer requirements without increasing inventory carrying costs. 2-12

53 Chapter 2: Reserve and Order Track Items Test Your Knowledge 1. Which setting must you select if you sometimes want to manually reserve an item? ( ) Sometimes ( ) Never ( ) Optional ( ) Always 2. What is the purpose of the reservation feature? 3. Which of the following types of supply can be reserved? (Select all that apply.) ( ) Released production order line ( ) Sales order ( ) Planned production order line ( ) Item ledger entry 4. With a setup option of None, when are order tracking links created? (Select all that apply.) ( ) Between a sales order and a matching production order that is created by the planning system ( ) Between a sales order and its reserved purchase order ( ) Between a sales order and its reserved production order ( ) Between a sales order and a matching purchase order 2-13

54 Inventory Management in Microsoft Dynamics NAV What is the purpose of the order tracking feature? 2-14

55 Chapter 2: Reserve and Order Track Items Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

56 Inventory Management in Microsoft Dynamics NAV 5.0 Solutions Test Your Knowledge 1. Which setting must you select if you sometimes want to manually reserve an item? ( ) Sometimes ( ) Never ( ) Optional ( ) Always 2. What is the purpose of the reservation feature? MODEL ANSWER - To make a firm link from a demand to a supply that blocks the supply from being available to other demands. 3. Which of the following types of supply can be reserved? (Select all that apply.) ( ) Released production order line ( ) Sales order ( ) Planned production order line ( ) Item ledger entry 4. With a setup option of None, when are order tracking links created? (Select all that apply.) ( ) Between a sales order and a matching production order that is created by the planning system ( ) Between a sales order and its reserved purchase order ( ) Between a sales order and its reserved production order ( ) Between a sales order and a matching purchase order 5. What is the purpose of the order tracking feature? MODEL ANSWER - To view system-created links between supply and demand, either as a result of reservation or planning or as a dynamic matching of potential order fulfillment. 2-16

57 Chapter 3: Use Multiple Locations CHAPTER 3: USE MULTIPLE LOCATIONS Objectives Introduction The objectives are: Set up a company with multiple locations. Link customers and vendors to locations. Set up responsibility centers. Link users, customers, and vendors to responsibility centers. List multi-location setup guidelines. Get an overview of Cronus setup data. Create sales and purchase orders for multiple locations. Create and set up stockkeeping units. Many modern companies have their organization and operations distributed over large geographic areas, with each unit being managed independently. Such an approach to organizing their business helps companies gain competitive advantage through achieving operational flexibility and customer responsiveness. At the same time, companies with multiple locations face the challenge of retaining control over their decentralized operations and optimizing the inventory flows. To meet this challenge, such companies must ensure that the real-time information generated at the location level is available to the rest of the organization. The Multiple Locations and Responsibility Centers granules in Microsoft Dynamics NAV provide companies that have multiple sites the opportunity to manage their business operations in a flexible, yet optimal way. With the Multiple Locations granule, companies can manage their inventory in multiple locations using one database. Two concepts, location and stockkeeping unit, are the cornerstone of this granule. A location is defined as a place that handles physical placement and quantities of items. The concept is broad enough to include locations such as: Plants or production facilities Distribution centers Warehouses Showrooms Service vehicles 3-1

58 Inventory Management in Microsoft Dynamics NAV 5.0 A stockkeeping unit is defined as an item or a variant of an item at a specific location. With the stockkeeping units, companies with multiple locations are able to add replenishment information, addresses, and some financial posting information on the location level. As a result, they can replenish variants of the same item for each location as well as order items for each location on the basis of location-specific replenishment information. The Responsibility Centers granule extends the multiple locations functionality by providing the possibility of handling administrative centers. A responsibility center can be: A cost center A profit center An investment center Examples of responsibility centers are a sales office, a purchasing department for several locations, and a plant planning office. With this granule, companies can set up user-specific views to show only sales and purchase documents related to a particular responsibility center. Note that the Multiple Locations and the Responsibility Centers granules can be implemented independently. Set Up a Company with Multiple Locations The first half of this chapter discusses how to use the Multiple Locations granule to set up your company with multiple locations to reflect its current and future administrative and geographic configuration. The second half explains the implications that alternative setup options have on the company's business processes in respect to making sales and purchase orders. First, the Multiple Locations granule and then the Responsibility Centers granule are demonstrated by reviewing the logistical setup of the Cronus demonstration company. Demonstration - Review a Centralized Warehouse Setup In the following demonstration, a company's structure is represented by a head office, which administers all purchases and sales, and a number of warehouses where inventory is handled and stored. The company follows a centralized purchase policy. Scenario: To run its business in the United Kingdom, Cronus International Ltd. has five physical premises: the headquarters, located in London, and five warehouses located in other cities around the country. The warehouse in Birmingham functions as a central warehouse to which most of the company's vendors ship their items. The central warehouse then transfers inventory to all other warehouses, which operate as distribution centers from which sales orders are shipped to the customers. 3-2

59 Chapter 3: Use Multiple Locations Look at how Cronus reflects their organizational configuration in the Microsoft Dynamics NAV setup. The general company information is recorded on the company information card. 1. Click Administration Application Setup General Company Information. The Company Information window appears. Fields on the General tab contain the address details of the Cronus company headquarters: FIGURE 3.1 GENERAL INFORMATION OF THE CRONUS COMPANY HEADQUARTERS 2. Click the Shipping tab. FIGURE 3.2 SHIPPING INFORMATION OF THE CRONUS COMPANY HEADQUARTERS By default, the program fills in the various ship-to fields on the Shipping tab with the address details of the company's headquarters. However, if the company's warehouse is located at a different address than the headquarters, the user can overwrite information in the ship-to fields with the location's address. The information in these fields is then printed on purchase orders, for example, so that vendors ship items to the correct location. 3-3

60 Inventory Management in Microsoft Dynamics NAV 5.0 In the Location Code field, the user can select the location code that corresponds to the company's ship-to address. If the field contains a code, whenever the purchasers order items are shipped to the company, the program automatically uses the warehouse location represented by the code. Location codes are set up on individual location cards. 3. Click Administration Application Setup Warehouse Locations. The Location Card window appears. Generally, the location card is used to record information about the company's locations. In Microsoft Dynamics NAV, location is defined as a physical place where items are produced, handled, and stored before being sold. A location can be, for example, a production plant, a warehouse, or a distribution center. The purpose of setting up locations in Microsoft Dynamics NAV is to make a distinction between where different locations are geographically located and how they handle inventory. The address information held on the location card is printed on the purchase documents to notify vendors to which locations they must ship the ordered items. Companies must set up a location card and a location code for each of their locations. BEST PRACTICE: It is recommended that companies set up at least one location, where they record inventory increases and decreases. If no location is set up, the program uses a blank location. If part of the inventory quantity is on the blank location, it is difficult to discern that quantity in Microsoft Dynamics NAV. For example, the Item Availability by Location window only shows the quantities in the different locations but does not show any quantity that does not belong to a location. 4. On the location card, press F5 to view the Location List window. FIGURE 3.3 LIST OF LOCATIONS SET UP IN CRONUS 3-4

61 Chapter 3: Use Multiple Locations Cronus has set up eight locations: six represent warehouses and two, OUT. LOG. and OWN LOG., are the in-transit locations. For more information on in-transit location, refer to Location Transfers in this course. By selecting a location on the list and clicking Location Card, you can see the address and setup details for each location. The distribution center in Birmingham, represented by location code BLUE, is the location that Cronus wants its vendors to ship ordered items to. To set up this process in the program, follow this procedure: 5. Reopen the Company Information window and on the Shipping tab, enter BLUE in the Location Code field. Cronus is now set up to use BLUE location as the main receiving location for purchase orders. FIGURE 3.4 BLUE LOCATION SET UP AS THE MAIN RECEIVING LOCATION OF ITEMS SHIPPED TO CRONUS Link Customers and Vendors to Locations For a number of reasons, such as to ensure fast deliveries to their customers or to optimize purchase processes with some vendors, companies may choose to pursue a decentralized distribution strategy. Such a strategy suggests that instead of one central warehouse, vendors ship purchase orders to different locations, which then ship the sales orders to the customers. To reflect these procedures in the program, the company can link certain customers and vendors to specific locations. The following is an example of a situation where a company that implemented a decentralized distribution policy chooses to link some of their customers and vendors to specific locations. As in the previous example, the company has a head office and a number of warehouses located at different geographical locations. 3-5

62 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Review a Decentralized Warehouse Setup Scenario: Cronus customer 40000, Deerfield Graphics Company, is located in Gloucester. Due to the customer's proximity to the YELLOW warehouse, the company has established a procedure by which they always ship items to this customer from this specific warehouse instead of the central warehouse represented by the default BLUE location. Similarly, Cronus has decided that one of its vendors, vendor 40000, will always ship orders to its GREEN warehouse located in Liverpool. To reflect these procedures in the program, the company links customer to the YELLOW location and links vendor to the GREEN warehouse. To link a customer to a location, the user must select a default location code on the customer card: 1. Click Warehouse Orders & Contacts Customers. 2. Select customer and click the Shipping tab. FIGURE 3.5 CUSTOMER 4000 SET UP TO HAVE ITEMS SHIPPED FROM YELLOW LOCATION Notice that the Location Code field contains the code for the YELLOW warehouse. The program uses this code as a default location code every time the user makes a sales order for this customer. 3-6

63 Chapter 3: Use Multiple Locations Similarly, to link a vendor to a location, the user must select a default location code on the vendor card. 3. Click Warehouse Orders & Contacts Customers. 4. Select vendor and click the Receiving tab. FIGURE 3.6 VENDOR 4000 SET UP TO HAVE ITEMS RECEIVED AT GREEN LOCATION Notice that the Location Code field contains the code for GREEN location. The program uses this code as a default location code every time the user makes a purchase order from this vendor. The implications that this setup has on where addresses on different documents come from are discussed in this chapter. Aditionally, you will see how the company uses the Multiple Locations granule functionality granule to distinguish between different locations and manage inventory at each specific location. Set Up Responsibility Centers With the Responsibility Centers granule, companies can set up responsibility centers to help administer their business. For example, a responsibility center can administer sales and purchases for one or more warehouses or distribution centers, where goods are handled and stored prior to being sold. With this functionality, companies can set up user-specific views to show only sales and purchase documents related to a particular responsibility center. The following demonstrates a situation where a company chooses to set up two responsibility centers. 3-7

64 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Review Responsibility Center Setup Scenario: To optimize their business operations on the United Kingdom market and to be closer to their customers, Cronus International Ltd. divides their activities into two main geographical areas: the Central area and the Southern area. Each of these areas is administered through a responsibility center. The London responsibility center administers the southern area, while the Birmingham responsibility center is responsible for the central area. Remember that the company also has six warehouses located in these two areas. In the Central area, the BLUE warehouse operates as a central warehouse to which most of the vendors in the area ship their purchase orders, while in the Southern area, vendors ship the orders to different warehouses. Notice how Cronus reflects their organizational configuration in the Microsoft Dynamics NAV setup. First, look at the responsibility center cards. 1. Click Administration Application Setup General Company Information. 2. Click Company Responsibility Centers. The Responsibility Center Card window appears. 3. Open the card for the Birmingham responsibility center. FIGURE 3.7 BIRMINGHAM RESPONSIBILITY CENTER SHOWING DEFAULT LOCATION BLUE Fields on the General tab of the responsibility center card specify the code and the name for the responsibility center as well as address details. Each responsibility center has a name, such as the address of the regional office, as well as a code representing the name. The user can apply this responsibility center code elsewhere in the program. For example, when the user enters a responsibility center code on purchase and sales documents, it affects the address and dimensions on the documents. 3-8

65 Chapter 3: Use Multiple Locations The Location Code field contains the code of a default warehouse, which in this case is the Blue warehouse. Physical transactions administered by the Birmingham responsibility center take place at this location. Entering a location code here makes that location the automatic default on all sales and purchase documents with this responsibility center. Another responsibility center for Cronus is located in London: Link Responsibility Centers FIGURE 3.8 LONDON RESPONSIBILITY WITHOUT A DEFAULT LOCATION Note that the London responsibility center does not have a default location code. Having multiple locations can create problems in terms of who can access what. In Microsoft Dynamics NAV, it is possible to assign permission for different users to perform activities in relation to the different responsibility centers. In this way, the company can ensure that a specific user only gets access to the data relevant for that user's responsibility center. For detailed information on setting up roles and permissions, refer to the Application Setup course. Once a user is defined and assigned to a responsibility center, the program automatically selects the responsibility center linked to this specific user every time the user logs on with their own user ID. Specifically, this means that users can make sales and purchases only from the responsibility center indicated in their set of permissions. Also, the responsibility center name appears in the sales and purchase orders as well as in other places in the program where the Responsibility Center field is present. The following is an example of a situation where a company wants to set up their users so that they can create and view sales and purchase documents only related to the responsibility center from which they operate. 3-9

66 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Link Users to Responsibility Centers Scenario: Cronus has two responsibility centers, one in London and another one in Birmingham. The company has decided to set up three main users according to the following considerations: A user with the user ID ALL has all the permissions. A user with the user ID BR-USER has permission to operate only from the Birmingham responsibility center. A user with the user ID LD-USER has permission to operate only from the London responsibility center. To reflect these procedures in the program, the company must link users to the corresponding responsibility center. The following is the procedure for how to do that. First, create the users and assign roles to them. 1. On the menu bar, click Tools Security Database Logins. 2. Create three users with the user IDs: ALL, BR-USER and LD-USER FIGURE 3.9 THREE USER IDS CREATED 3. Leave the Password and Expiration Date fields blank. 4. Select user ID ALL and click Roles to open the Roles window. 5. In the Role ID field, select SUPER. 6. Repeat steps 4 and 5 for the user IDs BR-USER and LD-USER. Now, assign new users to specific responsibility centers so that the program can accordingly filter data used when creating transactions. 3-10

67 Chapter 3: Use Multiple Locations Set up permissions for users in the User Setup window. 7. Click Administration Application Setup Users User Setup. 8. Create three lines for each of the newly created users by selecting the corresponding user IDs in the User ID field. 9. In the Sales Resp. Ctr. Filter, Purchase Resp. Ctr. Filter and Service Resp. Ctr. Filter fields, select Birmingham for the user with the BR-USER as user ID to indicate that this user is linked to the Birmingham responsibility center and has permission to make sales, purchase and service orders from this center. 10. Similarly, link the user with the user ID LD-USER to the London responsibility center. FIGURE 3.10 LD_USER LINKED TO LONDON NOTE: Always have one user configured as ALL, so that there is always a user ID with all the permissions. Demonstration - Link Customers and Vendors to Responsibility Centers Companies often have established processes whereby certain customers are always administered from a specific sales responsibility center. A similar process may exist for vendors. To reflect these business practices, companies may want to use the program's functionality to link their customers and vendors to certain responsibility centers. As an example of this feature, suppose that a salesperson creates a sales order for a customer that is linked to a specific responsibility center. The corresponding responsibility center code defaults on the sales order header as well as on the printout of the sales order. In addition, the company is able to track their performance toward customers for each specific responsibility center. The following is an example of a situation where a company chooses to link some of their customers and vendors to a specific responsibility center. 3-11

68 Inventory Management in Microsoft Dynamics NAV 5.0 Scenario: As a part of their strategy to increase customer responsiveness and improve customer care, Cronus has placed the responsibility for key customers with each individual responsibility center. Similarly, each responsibility center is responsible for improving its relationship with key vendors. To help the responsibility centers fulfill their new role, Cronus has chosen to link its customers and to the Birmingham and London responsibility centers, respectively. Similarly, one of its vendors, 10000, is linked to the London responsibility center. Look at how Cronus reflects this business pattern in their setup of Microsoft Dynamics NAV setup. To link a customer to a responsibility center, the user must select a responsibility center code on the customer card. 1. Click Warehouse Orders & Contacts Customers. Browse to the customer card for customer FIGURE 3.11 CUSTOMER IS LINKED TO THE BIRMINGHAM RESPONSIBILITY CENTER Notice that the Responsibility Center field on the General tab contains the code for the Birmingham responsibility center. 2. Open the customer card for customer to see that this customer is linked to the London responsibility center. 3-12

69 Chapter 3: Use Multiple Locations Similarly, to link a vendor to a responsibility center, the user must select a responsibility center code on the vendor card. 3. Click Warehouse Orders & Contacts Vendors. Browse to the vendor card for vendor FIGURE 3.12 VENDOR IS LINKED TO THE LONDON RESPONSIBILITY CENTER Guidelines for Setting Up a Company with Multiple Locations As previously illustrated, with the two granules in Microsoft Dynamics NAV, Multiple Locations and Responsibility Centers, multi-site companies can exercise a high degree of flexibility when setting up their organizations in the program. However, it is recommended that companies choose one of the two following generic approaches to the setup: The user-focused approach The account (customer/vendor)-focused approach The companies where the user perspective is of a higher priority than that of the account may want to choose the user-focused approach. In this case, they follow the general guidelines for setup as follows: Link responsibility centers to the users. Select a default location code for each responsibility center. Do not select default location codes for the accounts. 3-13

70 Inventory Management in Microsoft Dynamics NAV 5.0 Where the account perspective is of a higher priority than the user, companies may want to choose the account-focused approach. In this case, companies can follow the general guidelines for setup: Select default responsibility centers and location codes for the accounts. Do not link responsibility centers to the users. Do not select default location codes for the responsibility centers. NOTE: The demo database for Cronus does not reflect the above-mentioned approaches. 3-14

71 Chapter 3: Use Multiple Locations Lab 3.1 Create and Set Up a New Location Scenario Cronus International Ltd. extends its operations in England and purchases a new warehouse in Brighton. Cronus management decides that vendors and will use this new warehouse as a ship-to location. Challenge Yourself Your tasks are as follows: 1. Set up this new location in the program. To do so, you must create a new location card. The new location is called Orange Warehouse and it has the location code ORANGE. 2. Set the orange location as the default location for vendors and Step by Step 1. Click Warehouse Inventory Setup. 2. Press F3 to create a new location card. 3. In the Codefield, enter ORANGE. 4. In the Namefield, enter Orange Warehouse. The new location is created. (Additional setup can be made later.) Proceed to link the location to selected vendors. 5. Click Warehouse Orders & Contacts Vendors. 6. Open the card for vendor Open the Receivingtab, enter ORANGE in the Location Code field. 8. Open the card for vendor Open the Receivingtab, enter ORANGE in the Location Code field. 3-15

72 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 3.2 Create and Set Up a New Responsibility Center Scenario As Cronus business in northern England increases, the company decides to open a new office in Manchester, which acts as a profit center administrating sales and purchases in the area. A warehouse located in Liverpool and represented by the location code GREEN is chosen as a default location for this responsibility center. Employees responsible for sales and purchases at the Manchester responsibility center will have their own user IDs, which allow them to perform the respective processes only from this responsibility center. Among other things, management also decides to administrate all deals with customer from the Manchester responsibility center. Challenge Yourself Your tasks are as follows: 1. Set up this new administrative office in the program. To do so, you must create a new responsibility center card. The new responsibility center will have the responsibility center code Manchester. 2. Set location Green as a default location for this responsibility center. 3. Set up at least one user at the Manchester responsibility center with the permission to make both sales and purchase orders from this center. First, create this user in the program with the MNC-USER user ID. Then set up permissions for this user. 4. Set the Manchester responsibility center as a default for customer Step by Step 1. Click Administration Application Setup Responsibility Centers. 2. Press F3 to create a new responsibility center card. 3. In Codefield, enter MANCHESTER. 4. In the Location Codefield, enter GREEN. The responsibility center is created (additional setup can be made later.) Proceed to create a new user. 5. Click Tools Security Database Logins. 6. On a new line, enter MNC-USER in the User IDfield. 7. Click Roles. 8. In the Role IDfield, enter SUPER. The new user is created. Proceed to make the user setup. 3-16

73 Chapter 3: Use Multiple Locations 9. Click Administration Application Setup Users User Setup. 10. On a new line, enter MNC-USER in the User IDfield. 11. In the three responsibility center fields, enter MANCHESTER. The new user setup is created. Proceed to link the new responsibility center to customer Click Warehouse Orders & Contacts Customers. 13. Open the card of customer In the Responsibility Centerfield, enter MANCHESTER. 3-17

74 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 3.3 Set Up a Multi-site Company Challenge Yourself Using an example of a multi-site company that you may be familiar with, suggest a setup for this company in Microsoft Dynamics NAV. Discuss your considerations and findings in a class and/or with an instructor. 3-18

75 Overview of Cronus Organizational Setup Chapter 3: Use Multiple Locations The overview of the Cronus organizational setup is summarized in the following tables. This includes the setup presented in scenarios 2-5 of this section as well as the setup performed in Lab Create and Set up a New Location and Lab Create and Set up a New Responsibility Center. Responsibility Center Default Location Code Comments Birmingham Blue As set up in the demo data London no default location As set up in the demo data Manchester Green Setup performed during exercises 1 and 2 Customer No. Responsibility Center (RC) Default Location Code Comments Birmingham Blue As set up in the demo data no default RC no default location Manchester no default location As set up in the demo data Setup performed during exercises 1 and no default RC Yellow As set up in the demo data London no default location Vendor No. Responsibility Center (RC) Default Location Code Comments London Orange Setup performed during exercises 1 and no default RC no default location As set up in the demo data no default RC Green As set up in the demo data no default RC Orange Setup performed during exercises 1 and

76 Inventory Management in Microsoft Dynamics NAV 5.0 Sell and Purchase in a Company with Multiple Locations If you do not have responsibility centers, you can simply link customers and vendors to different locations. This section discusses what implications the alternative setups have on the company's business processes, with respect to making sales and purchase orders. To illustrate these implications, refer to the different setup scenarios described in the previous section. Before doing so, however, pay attention to the priority in which location codes and responsibility centers appear on the sales and purchase documents. Priorities In Microsoft Dynamics NAV, there is a pattern according to which the program applies the responsibility centers and locations codes to the sales and purchase documents. This pattern is based on a priority issue. The following table shows the priority rules that determine which responsibility center must appear on the sales and purchase documents: The User Setup Card Priority 1 * The Company Information Card The Customer/ Vendor Card Priority 2 no default RC * Priority 3 no default RC no default RC * Read the table as follows: If you selected a responsibility center as the default on the user setup card, the program will always apply this responsibility center to the sales and purchase documents. If you did not select a default responsibility center on the user setup card, the program will apply the responsibility center that you selected as the default on the company information card to the sales and purchase documents. If you did not select a default responsibility center on the user setup card, and did not select a default responsibility center on the company information card, the program will apply the responsibility center that you selected as the default on the customer or vendor cards to the sales and purchase documents respectively. 3-20

77 Chapter 3: Use Multiple Locations The following table shows the priority rules that determine which location should appear on the sales and purchase documents: The Customer/ Vendor Card Priority 1 * The Responsibility Center Card The Company Information Card Priority 2 no default location * Priority 3 no default location no default location * You read the table as follows: If you selected a location code as the default on the customer or vendor cards, the program applies this location code to the sales and purchase documents respectively. If you did not select a default location code on the customer and vendor cards, the program will apply the location code selected as the default on the responsibility center card to the sales and purchase documents. The program applies a responsibility center according to the rules described on the previous page. If you did not select a default location code on the customer or vendor card, and you did not select a default location code on the responsibility center card or you have not set up responsibility centers in the program, the program applies the location code selected as the default on the company information card to the sales and purchase documents. The following section describes specific situations in which the program applies a responsibility center or a location code to sales and purchase documents, depending on the setup of the multi-site company. These situations are described in the form of scenarios that represent different setups. However, instead of going through all the scenarios you may just choose to have a closer look at the selected few that are of interest to you. Demonstration - Purchase in a Centralized Distribution System Consider the following scenario and its implications for the purchase document. Scenario: The setup: A head office with a default ship-to location. (See the demonstration Review a Centralized Warehouse Setup ): 3-21

78 Inventory Management in Microsoft Dynamics NAV 5.0 Cronus has one head office set up on the company information card and a number of locations represented by warehouses, with the Blue location being a central warehouse. On the company information card, the location code BLUE is set up as a default ship-to location. A purchaser in Cronus creates a purchase order for vendor for ten units of item Create the purchase order for vendor Fill in the Buy-from Vendor No., Type, No., and Quantity fields in the Purchase Order window with the corresponding information. FIGURE 3.13 PURCHASE ORDER FOR VENDOR Notice that the program has automatically filled in the Location Code field on the Shipping tab and on the purchase line with BLUE. Now, view the printout of the purchase order document that Cronus sends to their vendor. 2. In the Purchase Order window, click Print. Click the Preview button. The Print Preview window appears. The vendor's address is in the top-left corner of the document. The address in the top-right corner is the company's headquarters address that the company set up in the Company Information window. The bottom-left corner displays the ship-to address that the vendor ships the ordered items. This address is for the Blue warehouse. Consider the following scenario and its implications for the purchase document. 3-22

79 Chapter 3: Use Multiple Locations Demonstration - Purchase from a Vendor Linked to a Warehouse Scenario: The setup: A head office with a default ship-to location; one warehouse is a default location for a vendor. (See the demonstration, Review a Decentralized Warehouse Setup ) Cronus has one head office set up on the company information card and a number of locations represented by warehouses, with the Blue location being a central warehouse. The location code Blue is set up as the default ship-to location on the company information card. The location code GREEN is set as a default for vendor on the vendor card. A purchaser in Cronus creates a purchase order for vendor for 25 units of item Create the purchase order for vendor Fill in the Buy-from Vendor No., Type, No., and Quantity fields in the Purchase Order window with the corresponding information. FIGURE 3.14 SALES ORDER FOR CUSTOMER Notice that the program has automatically filled in the Location Code field on the Shipping tab and the purchase line with GREEN. Consider the following scenario and its implications for the sales document. 3-23

80 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Sell as a User Linked to a Responsibility Center Scenario: The setup: A head office with a default ship-to location; one warehouse is a default location for a responsibility center; a user is linked to the responsibility center. (See the demonstrations Review responsibility Center Setup and Link Users to Responsibility Centers ) Cronus has one head office set up on the company information card, a number of locations represented by warehouses, and three responsibility centers. The location code Blue is set up as a default for the Birmingham responsibility center. A user with user ID BR-USER is linked to the Birmingham responsibility center. Customer does not have a default location code set up. A salesperson at the Birmingham responsibility center makes a sales order for customer and 10 units of item Create the sales order for customer from the Birmingham responsibility center. First, log on as BR-USER: 1. In the Login window, enter br-user in the User ID field and no password. FIGURE 3.15 LOGGING IN AS BR-USER 2. Click OK. Now, create a new sales order: 3. Click Sales & Marketing Order Processing Orders. 3-24

81 Chapter 3: Use Multiple Locations 4. Press F3 to create a new order. FIGURE 3.16 NEW ORDER CREATED BY BR-USER IS AUTOMATICALLY MADE FOR BIRMINGHAM RESPONSIBILITY CENTER. Notice that the Responsibility Center field on the General tab is automatically filled in with BIRMINGHAM. The Location Code field on the Shipping tab contains BLUE, because this is the default location for the Birmingham responsibility center. 5. Fill in the Sell-to Customer No., Type, No., and Quantity fields in the Sales Order window with the corresponding information. FIGURE 3.17 SALES ORDER LINE FILLED IN 3-25

82 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that the program has automatically filled in the Location Code field on the sales lines with BLUE. This code is copied from the Shipping tab. Now you can see how these different addresses appear on the printout of the sales order to be sent to the customer for confirmation: 6. Click Print Order Confirmation. 7. In the Order Confirmation window, click Preview. The customer's sell-to address is in the top-left corner of the document. The topright corner of the document contains the address of the responsibility center that the sales order has been made for. In this case, it is the Birmingham responsibility center. Consider the following scenario and its implications for the purchase document. Demonstration - Purchase as a User Linked to a Responsibility Center with No Default Location Scenario: The setup: A head office with a default ship-to location; a user is linked to a responsibility center with no default location. (See the demonstrations Review a Centralized Warehouse Setup, Link Users to Responsibility Centers, and Link Customers and Vendors to Respnsibility Centers ) Cronus has one head office set up on the company information card, a number of locations represented by warehouses, and three responsibility centers. The location code BLUE is set up as a default ship-to location on the company information card. A user with user ID LD-USER is linked to the London responsibility center. The London responsibility center does not have a default location code. A purchaser in the London responsibility center creates a purchase order for vendor 30000, for ten units of item Create the purchase order for vendor from the London responsibility center. 1. Log in as LD-USER. 2. Click Purchase Order Processing Orders. 3. Press F3 to create a new order. 3-26

83 Chapter 3: Use Multiple Locations Notice that the Responsibility Center field on the General tab is automatically filled in with LONDON. The Location Code field on the Shipping tab is filled in with BLUE. This is a default location that has been set up for the entire company on the Shipping tab of the company information card. 4. Fill in the Buy-from Vendor No., Type, No. and Quantity fields in the Purchase Order window with the corresponding information. FIGURE 3.18 PURCHASE ORDER LINE CREATED FOR BLUE LOCATION. ORDER HEADER IS SET TO LONDON RESPONSIBILITY CENTER. Notice that the program has automatically filled in the Location Code field on the sales lines with BLUE. This code is copied from the Shipping tab. Look at the printout of the purchase order to see how these different addresses appear on the printout that is sent to the vendor. The vendor's address is in the top-left corner of the document. The top-right corner of the document contains the address of the responsibility center that the purchase order has been made for. In this case it is the London responsibility center. The bottom-left address is the recipient's address, at the Blue warehouse. If Cronus did not have a default location set up on the company information card, the ship-to address will be the company's general address. The last two scenarios illustrated how the program uses the address information in situations when a user is linked to a specific responsibility center. Now, consider scenarios when customers and vendors are linked to a responsibility center or location that is different from the one linked to the user. 3-27

84 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Sell from a Responsibility Center with No Default Location Scenario: The setup: A head office with a default ship-to location; a customer is linked to a responsibility center with no default location; the customer does not have a default location. (See the demonstration Link Customers and Vendors to Responsibility Centers ) Cronus has one head office set up on the company information card, a number of locations represented by warehouses, and three responsibility centers. The location code Blue is set up as a default ship-to location on the company information card. The London responsibility center is the default for customer There is no default location set up for this customer. The London responsibility center does not have a default location code. A salesperson in Cronus creates a sales order for customer 50000, for five units of item Create the sales order for customer 50000: 1. Log in with user ID ALL. 2. Click Sales & Marketing Order Processing Orders. 3. Press F3 to create a new order and fill in the Sell-to Customer No. field with the customer number. Notice that the Responsibility Center field on the sales header contains LONDON which is a default code for this customer. Meanwhile, the Location Code field on the Shipping tab is filled in with BLUE. This is a default location that has been set up for the entire company. 4. Fill in the Type, No, and Quantity fields in the Sales Order window with the appropriate information. FIGURE 3.19 SALES ORDER CREATED WITH LOCATION CODE PRESET 3-28

85 Chapter 3: Use Multiple Locations The program copies the location code to the sales line from the Shipping tab. Consider the following scenario and its implications for the sales document. Demonstration - Sell to a Customer with a Conflicting Responsibility Center Scenario: The setup: A head office with a default ship-to location; a user is linked to a responsibility center with a default location; a customer is linked to another responsibility center. (See the demonstrations Link Users to Responsibility Centers and Link Customers to Responsibility Centers ) Cronus has one head office set up on the company information card, a number of locations represented by warehouses, and three responsibility centers. A user with user ID BR-USER is linked to the Birmingham responsibility center. The location code Blue is set up as the default for the Birmingham responsibility center. The London responsibility center is the default for customer A salesperson at the Birmingham responsibility center creates a sales order for customer 50000, for 15 units of item Create the sales order for customer from the Birmingham responsibility center: 1. Log in with user ID BR-USER. 2. Click Sales & Marketing Order Processing Orders. 3. Press F3 to create a new order. 4. In the Sell-to Customer No. field in the Sales Order window, select customer You then receive the following warning message: FIGURE 3.20 WARNING ABOUT CONFLICTING RESPONSIBILITY CENTERS 5. Click OK. You have accepted that the program will process the sales order from the Birmingham responsibility center, which is a default responsibility center for the salesperson making the orders, rather than from London responsibility center, which is the default responsibility center for the customer. 3-29

86 Inventory Management in Microsoft Dynamics NAV 5.0 Consider the following scenario and its implications for the sales document. Demonstration - Sell to a Customer with a Conflicting Default Location Scenario: The setup: A head office with a default ship-to location; a user is linked to a responsibility center with a default location; a customer has a default location. (See the demonstrations Review a Decentralized Warehouse Setup and Link Users to Responsibility Centers ) Cronus has one head office set up on the company information card, a number of locations represented by warehouses, and three responsibility centers. A user with user ID BR-USER is linked to the Birmingham responsibility center. The location code Blue is set up as the default for the Birmingham responsibility center. The customer is not linked to any responsibility center, but has the location code Yellow as default. A salesperson at the Birmingham responsibility center creates a sales order for customer 40000, who has placed an order for 10 units of item 1896-S. Create the sales order for customer from the Birmingham responsibility center. 1. Log in with user ID BR-USER. 2. Click Sales & Marketing Processing Orders. 3. Press F3 to create a new order. Notice that the Responsibility Center field on the sales order header is automatically filled with BIRMINGHAM, while the Location Code field on the Shipping tab contains BLUE. 3-30

87 Chapter 3: Use Multiple Locations 4. Fill in the Sell-to Customer No. Notice that the Location Code field on the Shipping tab now contains YELLOW. 5. Fill in the Type, No. and Quantity fields in the Sales Order window with the appropriate information: FIGURE 3.21 THE LOCATION CODE OF THE CUSTOMER OVERRIDES THE USER'S DEFAULT LOCATION The program copies the location code to the sales line from the Shipping tab. 3-31

88 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 3.4 Create Purchase Orders in a Company with Multiple Locations Scenario A purchaser at Cronus needs to buy 70 units of item from vendor and 30 units of item from vendor Challenge Yourself Your tasks are as follows: 1. Create the two purchase orders. 2. Make printouts of the two purchase documents that will be sent to the vendors. Instead of printing, you can view the print previews of the documents. 3. Explain where the addresses on the purchase documents come from. HINT: Make sure that you are logged on as ALL. Step by Step 1. Log on to NAV as ALL. 2. Click Purchase Order Processing Orders. 3. Press F3 to create a new purchase order. 4. Enter in the Buy-from Vendor No.field. 5. On a purchase line, enter in the Item No.field. 6. In the Quantityfield, enter Press F3 to create a new purchase order. 8. Enter in the Buy-from Vendor No.field. 9. On a purchase line, enter in the Item No.field. 10. In the Quantityfield, enter From each purchase order, click Print Preview. On the first purchase order (for 70 pieces), the Cronus company address in the top right corner is that of the London responsibility center, as linked to vendor The ship-to address (at the bottom) is that of the Cronus Yellow Warehouse. On the second purchase order (for 30 pieces), the Cronus company address in n the top right corner is that of the company's default address (whenno responsibility center is linked), as defined in the Company Information window. The ship-to address (at the bottom) is that of the Cronus Green Warehouse. 3-32

89 Chapter 3: Use Multiple Locations Lab 3.5 Create a Sales Order in a Company with Multiple Locations Scenario At Cronus, a salesperson at the Manchester responsibility center needs to make a sales order for the customer 40000, who has placed an order for 25 units of item 1896-S. Challenge Yourself Your tasks are as follows: 1. Log in at the Manchester responsibility center. 2. Create the sales order. 3. Print the sales document that will be sent to the customer for confirmation. Instead of printing, you may just view the print preview of the document. 4. Explain where the addresses on the sales document come from. Step by Step 1. Log on to NAV as MNC-USER 2. Click Sales & Marketing Order Processing Orders. 3. Press F3 to create a new sales order. 4. Enter in the Sell-to Customer No.field. 5. On a sales line, enter 1896-s in the Item No.field. 6. In the Quantityfield, enter Click Print Order Confirmation Preview. Notice that, although the sales person is in Manchester, which normally uses GREEN location, the location code on the sales line uses the location code that is linked to customer 4000, YELLOW. 3-33

90 Inventory Management in Microsoft Dynamics NAV 5.0 Control Inventory at Multiple Locations Companies with many warehouse locations want to have a certain degree of flexibility in managing these locations. They need to be able to make individual replenishment plans based on the supply-demand pattern at a specific location or based on a variant of the item. Microsoft Dynamics NAV provides companies with multiple locations with functionality that allows them to handle and control inventory in such a flexible manner. This is done by means of creating stockkeeping units. Information recorded on the stockkeeping unit card specifies individual parameters used by the program to calculate replenishment schedules at the location and/or variant level. The Stockkeeping Unit Concept The Stockkeeping Unit (SKU) is an item with a particular variant and/or at a particular geographic location. For example, a product stocked at both a main location and six different distribution centers represents seven SKUs. Information held on the SKU card can include: Cost prices Replenishment information Manufacturing information Whenever there is an SKU, the program uses the information on the SKU card instead of referring to the item card. SKUs have priority over the item card but do not replace it. Demonstration - Set Up an SKU Scenario: Based on different supply-demand patterns for a number of certain items at specific warehouses, Cronus realizes the need to reflect this difference in the program. For this purpose, an inventory manager creates and sets up the corresponding number of stockkeeping units for the selected items. Item is among these items. Look at the SKUs that have been created for item NOTE: The user can create a stockkeeping unit by clicking Inventory, Stockkeeping Units, pressing F3, and then entering the appropriate information on the SKU card. To create several stockkeeping units for an item, the user can use the Create Stockkeeping Unit batch job by clicking Functions on the item card. 3-34

91 Chapter 3: Use Multiple Locations Notice the Stockkeeping Unit Exists field on the Planning tab of the item card. If this field contains a check mark, then one or more stockkeeping units for this item have already been created. 1. Click Warehousee Planning & Execution Items and browse to the item card for item On the item card, click Item Stockkeeping Units. A list of SKUs for the item appears. FIGURE 3.22 LIST OF SKUS CREATED FOR ITEM Select the SKU for the Blue location and click SKU Card (or press Shift+F5). Notice that many fields on the General tab of the SKU card are the same as on the item card for the corresponding item. 4. Click the Replenishment tab. FIGURE 3.23 REPLENISHMENT SETUP FOR THE SKU AT BLUE LOCATION The fields on the Replenishment tab specify details of the replenishment process that the inventory manager has established for this item at the Blue location. 3-35

92 Inventory Management in Microsoft Dynamics NAV 5.0 The Replenishment System field specifies the type of order the program suggests when it creates orders as the result of the replenishment planning. At Cronus, where location Blue is the company's main distribution center, most of the items stored at this location are replenished through purchase. Therefore, Purchase is selected in the Replenishment System field for this stockkeeping unit. The user can differentiate between items at different locations by specifying unique values in the SKU for characteristics such as maximum inventory, reorder point, and reorder quantity. To learn about other fields on the Replenishment and Planning tabs, click the respective field and press f1. Now, view the details for the SKU card for the same item at the Yellow location: 5. From the stockkeeping units list, select the SKU for location Yellow and click SKU Card (or press Shift+F5). 6. Click the Replenishment tab. FIGURE 3.24 REPLENISHMENT SETUP FOR THE SKU AT YELLOW LOCATION According to the company's established procedures, most of the items stored at the Yellow location are replenished by means of transfer from the Blue location. This practice is reflected in the program through the selection of Transfer as replenishment system and the selection of BLUE as a transfer-from code. When the user selects a code in the Transfer-from Code field, the program verifies whether the combination of the transfer-to and the selected transfer-from locations is a valid transfer route. For more information on transfer orders, refer to Transfer Between Locations in this course. Cronus has stockkeeping units for item at the Blue and Yellow locations. When this item is handled from other locations, the program uses the information on the item card. 3-36

93 Chapter 3: Use Multiple Locations To view a list of all stockkeeping units: 1. Click Warehouse Planning and Execution Stockkeeping Units. 2. Click SKU List (or press F5). Using SKU Information The program uses information on the stockkeeping unit card when producing different reports. In this way, companies handle and control inventory stored at different locations, without losing the overview of the entire inventory. To make an inventory availability report: 1. Click Purchase Inventory & Costing Reports Inventory Availability. 2. In the Inventory Availability window, click the Options tab. 3. Select the Use Stockkeeping Unit field. 4. Click Preview. The report lists the availability of items by stockkeeping unit. To print other inventory reports, follow the same procedure as described in steps

94 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 3.6 Create and Set Up Stockkeeping Units Scenario Due to the different conditions under which the various warehouses within Cronus operate, the company decides to establish a set of parameters with regard to certain items, which will distinguish the way that these items are handled and managed at different locations. Among these items is item General practice is that this item is purchased from a limited number of vendors, who are located in close proximity to the Blue warehouse. These vendors therefore ship their orders directly to this warehouse. The Red and Yellow warehouses will not purchase this item from the vendors but will transfer it from the Blue warehouse. Challenge Yourself Your tasks are as follows: 1. Create stockkeeping units for item at the Blue, Red and Yellow locations. 2. Set up the stockkeeping units according to the following parameters: At the Blue Warehouse At the Red Warehouse At the Yellow Warehouse Requisition System Purchase Transfer Transfer Transfer-from Code - Blue Blue Lot Size Print an inventory availability report for each stockkeeping unit. Step by Step 1. Click Warehouse Planning and Execution Items. 2. Open the card of item Click Functions Create Stockkeeping Unit. 4. On the Item tab, enter this filter in the Location Code field: BLUE RED YELLOW. (The vertical line is done by pressing Alt Gr+ keys). 5. Leave the Options tab unchanged and click OK. 6. From the item card, click Item Stockkeeping Units. 7. With the pointer in the first line, BLUE location, press Shift+F5. 8. Go to the Replenishment tab and enter 100 in the Lot Size field. 9. Press Esc to return to the Stockkeeping Unit List window. 10. With the pointer in the second line, RED location, press Shift+F

95 Chapter 3: Use Multiple Locations 11. Go to the Replenishment tab. 12. In the Replenishment System field, enter Transfer. 13. In the Transfer-from Code field, enter BLUE. 14. In the Lot Size field, enter Press Esc to return to the Stockkeeping Unit List window. 16. With the pointer in the third line, YELLOW location, press Shift+F Go to the Replenishment tab. 18. In the Replenishment System field, enter Transfer. 19. In the Transfer-from Code field, enter BLUE. 20. In the Lot Size field, enter Press Esc to close all open windows. 22. Click Purchase Inventory & Costing Reports Inventory Availability. 23. On the Item tab, enter a filter of in the No. field. 24. On the Options tab, select the Use Stockkeeping Unit field. 3-39

96 Inventory Management in Microsoft Dynamics NAV 5.0 Summary Microsoft Dynamics NAV helps to provide rich functionality to manage inventory in dispersed warehouses and still maintain effective distribution to and from business partners. This is enabled with dedicated program granules centered on the concepts of locations, responsibility centers, and stockkeeping units. A location is defined as a place that handles physical placement and quantities of items. A location typically designates a warehouse. A responsibility center is a grouping of one or more warehouses or distribution centers where trade with certain locations or business partners is adminstered. User IDs in the database can be linked to specific responsibility centers and thereby define a default workflow and location. A stockkeeping unit (SKU) is an item with a particular variant and/or at a particular location. For example, a product stored at both a main location and six different distribution centers represents seven SKUs. 3-40

97 Chapter 3: Use Multiple Locations Test Your Knowledge 1. In Microsoft Dynamics NAV, a is defined as a physical place where items are produced, handled, and stored before being sold, such as a production plant, a warehouse, or a distribution center. 2. What is the difference between using multiple locations and using responsibility centers? 3. Which is the correct hierarchy of priorities that the program uses to determine which responsibility center must appear on a document such as a sales order? ( ) Company Information card, User Setup card, Customer card ( ) Customer card, User Setup card, Company Information card ( ) User Setup card, Company Information card, Customer card 3-41

98 Inventory Management in Microsoft Dynamics NAV Suppose that you have set up multiple locations for your company, and you have decided that a certain customer must always receive shipments from a particular location. How do you specify that the customer must be associated with the location? 5. What feature do you use to specify in Microsoft Dynamics NAV that a certain variant of an item in a certain location must have unique inventory handling? 3-42

99 Chapter 3: Use Multiple Locations Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

100 Inventory Management in Microsoft Dynamics NAV 5.0 Solutions Test Your Knowledge 1. In Microsoft Dynamics NAV, a is defined as a physical place where items are produced, handled, and stored before being sold, such as a production plant, a warehouse, or a distribution center. MODEL ANSWER - location 2. What is the difference between using multiple locations and using responsibility centers? MODEL ANSWER - Locations are defined as physical locations where items are handled whereas responsibility centers are not necessarily physical places or can reflect larger categories such as regions. 3. Which is the correct hierarchy of priorities that the program uses to determine which responsibility center must appear on a document such as a sales order? ( ) Company Information card, User Setup card, Customer card ( ) Customer card, User Setup card, Company Information card ( ) User Setup card, Company Information card, Customer card 4. Suppose that you have set up multiple locations for your company, and you have decided that a certain customer must always receive shipments from a particular location. How do you specify that the customer must be associated with the location? MODEL ANSWER - Assign the location code on the Shipping tab of the customer card. 5. What feature do you use to specify in Microsoft Dynamics NAV that a certain variant of an item in a certain location must have unique inventory handling? MODEL ANSWER - The Stockkeeping Unit feature allows you to set up a specific inventory handling for items and variants of items in certain locations. 3-44

101 Chapter 4: Transfer Between Locations CHAPTER 4: TRANSFER BETWEEN LOCATIONS Objectives Introduction The objectives are: Set the program up to handle transfers. Explain central transfer concepts. Create and post manual transfers. Identify the locations and quantities of items in transit. View inventory value of items in transit. Many large wholesale distributors and manufacturers have a number of branch warehouse locations, each servicing a specific area or region. To minimize their total inventory level, these companies often follow the strategy of having safety stock in one main warehouse, while maintaining minimum inventory in regional warehouses. This practice requires the transfer of inventory from the main warehouse to the regional ones. Companies also move inventory from one location to another to satisfy unexpected demand. If the company is large enough, a significant amount of inventory can be in transit at any given time. This creates problems from both a financial and a logistical perspective. Financially, it is difficult to determine the value of the inventory, because it is in transit. Logistically, it is not possible to accurately estimate total availability of the inventory. With the Location Transfers granule, companies use a transfer order to accurately track the movement of inventory from one location to another. To transfer items, companies create a transfer order containing a line for each inventory item being transferred. When the inventory is shipped from the source location, it is considered to be in transit until received at its destination. 4-1

102 Inventory Management in Microsoft Dynamics NAV 5.0 Set Up Transfers The following example illustrates the functionality of the Location Transfers granule using Cronus International Ltd. NOTE: To follow the suggested demonstrations, remember to install a clean database. Cronus is a company with many warehouses located all over the United Kingdom (UK), with one central warehouse and a number of regional warehouses, each with its own manager. To help ensure a high level of customer service in terms of delivery time, the company strives to achieve maximum operational flexibility through decentralized management of its warehouses. Refer to Use Multiple Locations to see that Cronus has established a setup to achieve this flexibility. According to this setup, some customers are always supplied from specific warehouse(s) and some vendors deliver to certain warehouses. With such an organizational configuration, Cronus sometimes needs to transfer inventory from one location, for example a central warehouse, to another, such as a regional warehouse. To use location transfers, a company must have the Multiple Locations granule. Learn more about this granule and the setup procedures in Multiple Locations. The location transfer setup consists of two elements: In-Transit Location Setup:To use the transfer functionality, a company must define an in-transit location, which is a temporary location created for transferring items only. When the order is shipped from the transfer-from location, the program assigns the items to the in-transit location. When the order is received at the transfer-to location, the program moves the items from the in-transit location to the transfer-to location. Transfer Routes Setup:A company can choose to set up transfer routes between locations. This enables the company to assign a default in-transit location code, shipping agent and shipping agent service code to each route. With the shipping time defined, the program uses the information to calculate the receipt date for transfer orders at the target location. Set Up In-Transit Locations With the in-transit location, companies can track the quantity and value of items in transit at any given time after they are shipped from the source location, called a transfer-from location, up until they are received at the target location, called a transfer-to location. Companies can set up as many or as few in-transit locations as they like. Review how Cronus has decided to set up two in-transit locations. 4-2

103 Chapter 4: Transfer Between Locations Demonstration - Review an In-Transit Location Setup Due to its organizational and geographical configuration, Cronus needs to make inventory transfers from one warehouse to another. To do so in Microsoft Dynamics NAV, they must set up a temporary location where the items are placed while in-transit. Typically, the in-transit location is a truck or van transporting the inventory from one location to another. Because the distance between different warehouses within the Cronus distribution network varies, the company uses either its own logistics facilities or external ones to transport inventory between its different locations. To reflect this practice in the program, Cronus has set up two in-transit locations. Follow the these steps to review the setup: 1. Click Warehouse Setup Locations. 2. From the Location Card window, click Locations List to see the list of all locations in Cronus. FIGURE 4.1 LOCATIONS IN CRONUS, INCLUDING TWO IN- TRANSIT LOCATIONS Notice the two locations called Outsourced Logistics and Own Logistics. These two locations are the in-transit locations with OUT. LOG. and OWN LOG. intransit codes, respectively. 4-3

104 Inventory Management in Microsoft Dynamics NAV Select location code OWN LOG. from the list and click Location Card (or press Shift + F5) to open the location card. FIGURE 4.2 THE LOCATION CARD OF THE OWN LOG IN- TRANSIT LOCATION At a minimum, the Code and Name fields on the General tab must be filled in. The Use As In-Transit field must contain a check mark. This indicates that this location is used as an in-transit location. Read about how to set up in-transit locations in the topic called "Setting up In- Transit Codes" in online Help. Set Up Transfer Routes Typically, an authorized person, such as the company's administrator, is in charge of setting up the transfer routes. A transfer route is the combination of a transferfrom location and a transfer-to location. The program uses the transfer route to validate location information when making transfer orders or entering lines in the requisition worksheet. You can assign each transfer route a default in-transit code, shipping agent code and shipping agent service code. The program uses the shipping time of the shipping agent service to calculate the receipt date at the transfer-to location. Read about how to set up shipping agents and shipping agent services in the topics called Setting up Shipping Agents and Setting Up Shipping Agent Services in online Help. At Cronus, transfer routes have been set up to reflect the current business processes. Follow these steps to review the setup: 4-4

105 Chapter 4: Transfer Between Locations Click Warehouse Planning & Execution Setup Inventory Transfer Routes. FIGURE 4.3 TRANSFER ROUTES IN CRONUS Cronus has set up five transfer routes. On the transfer routes from the Blue to the Red and Yellow locations, and from the Red to the Blue location, the company uses an external carrier represented by the OUT. LOG. code. On the transfer routes from the Green to the Red and Yellow locations, the company uses its own logistics facilities represented by the OWN LOG. code. In the Show field, the user can select the transfer route specification that they want to have shown in the fields in the right pane. To display the names of the transfer-to locations as headings in the right pane, the user must place a check mark in the Show Transfer-to Name field. If the field is blank, the program displays the location codes. Read about how to set up transfer routes in the topic called Setting up Transfer Routes in online Help. 4-5

106 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 4.1 Set Up a Transfer Route Scenario Cronus needs a new transfer route to bring items from Red to Green warehouse using their own trucks. 1. Set up a transfer route between Red and Green location 2. Use RED as transfer-from code. 3. Use OWN LOG. as the in-transit code. Step by Step 1. Click Warehouse Planning & Execution Setup Inventory Transfer Routes. 2. In the Transfer Routesmatrix window, look up in the cell between RED (as Transfer-from Code) and GREEN. 3. In the Trans. Route Spec.window, look up in the In-Transit Code field and select OWN LOG. 4-6

107 Chapter 4: Transfer Between Locations Use Transfer Orders The transfer order is the key object of the transfer functionality. With the transfer order, a company can: Create a transfer Post the shipment of the items Post the receipt of the items The transfer order contains information regarding how much has been shipped and received in the same manner as the purchase and sales documents, using quantity shipped, quantity received and so on. With the location transfers functionality, companies can make transfers both manually and automatically. A company may need a manual transfer when there is lack of inventory at a certain location, and this inventory is needed to fulfill a sales order. In this case, an initiator, such as a salesperson, decides to move items from a location where the required inventory is available to the location in question. Automatic transfer order creation is an outcome of the replenishment planning activity. To make automatic transfers, dedicated persons, typically purchasers, use the requisition or planning worksheet. The previous section described the rationale and procedure for creating transfer orders manually. It is also possible for companies to use the requisition worksheet to create transfer orders automatically. Demonstration - Transfer 50 Top Panels from Yellow to Blue Warehouse The following demonstrates a complete transfer process and then how the planning system creates transfers. The demonstration is divided into the following sub processes Create a transfer order. Ship a transfer order. Receive a transfer order. Each part is preceded by a short scenario description. 4-7

108 Inventory Management in Microsoft Dynamics NAV 5.0 Create a Transfer Order The following demonstrates how to create a manual transfer between locations. Scenario: Cronus customer is expected to place an order for 50 units of item to be delivered within one week. According to the company's established procedure, this customer's orders normally come from the Yellow warehouse. When creating a sales order for this customer, a salesperson finds out that the quantity of item on stock in warehouse Yellow is not sufficient to fulfill this order. To ensure order fulfillment, the salesperson decides to make a transfer from the Blue warehouse, where the needed items are available, to the Yellow warehouse, from which the order is shipped to the customer. This customer wants to ship complete and from one warehouse, and they have only agreed to pay any transportation costs that occur when the final complete order is shipped from the Yellow warehouse. The first thing the salesperson must do is to create a transfer order. 1. Click Warehouse Planning & Execution Transfer Orders. The Transfer Order window appears. 2. Press F3 to create a new transfer order. 3. In the Transfer-from Code field, select BLUE. 4. In the Transfer-to Code field, select YELLOW. FIGURE 4.4 TRANSFER ORDER HEADER CREATED Note that the program fills the In-Transit Code field automatically with the intransit code OUT. LOG. This code is a default in-transit code for the transfer route between the Blue location and the Yellow location. 4-8

109 Chapter 4: Transfer Between Locations The program also automatically fills in the name and address information for the Blue and Yellow locations in the corresponding fields on the Transfer-from and Transfer-to tabs, respectively. 5. Click the Transfer-from tab. FIGURE 4.5 TRANSFER-FROM TAB PRESET BY THE BLUE LOCATION CARD On the right side of the transfer order header, there are six fields specifying shipping details for this transfer. The program fills in the Shipping Agent Code, the Shipping Agent Service Code and the Shipping Time fields automatically from information defined for this transfer route. 6. Click the Transfer-to tab. FIGURE 4.6 TRANSFER-FROM TAB PRESET BY THE YELLOW LOCATION CARD 4-9

110 Inventory Management in Microsoft Dynamics NAV 5.0 The Receipt Date field indicates when the items are to be received at the Yellow location. This calculation is based on the outbound warehouse handling time at the Blue location (0 days), the shipping time set up for this transfer route, which is two days, and inbound warehouse handling time at the Yellow location, which is one day. If the user enters Green as the location code in the Transfer-to Code field, the program does not suggest a default in-transit location. This is because the transfer route that permits transfers from Blue to Green is not a valid route in the program. In this case, the user must manually enter an in-transit code in the In-Transit Code field. Because there are no shipping agent and shipping agent service set up for this transfer route, the program uses only the outbound warehouse handling time for the transfer-from location and the inbound warehouse handling time for the transfer-to location to estimate the receipt date. To estimate the receipt date more accurately for this transfer order, the user must select a specific shipping agent and shipping agent service or enter a shipping time in the corresponding fields on the Transfer-from tab. Complete the transfer order from the Blue to Yellow location by filling in the transfer order lines with the item number and quantity to be transferred: 7. On the first line, enter in the Item No. field. 8. In the Quantity field, enter 50. The header and line are ready. Proceed to release the transfer order. Some companies may have an authorized person responsible for releasing transfer orders. 9. Click Functions Release. The Status field on the header has changed from Open to Released. To release all transfer orders from a given location, you can open the Transfer Order List window and release all existing transfer orders in one batch. 4-10

111 Chapter 4: Transfer Between Locations 10. Click Order List. Then click Functions Release. FIGURE 4.7 LIST OF ALL OPEN TRANSFER ORDERS IN THE DATABASE In this window, you could set a table filter for the transfer orders to be released, such as those shipping from Blue location. Do not batch release transfer orders at this point. Ship a Transfer Order Scenario: The transfer order has been released. A warehouse worker with authorization to ship transfer orders Blue locations proceeds to post the transfer order. The worker is only permitted to post only one transfer order shipment at a time. To post a transfer shipment, follow these steps: 1. Open the transfer order created in the previous part of the demonstration. 2. Click Posting Post (or press F11). 3. Select Ship. FIGURE 4.8 TRANSFER SHIPMENT READY TO BE POSTED 4-11

112 Inventory Management in Microsoft Dynamics NAV Click OK. Now, the transfer order has been shipped out of the Blue location and 50 units of item are currently in transit. To view the posted transfer shipment document for this specific transfer, open the Posted Transfer Shipments window: 5. In the Transfer Order window, click Order Shipment. FIGURE 4.9 POSTED TRANSFER SHIPMENTS WITH ACCESS TO DETAILED INFORMATION From this window, you can navigate to gain more detailed information about this transaction. This posted shipment and all other posted transfer shipments can be accessed directly from the navigation pane. 6. In the navigation pane, click Warehouse History Posted Documents Posted Transfer Shipments. 7. Browse to the posted transfer shipment for the transfer order you have just shipped. Receive a Transfer Order Receiving the transfer order at the target location is the final step in the transfer process. This process illustrated in the transfer you have just shipped from the Blue warehouse to the Yellow warehouse. Scenario: Two days after the Blue warehouse shipped the transfer order, 50 units of item arrive at the Yellow warehouse, which is the target location for this transfer. A warehouse person at the Yellow warehouse must open the transfer order that corresponds to the arrived items and post the transfer receipt. As in the case of posting the transfer shipment, a warehouse person can use a table filter to filter the transfer orders according to certain parameters, for example, the transfer-to code. 4-12

113 Chapter 4: Transfer Between Locations To post a transfer receipt, follow these steps: 1. Browse to the transfer order for 50 units of item Notice that the Quantity Shipped field now contains 50. NOTE: If you ship the transfer order from a location that requires picking, or if you receive the order at a location that requires receiving, the program requires you to process the shipping or receiving through dedicated warehouse documents and gives the message There is nothing to post. You can skip this process by entering the corresponding amounts in the Qty. To Ship/Qty. to Receive fields on the transfer lines and then accepting the warning messages given by the program. The receiving/shipping processes of the Warehouse Management functionality are described in detail in Perform Basic Warehouse Tasks in this course. 2. Enter 50 in the Qty. to Receive field. A message appears reminding you that Yellow location is set up to use dedicated warehouse receiving documents. Click OK to continue. 3. Click Posting Post, select Receive, and then click OK. FIGURE 4.10 TRANSFER RECEIPT OF 50 UNITS READY TO BE POSTED 4-13

114 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 4.2 Transfer Items between Locations Scenario Cronus customer places an order for: 1000 units of item units of item 1908-S 10 units of item 1964-W The order is for delivery in five days. Due to certain considerations, the order is shipped to this customer from the Red warehouse. The availability check undertaken by the salesperson shows that there are not enough items in stock at the Red warehouse to fill the order and no receipt of new stock is scheduled or planned within the next five days. At the same time, there is enough stock available at the Blue warehouse to fulfill this sales order. The salesperson decides to transfer the required quantity of the above items from the Blue to the Red warehouse. Challenge Yourself Your tasks are as follows: 1. Create one transfer order for the required quantity of items 70200, 1908-S, and 1964-W. 2. Release and ship the transfer order with the full quantity of all three items from the Blue warehouse. 3. Receive the full quantity of items and 1908-S at the Red warehouse. 4. Do not receive the ten units of item 1964-W at the Red warehouse. NOTE: The outcome of this exercise is used in the following section as well as the next exercise. Step by Step 1. Click Warehouse Planning & Execution Transfer Orders. 2. Press F3 to create a new order. 3. Enter GREEN in the Transfer-from Codefield. 4. Enter RED in the Transfer-from Codefield. 4-14

115 Chapter 4: Transfer Between Locations 5. Create three transfer lines with this information: Item No. Quantity S W Click Functions Release (or press Ctrl+F11). 7. Click Posting Post (or press F11), select Ship, and then click OK. The three transfer shipments are posted. Proceed to post two transfer receipts. 8. In the Qty. to Receive field, leave 1000and 30 in the first two transfer lines, but remove 10 on the last transfer line. 9. Press F11, select Receive, and then click OK. Notice that the transfer order is not deleted because the last line is incomplete. 4-15

116 Inventory Management in Microsoft Dynamics NAV 5.0 View Items in Transit Constant movement of inventory between different locations creates a need in companies with multiple locations to determine the status of a specific item(s). With the location transfers functionality in Microsoft Dynamics NAV, a multisite company is able to track quantity and value of inventory currently in transit at any time. Demonstration - View Quantity of Item 1964-W in Transit Companies can view items in transit for each in-transit location code and for each item. Furthermore, all the reports that relate to item availability include quantities in transit. Have a closer look at these options using Cronus. Follow these steps to view items in transit: 1. Click Warehouse Planning & Execution Items. 2. Scroll to the item card of item 1964-W. 3. Click Item Items by Location. The Items by Location window appears: By default, this window shows item availability for each physical location. It can also be used to show item quantities for each in-transit location code. 4. Select the Show Items In Transit field. Proceed to view the quantity in transit for item 1896-S in the period up to 01/25/08 (one day after the work date). 5. In the Items by Location window, select the line for item 1964-W. 6. Click Item Item Availability by Location. 7. Add the Qty. In Transit field by using the Show Column function. 4-16

117 Chapter 4: Transfer Between Locations 8. In the Date Filter field of Item Availability by Location window, enter 01/25/08 and press Enter. 9. Click the Balance at Date button at the bottom of the window to see the balance up to 01/25/01. FIGURE UNITS ARE IN TRANSIT TOWARDS RED LOCATION ON 01/25/08 The Item Availability by Location window now shows the total quantity of an item that is in-transit on a specific date towards a specific location. As indicated by the contents of the Qty. in Transit field, ten units of item W are on the way to the Red warehouse on 01/25/01. (These are the ten units that you left unreceived in lab 4.2.) Quantities in transit are also included in all the reports that specify inventory availability. The Inventory - Inbound Transfer report shows items in transit that are to be received at the transfer-to location. To view value of items in transit, you can use the Inventory Valuation report. 1. Click Financial Management Inventory Reports Inventory Valuation. 2. On the Item tab, on a new empty line, look up from the Field field to select the Location Filter field. 4-17

118 Inventory Management in Microsoft Dynamics NAV Look up from the Filter field and select an in-transit code, such as OWN LOG. Summary FIGURE 4.12 PREPARING THE INVENTORY VALUATION REPORT TO SHOW IN-TRANSIT VALUES 4. Click Preview to view the inventory value of items in transit at OWN LOG. The Inventory Valuation - Cost Spec. and the Item Age Composition - Value reports also show the value of items in transit. Transfer orders are used to manage and track the movement of inventory from one location to another. When the inventory item is shipped from the source (transfer-from location), it is considered to be in transit until received at its destination (transfer-to location). Both the transfer shipment and the transfer receipt are posted from one transfer order to ensure a simple and stable workflow of such inventory items. The system also offers functionality for tracking where and when items are in transit. 4-18

119 Chapter 4: Transfer Between Locations Test Your Knowledge 1. Besides standard multiple location setup, what two elements must you set up before you can use location transfers? (Select all that apply.) ( ) Responsibility centers ( ) In-transit locations ( ) SKUs ( ) Transfer routes 2. How do you specify that a location will be used as an in-transit location? 3. True or False: It is possible to check what quantity of an item is in transit by using the Item Availability by Period window. 4-19

120 Inventory Management in Microsoft Dynamics NAV 5.0 Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

121 Chapter 4: Transfer Between Locations Solutions Test Your Knowledge 1. Besides standard multiple location setup, what two elements must you set up before you can use location transfers? (Select all that apply.) ( ) Responsibility centers ( ) In-transit locations ( ) SKUs ( ) Transfer routes 2. How do you specify that a location will be used as an in-transit location? MODEL ANSWER - By selecting the Use as In-Transit field on the Location card. 3. True or False: It is possible to check what quantity of an item is in transit by using the Item Availability by Period window. MODEL ANSWER - False. However, it is possible to check in-transit quantities by using the Items by Location window or the Item Availability by Locations window. 4-21

122 Inventory Management in Microsoft Dynamics NAV

123 Chapter 5: Perform Basic Warehouse Tasks CHAPTER 5: PERFORM BASIC WAREHOUSE TASKS Objectives Introduction The objectives are: Set up locations for warehousing, including bin setup. Receive and put away items using the purchase order, inventory putaway, or warehouse receipt documents. Pick and ship items using the sales order, inventory pick, or warehouse shipment documents. Move items between bins. Adjust item quantities in bins. Maximum efficiency, data accuracy, and reliability in inventory management and warehousing operations are of utmost importance to any company striving for excellence in customer service and cost reduction. While these goals are relevant to a business, not every company considers warehousing as their core competence, which in turn reflects on their willingness to invest in extensive warehousing solutions and accept long implementation time. With this in mind, companies with straightforward warehousing needs, such as small distributors, manufacturing or service companies, have a number of challenges to deal with while ensuring that overall goals are reached. To sustain efficiency and short order handling time, items must be easy to find in the warehouse. Additionally, warehouse workers must be able to focus on carrying out physical movements rather than spending time in front of computers recording information. Moreover, in companies that experience high turnover of warehouse workers, the ability to train them quickly on using the program is highly relevant. Basic Warehousing Concepts Considering the varying challenges with inventory management and warehousing operations, companies with simple warehousing generally need the ability to: Reflect their warehouse data structure in the program. Obtain an overview of inventory levels and item placement in the warehouse. Reveive program support to perform the basic movements of receiving, putting away, picking, and shipping. 5-1

124 Inventory Management in Microsoft Dynamics NAV 5.0 The warehousing offering in Microsoft Dynamics NAV provides a way for companies with even the most simple warehouse data and processes to perform daily activities in a reliable and easy-to-use environment, while allowing for increasing complexity as the company grows and processes change. The program does this by providing the following benefits: Efficiency and overview - This is supported by features such as: Dynamic bin suggestion, the ability to record warehouse information directly on the order documents. The facility to handle warehousing tasks on separate documents where only relevant order information is displayed. Ability to get an overview of warehouse pending tasks. Shortened learning curve - Features, such as a simplified user interface on warehouse documents and support for reversing mistakes help warehouse workers to quickly learn the program. Reduced implementation risk - Scalability of the total warehousing offering, that is, the possibility to start with a base level from which more advanced functionality can be installed in the preferred place, is the key factor that contributes to mitigating implementation risk. The warehousing offering in Microsoft Dynamics NAV is represented by five granules: Bin Pick Put-away Receipt Shipment These granules can be implemented in any combination, thereby giving companies with different warehousing requirements the ability to tailor their warehouse solutions as they see fit. The ability to use bins on sales and purchase documents with the Bin granule gives companies with a simple warehouse organization a way to perform picks and put-aways while using documents they are already familiar with. When these companies grow and find that their pick and put-away processes become more complicated, the Pick and Put-away granules provide the perfect step up to a level where their information can be handled with greater flexibility. With the Pick and Put-away granules comes the ability to access pick and put-away information from separate documents and menu options, which means that warehouse workers can do their work in a specialized and focused environment. Finally, the Receipt and Shipment granules give companies the ability to process receiving and shipment information for multiple orders in one separate warehouse document. 5-2

125 Chapter 5: Perform Basic Warehouse Tasks Set Up Basic Warehousing This chapter describes the different setup options for warehousing and explains the implications of selecting them. The warehousing processes are divided into the following categories: Receiving and putting away Picking and shipping Movements and adjustments Physical inventory This chapter uses comprehensive scenarios and examples to demonstrate the value of the warehouse management features in improving the efficiency of warehouse operations. Read the respective topics in the online help for a quick overview of typical procedures associated with specific warehouse handling activities. When you set up warehousing options in Microsoft Dynamics NAV, the following options trigger the features in the warehousing granules. The warehousing setup consists of two elements: Location setup:setup begins with defining a warehouse as a location and specifying the extent to which the company wants their warehouse processes to be supported by the program. Bin setup:a bin is the most basic storage unit in the warehouse. To reflect the actual warehouse structure in terms of a bin numbering system and to keep inventory records on the bin level, the company must set up bins in the program. This includes defining how bins must be used and specifying what to store in them. The following sections describe these two elements. NOTE: Load a clean Cronus database without changes to the data. Set Up Locations In the program, you must set up each warehouse as a location. Define the extent to which you want the program to support warehouse processes for a specific location on the Warehouse tab of the location card. The Cronus company has a number of locations for warehousing. Consider the setup for the Silver location. 5-3

126 Inventory Management in Microsoft Dynamics NAV 5.0 Click Warehouse Setup Locations. Browse to the Silver location and click the Warehouse tab. FIGURE 5.1 WAREHOUSE SETUP OF SILVER LOCATION The fields on the left side of the tab define the different ways the program can handle inbound and outbound warehouse processes. As previously explained, these different ways are directly linked with the functionality of different warehousing granules. A check mark in the Bin Mandatory field indicates that a company has chosen to define and record bin information for all movements that take place in this location. This means that posting of transactions, both from journals and documents, is not possible unless a bin code is specified. Keeping records of inventory movements at the bin level is an important precondition for efficient warehousing. The Require Receive, Require Shipment, Require Put-away, and Require Pick fields define if separate warehouse documents are used to handle the respective warehousing processes: receiving, shipping, putting away, and picking. You can decide to use one or another document, or a combination of documents, to support handling a corresponding process using the same logic as when you decide to use one or another warehousing granule. Consider also the volume and complexity of the warehousing workload and the organizational setting of the warehouse. Essentially, if these fields contain checkmarks, it means that the company has a designated warehouse environment, where actual order handling is carried out and order posting takes place. Otherwise, the company operates on the premise that all warehousing activities are handled and posted from the actual order document (or journal). 5-4

127 Chapter 5: Perform Basic Warehouse Tasks NOTE: If the Bin Mandatory field contains a check mark, the Directed Putaway and Pick field is available. A check mark in this field indicates that the company is using functionality from the Warehouse Management Systems granules and that the location requires advanced warehousing functionality. Directed put-away and pick makes it possible to use such features as bin ranking, bin capacity, and put-away templates to let the program suggest which bins to use for put-aways and picks. Learn about these features in the Warehouse Management Systems training material. Notice that at Cronus, the Silver location is set up to use bins without requiring the use of separate warehouse documents. The Green and Yellow warehouses are, on the other hand, set up in a way that requires all warehouse activities to be processed separately from the order documents without registering bin information. Set Up Bins A bin is the most basic storage unit in the warehouse. When companies require workers to enter bin codes for each inventory transaction and movement, they must consider a number of bin setup options. For locations that use bins, the program uses a system of default bins to facilitate the warehouse handling tasks. You can assign every item that is stored in a warehouse a default bin, and each item can have only one default bin for each location. The program then suggests the default bin whenever you perform a transaction with the item. For instance, when creating a purchase order, the user enters the item number and location code, and the program automatically fills in the bin code with the item's default bin. The first step is to create the bins in the program. You must identify bins by codes that reflect the actual bin numbering in the warehouse. Set Up Bin Codes and Bin Contents Assign a code to and describe bins in two ways: Manually Automatically by using the Bin Creation Worksheet The method you choose depends on the scope of the setup task. If the task is limited to only a few modifications, then the manual bin creation method is most appropriate. If the task is to register a large number of bin codes, as is typically the case in the startup phase of an entire warehouse setup, then you must choose to do so automatically. 5-5

128 Inventory Management in Microsoft Dynamics NAV 5.0 You create bins manually from the location card. Cronus has a number of bins for the Silver location: 1. On the location card for the Silver warehouse, click Location Bins. FIGURE 5.2 AN EXTRACT OF AVAILABLE BIN CODES IN CRONUS In the Bins window, a bin has a code and description. Create bins automatically using the worksheet, the user must first define bin templates. The user can then create bins automatically using the Bin Creation Worksheet window. In the worksheet, the user can apply the Calculate Bins function to create a large number of bins. Once bin codes have been assigned, the user can define bin contents. Bin content defines which items are stored in each bin. It also describes a relation between the bin and the item in terms of if a particular bin is default or fixed for a specific item. Like bins, bin content can also be set up in two ways: manually and automatically. The first and simplest method is to set up bin content manually. This can be done from both the location card and item card. Look at the content of one of the bins set up for Silver location: 2. From the Bins window for Silver location, select the first bin code and click Bin Contents. FIGURE 5.3 THE CONTENTS OF BIN S

129 Chapter 5: Perform Basic Warehouse Tasks In the Bin Content window, the user specifies which item will be stored in the bin. A check mark in the Fixed field indicates that the item (bin content) has been associated with this bin, and that the bin normally contains the item. If the item quantity goes to zero, the program does not delete the bin content line. A check mark in the Default field indicates that this bin must be the first bin the program suggests when the user enters details of a transaction involving this item on the order document or journal line. For items with no default bin specified in advance, the program sets the bin in which the item is put away for the first time as the default bin. NOTE: The way that the program behaves (as previously described) can be used as an alternative method for setting up default bins. The Quantity field is for information only and is not editable. This field shows how many units of the item are currently in the bin. If required, you can set up the same bin to contain more than one item and, similarly, you can store the same item in several bins. However, an item has only one default bin for each location. The second, and most efficient, way to set up large numbers of bins with bin content is to use the Bin Content Creation Worksheet window. NOTE: The bin creation and bin content creation worksheets are part of the Bin Setup granule. For more details on these two worksheets, read the corresponding topic in the online Help or refer to the Warehouse Management Systems course. To complete the setup of bin usage rules for the location, the company must specify how the program will handle default bins once they are set up. This is done by selecting one of the two options in the Default Bin Selection field on the Warehouse tab of the location card. If the Fixed Binoption is selected, the program always suggests the same bin for picking and putting the item away. The user can always change the default bin assignment if such a need occurs. If Last-Used Binis selected, the program changes the default bin assignment to the last bin in which the item was put away. Selecting fixed bins as default bins is the rule specified for the Silver warehouse. This completes the setup procedure for a warehouse using bins. 5-7

130 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 5.1 Set Up a Warehouse Location Scenario Cronus has established a new warehouse location that is referred to as the Orange location. This location uses bins. The warehouse manager must set up the new Orange location to use a basic bin structure using bins numbered from O to O , and set up bin O as the default bin for item LS-75. Challenge Yourself 1. Create a new location card for Orange warehouse, and set the warehousing options so that bin usage is mandatory. 2. Manually create the five bins for the Orange location, using bin codes O to O Set up bin O as the default bin for item LS-75. Step by Step 1. Click Warehouse Setup Locations. 2. Press F3 to create a new location card 3. Enter ORANGE in the Codefield. 4. On the Warehousetab, select the Bin Mandatory field. 5. Leave all other tabs unchanged. 6. Click Location Bins. 7. On the first line, enter O in the Codefield. 8. On the next four lines, enter O to O Place the pointer on the first line, and then click Bin Contents. 10. Select the Defaultfield. 11. Look up in the Item No.field to select item LS

131 Chapter 5: Perform Basic Warehouse Tasks Receive and Put Away Items This section explains how warehousing functionality in Microsoft Dynamics NAV enables the receiving and putting away of inbound orders, such as purchase orders, sales return orders, or inbound transfer orders. For more information on putting away a production output, refer to the Manufacturing course. In principle, the process of receiving inbound orders consists of two major activities: Receiving items at the warehouse receiving dock Putting away items to the stocking area A typical scenario when items arrive at the warehouse may be the following, where a warehouse person: Confirms the received quantities stated on the delivery documents, with the quantities on the company's order records. Records the received quantities Records the place where the items are put away In the Microsoft Dynamics NAV warehousing solution, receiving and putting away takes place in one of four ways, described in the following table: (a) (b) (c) (d) Post receipt and put-away from the order line Post receipt and put-away from an inventory putaway document Post receipt and put-away from a warehouse receipt document Post receipt from a warehouse receipt document and post put-away from a warehouse put-away document Bin Granule * Receipt Granule * Put-away Granule * * * 5-9

132 Inventory Management in Microsoft Dynamics NAV 5.0 Selecting one or another approach depends upon the company's accepted practices and the level of their organizational complexity. In an order-by-order warehousing environment, where most of the warehouse workers work directly with order documents, a company might decide to use option (a). On the other hand, a company that has a more complex put-away process, or where there are dedicated warehouse staff to perform warehousing functions, might decide to separate their put-away functions from the order document. Additionally, companies that need to plan the handling of multiple orders may find it helpful to use warehouse receipt documents. In methods (a), (b), and (c), the program combines the actions of receiving and putting away in one step when posting the corresponding documents as received. In the method (d), the program posts the receipt first to recognize the increase of inventory and thus that items are available for sale. The user registers the putaway to make items available to pick. When a location is set up for mandatory bin usage, the program also creates warehouse entries in addition to the item ledger entries and value entries, upon posting a receipt. These entries are the records of the items placement in the warehouse at the bin level. An order document is available for invoicing when the warehouse worker complete handling the receiving and put-away processes. If the source document is an inbound transfer order, the program deletes it and creates a posted transfer receipt. The following sections show how to use methods (a), (b), and (c) and explain the implications of each. For simplicity, the example of a purchase order is used as the inbound order throughout the explanations. Recording a receipt and put-away on the order is the simplest way to receive and put away items. With this method, the program posts the receipt and put-away in one step, and no additional warehouse documents are required. This method is available with the Bin granule, and the only requirement to use this method is that the location must be set up with mandatory bin usage. When items arrive at the warehouse, the person who receives the shipment records the bin code on the order line. This bin code is where the item is put away. When the user posts the order as received, the program posts the put-away as well. The following demonstration illustrates the processes of receiving and putting away in Cronus. The scenario is based on existing data in the demo database. 5-10

133 Chapter 5: Perform Basic Warehouse Tasks Demonstration - Receive and Put Away from a Purchase Order Scenario: A purchaser creates a purchase order for 70 units of item LS-120 and 80 units of item LS-150 from vendor to be delivered to the Silver warehouse. When the shipment arrives at the warehouse, the warehouse worker must perform a series of activities to record the correct numbers of items in the program and make them available for sale. 1. Create the purchase order from vendor to be received in the Silver location. Use the Show Column function to make the Bin Code field visible. FIGURE 5.4 PURCHASE ORDER FOR TWO DELIVERIES TO SILVER LOCATION Notice that the program fills in the default bin code for each item in the Bin Code field. To make the order ready for handling in the warehouse, the purchaser must use the release function. Releasing the order changes the order's status to Released, which serves as a signal to the warehouse that the order is complete and ready to be delivered from the vendor and received into the warehouse. 2. Click Functions Release (or press Ctrl+F11). Assume that the shipment now arrives at the warehouse. The warehouse worker uses the accompanying delivery documents to determine to which purchase order the shipment belongs. With this information, the worker can now carry out receiving and putting the order away. 5-11

134 Inventory Management in Microsoft Dynamics NAV 5.0 The bin codes on the purchase order lines serve as an indication to the warehouse person as to where the respective items must be put away. A situation may occur where items must be put in a bin other than a default one or be placed in more than one bin. Suppose that, when putting item LS-120 away, the warehouse worker finds that the bin can only hold 20 units. The remaining 50 units must be put away in bin S To record this handling in the program, the warehouse worker must do a partial receipt. 3. In the Qty. to Receive field on the first purchase line, change the quantity to 20. This indicates that only 20 units are put into the bin specified on the line. 4. Click Posting Post. The following window appears: FIGURE 5.5 PURCHASE ORDER READY TO BE RECEIVED WITH ONE PARTIAL RECEIPT 5. Select Receive and click OK. Proceed to complete the put-away and receipt of the remaining 50 units of item LS In the Bin Code field, change the code to S the bin code where the remaining quantity is actually put away. 7. Post the order as received. 5-12

135 Chapter 5: Perform Basic Warehouse Tasks As a result of the posting, the program has now: Run the receive function for the received items and updated the relevant fields on the order. Recorded the put-away information for the bin by creating a warehouse register and warehouse entries specifying the quantity and bin information for the put-away. Updated the bin contents for the corresponding bin. To view the put-away information, open the warehouse registers created by the posting. 8. Click Warehouse History Registers Registers. FIGURE 5.6 WAREHOUSE REGISTER SHOWING WAREHOUSE ACTIVITIES IN CRONUS Notice that the last two entries are marked with the Purchases source code. Those are the registers for the put-away that were just posted. 9. Select the first of the two lines and click Register Warehouse Entries to see the warehouse entries that correspond to the put-away. FIGURE 5.7 WAREHOUSE ENTRIES CREATED IN THE FIRST OF THE TWO RECEIPT POSTINGS FROM THE PURCHASE ORDER 5-13

136 Inventory Management in Microsoft Dynamics NAV 5.0 Based on these entries, the program updates the bin content records for the bins, respectively. To check that the quantity has been received and put away in the appropriate place, check the bin contents. 10. Open the location card for the Silver warehouse. 11. Click Location Bins. The program opens the list of all the bin codes set up for this location. Notice that the Empty field for the bins to which the items on the purchase order have been put away does not contain a check mark. 12. Select the line for the bin code S (the default bin code) and click Bin Contents. The bin content record specifies that there are 20 units of item LS-120 in the bin. FIGURE 5.8 BIN S CONTAINS 20 UNITS FROM THE FIRST RECEIPT POSTING NOTE: When a purchase order is associated with a sales order set to be drop shipped (the order line has a purchasing code defined as drop shipment), in principle, items do not enter and are not handled in the company's warehouse. In this case, the program prevents the user from entering a bin code on a sales/purchase order, even though the location has mandatory bin usage. As a consequence, when the user posts the orders, the program does not create warehouse entries. 5-14

137 Chapter 5: Perform Basic Warehouse Tasks Demonstration - Undo the Put-away Quantity When a user has posted an order with incorrectly entered quantity as received but not invoiced, he or she can use the program's function of undoing the posting, which is available on the posted receipt document. In a situation where an order was posted as received into the location with mandatory bin usage, the undo quantity posting function ensures that the warehouse-related records are automatically reversed. The following example illustrates this. Scenario: Suppose that in the process of putting the item LS-150 away in the bin and, importantly, after the order has been posted as received, a warehouse worker discovers that only 60 of the expected quantity of 80 units were delivered. When the purchaser is alerted to the problem, it turns out that according to the agreement with the vendor, the order was indeed for 60 units. This error must now be corrected. Follow these steps to undo the posting of the receipt and put-away: 1. Click Warehouse History Posted Documents Posted Purchase Receipts. 2. Browse to the first posted receipt for the purchase order, in which the item LS-150 was received. FIGURE 5.9 POSTED PURCHASE RECEIPTS RELATING TO THE FIRST RECEIPT POSTING FROM THE PURCHASE ORDER 3. Select the line containing the receipt of the item LS-150 and click Functions Undo Receipt. 5-15

138 Inventory Management in Microsoft Dynamics NAV 5.0 In addition to performing a number of regular steps to ensure that the receipt is undone correctly (which are: (a) creating a corrective negative receipt line applied to the one to be corrected, and (b) updating the respective fields on the associated purchase order) the program also reverses the put-away. This is done by means of creating a warehouse entry for the bin in question with the negative quantity. 4. In the Warehouse Register window, select the last warehouse register and open the associated warehouse entry. FIGURE 5.10 WAREHOUSE ENTRY UNDONE The record of the content of bin S has now been updated. FIGURE 5.11 THE BIN CONTENT IS EMPTY AFTER UNDOING THE RECEIPT If the warehouse worker had put away the order line in more than one bin using multiple receipts, then the worker must undo each receipt as appropriate. Generally, the undo quantity function can reverse the warehouse records for the posted receipt line as long as there is enough quantity in the bin to which the corresponding quantity was originally put away. This means that the user can still perform the function even though some or all of the items in the bin were moved elsewhere but the bin contains the quantity specified for the undoing operation. 5-16

139 Chapter 5: Perform Basic Warehouse Tasks NOTE: The undo quantity posting functionality is also available if you have posted a receipt from a warehouse receipt document (when using the Receipt granule). However, the undo functionality is not available when you post a receipt from an inventory put-away document (using the Put-away granule and not the Receipt granule). To complete the handling of scenario 1, update the purchase order with the correct quantity of item LS Browse to the purchase order and reopen it. 2. Click Functions Reopen to reopen the order. 3. In the Quantityfield for the line for item LS-150, enter 60. Post the order. Receive and Put Away with Put-away Documents This second method of receiving and putting away allows companies to record put-away information separately from the order information. This method requires the Put-away granule and requires that the Require Put-away field on the Warehouse tab on the location card contains a check mark. To register the item's physical placement in the warehouse, rather than using the purchase order line, the warehouse worker uses a separate document: an inventory put-away. In essence, this document is a copy of the order document but only displays the information relevant to the warehouse. Moreover, the inventory put-away document provides greater flexibility in regard to handling additional warehouse requirements such as splitting lines and document printing. Therefore, for companies with dedicated warehouse workers who do not typically work with orders, the ability to work with inventory put-away documents can be an advantage in terms of simplicity and better usability. The user creates an inventory put-away document and accesses it either directly from the purchase order or from the Warehouse menu on the Navigation Pane. When the user posts the put-away document, the program also posts the order as received. The principle behind the functionality of the Put-away granule is identical to that of the Pick granule, which is described in detail in the section Picking and Shipping of this chapter. Receive with a Receipt Document In addition to recording put-away information separately from the order document, the third method of receiving and putting away gives companies a way to plan receipt and put-away tasks for multiple orders. This method requires the Receive granule and requires that the Require Receive field on the Warehouse tab of the location card contains a check mark. 5-17

140 Inventory Management in Microsoft Dynamics NAV 5.0 This option is particularly relevant for companies where the receiving process is more complex or requires more attention. You can plan for the receipt tasks by creating a warehouse receipt document. With this document, which is based on released inbound orders, companies get an accurate picture of the expected work load and can manage the receiving process in the most efficient way. Typically, creating warehouse receipts falls under the responsibility of a warehouse manager, who uses this document for planning purposes. When items arrive at the warehouse, a warehouse worker handles them and records the received quantities in the appropriate warehouse receipt document. Upon completion of this task, the warehouse worker must post the warehouse receipt. The program then registers the items as part of the company's inventory. If the location has been set up for separate put-away processing (the Require Put-away field on the location card contains a check mark), described earlier as method (d), posting the receipt also creates a warehouse put-away document. This document is an instruction to the warehouse worker to move items from the receiving area to the storing area. They also use this document to register the handled quantities and the bin information. If the location has not been set up for put-away processing but the bin usage is mandatory, the warehouse worker must record the bin information on the warehouse receipt lines. The receipt document can be printed as a put-away list to aid warehouse workers. When the warehouse worker posts the receipt, the program also posts bin information on the line and creates warehouse entries. When the warehouse completes the receiving process, the associated order document (purchase order or sales return order) is ready for invoicing. If the source document is an inbound transfer order, the program deletes it and creates a posted transfer receipt. The following scenario describes the process of receiving with a warehouse document using Cronus. In this example, the Silver location is set up to require only receive processing in the warehouse and not put-away processing. Demonstration - Receive and Put Away with a Warehouse Receipt Document Scenario: The purchaser creates two purchase orders, one for 30 units of item LS-150 for vendor and another one for 20 units of item LS-120 for vendor 50000, to be received into the Silver location. When the items arrive at the warehouse, the warehouse worker must perform a series of activities to receive the items. 5-18

141 Chapter 5: Perform Basic Warehouse Tasks The first step is to set up the Silver location to require that receipts are handled through warehouse documents. 1. Open the location card for the Silver warehouse. Click the Warehouse tab. 2. Select the Require Receive field. FIGURE 5.12 SILVER LOCATION NOW SET UP TO USE WAREHOUSE RECEIVING PROCESS Now, create the two purchase orders for vendors and 50000, respectively. 3. Enter the header and line details for the purchase orders. Make sure that the items are to be shipped to the Silver location. 4. Release the purchase orders by pressing Ctrl+F11. A released purchase order represents a request to the warehouse to expect arrival of the items. Managers use a list of all the released inbound orders to create receipt documents by setting certain parameters. Demonstration - Create a Warehouse Receipt Scenario: A warehouse worker proceeds to receive the items purchased in the preceding demonstration. In the program, you can create a receipt of a purchase order from two functional areas: The warehouse: A warehouse manager, at the warehouse where the order is to arrive, can create a receipt document with all, filtered, or manually selected released purchase orders. The purchase office: A purchaser responsible for the specific order may choose to send a purchase order directly to the warehouse receipt document from the purchase order by clicking Functions Create Whse. Receipt. 5-19

142 Inventory Management in Microsoft Dynamics NAV 5.0 To create the warehouse receipt: 1. Click Warehouse Planning & Execution Receipts. The Warehouse Receipt window appears. 2. In the No. field, press F3 to create a new document and then press Enter to assign a number to this document. 3. In the Location Code field, select the Silver location. The warehouse manager must now select the released source documents (in our example, purchase orders) with lines for quantities that have not yet been received. To do this, the manager has two options: Click Functions Use Filters To Get Src. Docs. to use filters to select the source documents from which to retrieve lines. Click Functions Get Source Documents to view a list of all released orders with lines to be received at the selected warehouse. The manager then selects the orders to retrieve, and the program copies the information from the source documents into the receipt lines. The procedure for using the Get Source Documents function to create a warehouse receipt document is described in the respective topic in the online Help. The procedure for using the warehouse source filter card to create a warehouse receipt document is as follows: 4. In the Warehouse Receipt window, click Functions Use Filters To Get Src. Docs. The Filters To Get Src. Docs. - Inbound window appears: FIGURE 5.13 FINDING INBOUND ORDER LINES TO RECEIVE The Filters To Get Src. Docs. - Inbound window contains a list of filter codes that represent filter combinations. The program only retrieves lines from source documents that meet the filter criteria. You can save and reuse filter combinations with the code reference. 5-20

143 Chapter 5: Perform Basic Warehouse Tasks If the Show Filter Request field contains a check mark, the Filters to Get Source Docs. function shows the filter request form before the program retrieves the lines. Read more about the filter request in the topic called "Get Source Documents Batch Job" in the online Help. NOTE: The Filters to Get Source Docs. - Inbound window appears empty only if the warehouse has not yet set up filters. In this case, when you click Run, the program retrieves all the released source documents. Once the filters are set up, the window contains a list of corresponding filter codes. The warehouse manager at the Silver warehouse decides to set up a filter card specifying that the program must only retrieve all the released purchase orders, without retrieving any other inbound orders. When setting up a filter for the first time, the user must enter a code name on the Filters To Get Source Docs. - Inbound window and then open the filter card to specify other parameters. Follow these steps to set up the filter card: 5. In the Filters to Get Source Docs. - Inbound window, in the Code field, enter PO ALL, and in the Description field, enter Get all purchase orders. Click Modify. The filter card appears. FIGURE 5.14 SETTING UP THE FILTER CARD The manager can define the source document(s) for a specific filter by inserting and removing check marks in the fields representing the types of source documents. Note that, by default, only fields representing the inbound source documents (sales return orders, purchase orders, and inbound transfers) are editable and contain check marks. 6. Remove the check marks in the Sales Return Orders and the Inbound Transfers fields. 5-21

144 Inventory Management in Microsoft Dynamics NAV 5.0 Every time the manager chooses to create a receipt document by using the Use Filters to Get Src. Docs. function, the program opens the Filters to Get Source Docs. - Inbound window, where the manager can select, modify, and run the appropriate filter. Now the manager wants to retrieve all the released purchase orders with the expected receipt date of 01/24/ In the filter card just created, on the Purchase tab, in the Expected Receipt Date field, enter 01/24/08. Click Run. The program retrieves the lines from the purchase order documents and fills in the fields in the Warehouse Receipt window. FIGURE 5.15 TWO WAREHOUSE RECEIPT LINES CREATED FOR PURCHASES INTO WHITE LOCATION As it appears in the Warehouse Receipt window, on this working date there are two purchase orders (created according the scenario) that meet the parameters specified in the source document filter card. Notice that the program fills the Bin Code field on the line with the item's default bin code. Suppose that all items now arrive at the warehouse. A warehouse person must handle the items and record their receipt in the program. While the quantities of all other items that arrive correspond to the quantities on the purchase orders, only 25 units out of 30 of item LS-150 arrived. 8. In the Qty. to Receive field in the warehouse receipt document, enter the quantities that have been received on the respective lines. 9. Post the receipt document. Click Yes to confirm that you want to post the warehouse receipt. 5-22

145 Chapter 5: Perform Basic Warehouse Tasks The program gives the following message: FIGURE 5.16 POSTING CONFIRMATION 10. Click OK. The program has now: Updated the relevant quantity fields on the lines of the source documents (in this example, purchase orders) and run the Post, Receive function for the orders. Recorded the put-away information for the bin by creating warehouse entries, specifying the quantity and bin code for the putaway. Updated the Qty. to Receivefield for the receipt lines and calculated the outstanding quantities as the difference between the quantity on the source document and the quantity handled. Lines with no outstanding quantities are removed from the receipt document and those with the outstanding quantities remain. FIGURE 5.17 WAREHOUSE RECEIPT LINE SHOWS PARTIAL RECEIPT 5-23

146 Inventory Management in Microsoft Dynamics NAV 5.0 The warehouse worker must repeat the handling and posting tasks for the remaining receipt line(s) when the items arrive at the warehouse. This example combined the actions of receiving and putting-away in one step of posting the warehouse receipt document. This is in accordance with the warehousing setup chosen for the Silver location, the location does not require put-away processing through separate put-away documents. If the location is set up with a check mark in the Require Put-away field on the location card, the posting of the warehouse receipt creates a warehouse put-away document, accessible from the Warehouse menu. Similar to the inventory putaway document, the function of the warehouse put-away document is to allow the warehouse worker to handle put-away information separately from the warehouse receipt document. The process of using a warehouse put-away document is not described here, since it is similar to that of using a warehouse pick document, which is described in Pick and Ship Items in this course. 5-24

147 Chapter 5: Perform Basic Warehouse Tasks Lab 5.2 Receive and Put Away from the Purchase Document Scenario A purchaser creates a purchase order for four pallets of item LS-75 from vendor to be delivered to the Silver location. The Silver location is set up for mandatory bin usage and warehouse receipts. When the shipment arrives, the warehouse worker finds that only two of the pallets can be put away in the bin suggested by the program. The other two must be put away into an available bin, and the warehouse worker chooses to use bin O Challenge Yourself 1. Create and release the purchase order, ensuring that the shipment is delivered to the Silver location. 2. Receive the correct quantity into the correct bins. Step by Step 1. Click Purchase Order Processing Orders. 2. Press F3 to create a new purchase order. 3. Enter in the Buy-from Vendor No.field. 4. On the first purchase line, enter the following information: Item Location Bin Quantity LS-75 SILVER O In the Qty. to Receivefield, enter Press F11, select Receive, and then click OK. 7. Look up in the Bin Codefield and select O Enter 2 in the Qty. to Receivefield. 9. Press F11 to post the remaining quantity to bin O

148 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 5.3 Receive with a Warehouse Receipt Scenario A purchaser at Cronus creates a purchase order for 30 units of item for vendor The expected receipt date for this order is 01/24/08. The Silver warehouse is set up to require receipt, but not put-away. When the items arrive at the warehouse, the warehouse worker must perform a series of activities to make items available for sale and for picking. Challenge Yourself 1. Create and release the purchase order. 2. Create a warehouse receipt for all the orders from vendor with the expected receipt date of 01/24/ Ensure that the items are made available for sale and for picking. Step by Step 1. Click Purchase Order Processing Orders. 2. Press F3 to create a new purchase order. 3. Enter in the Buy-from Vendor No.field. 4. On the first purchase line, enter the following information. Item Location Quantity SILVER Press Ctrl+F11 to release the purchase order. 6. Click Warehouse Planning & Execution Receipts. 7. Press F3 to create a new warehouse receipt. 8. Enter SILVER in the Location Codefield. 9. Click Functions Get Source Documents. 10. Select the most recent purchase order for 30 units of item Add the Bin Codefield, and enter any bin code. 12. Press F11 to post the warehouse receipt. 5-26

149 Chapter 5: Perform Basic Warehouse Tasks Pick and Ship Items This section explains how warehousing functionality in Microsoft Dynamics NAV helps companies efficiently manage picking and shipping outbound orders: sales orders, purchase return orders, and outbound transfer orders. Picking components for production orders is addressed in the Manufacturing training material. In principle, the process of shipping outbound orders consists of two major tasks: Picking items from the shelves Shipping items out of the warehouse As with the receiving and putting away processes, four methods exist to support picking and shipping, controlled by respective granules. (a) (b) (c) (d) Post pick and shipment from the order line Post pick and shipment from an inventory pick document Post pick and shipment from a warehouse shipment document Post pick from a warehouse pick document and post shipment from a warehouse shipment document Bin Granule * Pick Granule * Shipment Granule * * * What differentiates the four methods from one another is how complex the picking process or warehouse organization is for a company. In the order-byorder warehousing environment, for a company with straightforward processes where the bin structure is simple, picking and shipping from the order line is appropriate. Conversely, for a company where items for one order line might come from more than one bin, or where warehouse workers typically do not work with the order documents, the use of separate pick documents is more appropriate. Where a company's picking and shipping processes involve multiple order handling and thus require greater control and overview, the company might choose to use a warehouse shipment document and warehouse pick document to separate the picking and shipping tasks. 5-27

150 Inventory Management in Microsoft Dynamics NAV 5.0 In the methods (a), (b), and (c), the program posts picking and shipping in one step when either of the corresponding documents is posted as shipped. In method (d), the program registers the pick first and posts the shipment at a later time from a different document. As in the receiving process, upon posting an outbound order or a pick/shipment document from a location set to use bins, the program creates warehouse entries. These entries are the records of the decreases in item quantity at the bin level. The following sections demonstrate methods (a), (b), and (d) and explain the implications of each. For simplicity, the example of a sales order is used as the outbound order throughout. Pick and Ship from the Order Line Registering the picking information directly on the order line is the simplest method of warehousing in Microsoft Dynamics NAV. With this method, when the user creates the sales order, the program automatically fills in the bin information on the order line. When the time comes to ship the order to the customer, a warehouse worker uses the specified bin code as an indication of where to find the item for picking. When the order is posted as shipped, the program posts the pick information as well, so that the bin contents reflect that the items have been taken from the bins. In addition to the item ledger entries and value entries for the shipment, this shipment posting also creates warehouse entries, which are the records of where the items were picked from in the warehouse. The principles behind the functionality of picking and shipping from the order line are identical to that on the receiving side, which was described in detail in the previous section. Pick and Ship with Warehouse Documents The fourth method of handling picking and shipping allows companies to plan shipping and picking tasks for multiple orders by means of using a separate warehouse shipment document and warehouse pick document. This option requires the Shipment granule and that the Require Shipment field on the location card is selected. A released outbound order represents a request to the warehouse to ship items to customers, or to another warehouse or production, as appropriate. By creating warehouse shipment documents based on the released orders, companies get an accurate picture of the expected work load and can thus manage the shipping process in the most efficient way. 5-28

151 Chapter 5: Perform Basic Warehouse Tasks If the location has been set up for processing picks separately from the shipment document (the Require Pick field on the location card contains a check mark), the user must create a warehouse pick document based on the shipment document. This document is an instruction to the warehouse worker to remove items from the shelves and move them to the packing and shipping area. They also use this document to register the handled quantities and the bin information. Pick and Ship from Inventory Pick Documents When using separate pick documents, the warehouse worker enters bin code information on the pick document rather than handling picking information on the order line. The pick information can then be printed and manipulated as necessary. To use this method, a company must have the Pick granule, and the Require Pick field on the location card must contain a check mark. For companies with dedicated warehouse staff, the use of pick documents is the best option. This is because the functionality of the Pick granule offers greater flexibility in terms of meeting their key requirements, such as: A warehousing program must be easy and fast for the users to learn. The warehouse workers can carry out their jobs without having to be tied to the computer to perform lengthy or complicated procedures. An inventory pick document is created on the basis of a released outbound order, only displaying the information relevant for the warehouse. To prepare the shipment, the warehouse workers use the pick documents as instructions of what and how many items to pick and where to find them in the warehouse. When the user posts the pick document, the program also posts the associated outbound order as shipped. The following scenario illustrates how you can create pick documents and use them to efficiently pick and ship. Demonstration - Pick and Ship from an Inventory Pick Document Scenario: A salesperson creates a sales order for 50 units of item LS-120 to be shipped to customer from the Silver warehouse. The warehouse worker must now ensure that the shipment is prepared and delivered to the customer. 5-29

152 Inventory Management in Microsoft Dynamics NAV 5.0 As explained earlier, for picking to be handled through pick documents, you must first set up the warehouse location to require pick. 1. Open the location card for the Silver warehouse. On the Warehouse tab, select the Require Pick field. FIGURE 5.18 SILVER LOCATION SET UP FOR WAREHOUSE PICKING Now create the sales order for customer Enter the header and line details for the sales order. Make sure that the items are shipped from the Silver location. Use the Show Column function to make the Bin Code field visible. FIGURE 5.19 SALES ORDER TO BE PICKED FROM DEFAULT BIN IN SILVER LOCATION 3. Release the order. The release of an order is a signal to the warehouse that the order is ready for picking and shipping. 5-30

153 Chapter 5: Perform Basic Warehouse Tasks Suppose that, as a part of regular daily activity, the warehouse manager consults the list of released orders and creates a pick document for each. The warehouse manager has three options for creating a pick document: Create the pick document from the sales order document by clicking functions create inventory put-away/pick. Create the pick document from the Warehouse menu. Create pick documents for several orders from the Create Invt. Putaway/Pick batch job found under Warehouse Planning & Execution. In this scenario, the warehouse manager prefers to create the pick documents for orders one at a time using the Warehouse menu. 4. Click Warehouse Goods Handling Order By Order Inventory Picks. 5. When the pick document opens, create a new document by clicking the No. field and pressing F3. 6. In the Location Code field, select Silver. The next step is to retrieve the information from the sales order to create the pick lines. You can do this in two ways: Select the relevant order details in the fields on the inventory pick document header. Use the Get Source Document function. The following steps describe the second option. 7. In the inventory pick document, click Functions Get Source Document. 8. The Outbound Source Documents window opens to display the released outbound orders for the specified location. FIGURE 5.20 GETTING THE SOURCE SALES ORDER 5-31

154 Inventory Management in Microsoft Dynamics NAV 5.0 In this window, the Source Type field indicates the type of outbound order. In this scenario, the source type is Sales Order. The Source No. field contains the document number for the outbound order. The Destination Type field indicates that the source document is for a customer, and the Destination No. field contains the customer number, if applicable. The Put-away/Pick No. field contains the number of the put-away or pick document that has been created for the order. In this example, no pick document has been created yet. This is the next step. 9. Click the line containing the source number for the sales order and click OK. The program now creates the inventory pick lines for item LS-120. FIGURE 5.21 PICK LINES CREATED Notice that the document contains two pick lines, specifying that the required quantity must be picked from two different bins. The program automatically split the sales order line into two pick lines because the default bin code for item LS S does not contain enough quantity to fulfill the order line. Based on the bin content records (warehouse entries) for the item in question within the specified location, the program has suggested picking the remaining quantity from a bin code with sufficient quantity. 5-32

155 Chapter 5: Perform Basic Warehouse Tasks 10. Select the first line and click Line Bin Content List to view the quantities of item LS-120 at the bin level. FIGURE 5.22 BIN CONTENTS FOR ITEM LS-120 IN SILVER LOCATION This example shows a pick line being split automatically by the program. Warehouse workers might experience situations where they must split a pick line manually. The need for this can occur when, during the picking process, no sufficient item quantity is found in the bin suggested by the program and the required quantity is actually picked from another bin. To record this handling in the program, the warehouse worker uses the Split Line function available on the inventory pick document. From the Inventory Pick window, the warehouse workers can print the pick lines and use the printout to pick the items for the shipment to the customer, writing down the actual quantities and recording any deviations from the printed information. When they are finished, the warehouse manager can take the written feedback and record the actual pick information in the inventory pick document. 11. In the Qty. to Handle field, enter 40 and 10 for the respective lines. When the pick lines correctly reflect the picked quantities and bin codes, the manager can post the inventory pick document. As explained earlier, this posting also posts the shipment of the associated sales order. 12. In the Inventory Pick window, click Posting Post (or press F11). FIGURE 5.23 INVENTORY PICK READY TO BE SHIPPED 5-33

156 Inventory Management in Microsoft Dynamics NAV Click Ship and OK. The program posts the picking information and the shipment. Notice that the option of posting the order as invoiced is also available for the warehouse workers. This can be relevant in situations where the invoice document serves as a shipment note to be handed over to the shipping agent. Now, view the inventory records at the bin level by looking at the warehouse registers created by the posting. 14. Click Warehouse History Registers Registers. Notice that the last entry has a source code of SALES. This is the register for the pick just posted. 15. Select the last line and click Register Warehouse Entries to see the warehouse entries that correspond to the pick. FIGURE 5.24 WAREHOUSE ENTRIES CREATED BY THE PICK The pick and shipment of the items is now complete. The program's warehousing functionality also supports the practice used by some customers of creating order documents with negative lines. A negative order line, in essence, represents a transaction opposite to the one associated with the order in question, for example, a negative sales order line stands for an inbound order of sales return. This means that, when processing warehouse activities, the program ensures that the corresponding warehouse entries reflect the corresponding inventory movement at the bin level. In the example of a negative sales line, the warehouse entry represents an increase in the bin contents. Where separate inventory warehouse documents are used to process warehouse activities, the program creates an appropriate warehouse document. In the example of a negative sales line, the program creates a put-away document. NOTE: The Undo Quantity function is not available when the process of putting away/picking is performed by means of using the separate warehouse documents of inventory put-aways and inventory picks. The Undo Quantity function is also not available when you post a shipment from a warehouse shipment document (using the Shipment granule). 5-34

157 Chapter 5: Perform Basic Warehouse Tasks If the location has not been set up for separate pick processing but the bin usage is mandatory, the warehouse worker must record the bin information on the warehouse shipment lines. The document can be printed to help warehouse workers in the picking process. Posting the shipment at the same time registers the pick information. A document with ship lines is an instruction to the warehouse worker to pass the picked items to the shipping agent. The warehouse worker also use this document to register the handled quantities; they then post the ship lines when the items leave the warehouse. When the warehouse completes handling the shipping process, the associated order document (sales order or purchase return order) is ready for invoicing. If the order document is an outbound transfer order, the program creates a posted transfer shipment. The following scenario describes the processes of creating shipment for items to pick, picking the items and shipping them to customers using Cronus. In this example, you must set up the Silver location for both pick and ship processing. For simplicity, only a sales order is used as an outbound source document. Demonstration - Pick Using a Warehouse Pick Document and Ship Using a Warehouse Shipment Document Scenario: A salesperson at Cronus creates a sales order for 20 units of item LS- 120 and 47 units of item LS-150 for customer The order must be shipped from the Silver warehouse. The warehouse worker must perform a series of activities to ship the items to the customer. The first step is to ensure that the Silver location requires shipment processing through warehouse documents. 1. Open the location card for the Silver warehouse. Click the Warehouse tab. 2. Select the Require Shipment field. FIGURE 5.25 SETTING SILVER LOCATION UP TO REQUIRE WAREHOUSE SHIPMENT 5-35

158 Inventory Management in Microsoft Dynamics NAV Create and release the sales order: FIGURE 5.26 SALES ORDER RELEASED Creating a shipment document is the first stage in the flow of items out of the warehouse. At this stage, a warehouse manager assigns quantities of items from available inventory to outbound source document lines. Based on the list of all released outbound orders, managers create shipment documents, that is, make specific lists of items to be picked for shipment. To make the picking process more efficient, managers can sort the lines in various ways by setting certain parameters, such as who must do the picking and what sorting method to apply. As in the case of receiving, a shipment line can also be sent to the warehouse shipment document directly from an order document by clicking Functions Create Whse. Shipment. Continue to handle the released sales order as follows: 4. Click Warehouse Planning & Execution Shipments. The Warehouse Shipment window appears. 5. Press F3 to create a new warehouse shipment. In the No. field, press enter to assign a number to the document. 6. In the Location Code field, select the Silver location. NOTE: If you do not select a location code for a specific warehouse shipment, then the program retrieves source document lines from all locations that require warehouse shipment processing. 5-36

159 Chapter 5: Perform Basic Warehouse Tasks Since the Silver location is set up for mandatory bin usage as well as to require both shipment and picking documents, the program regards the item movement from the shelves to the shipping dock as a movement from a picking bin to a shipping bin. The program automatically suggests the bin code from which to pick the items, but the user must specify on the warehouse shipment header the bin code to which items are placed after being picked and from which they are shipped. Assume that bin code S has been selected as a shipping bin for the shipment in question. 7. In the Bin Code field on the shipment header, select S The manager must now fill in the shipment document with lines of the released outbound source documents (in this example, sales orders), for which quantities have not yet been assigned. To do this, the manager has two options: Click Functions Get Source Documents. The manager can view a list of all released orders with lines to be shipped at the selected warehouse. The manager can then select the order to retrieve, and the program copies the information from the source document(s) into the shipment lines. Click Functions Use Filters to Get Src. Docs. The manager can use filters to select the source documents that are necessary to retrieve lines according to the specified criteria. Suppose that the manager decides to use the Get Source Documents function to create a warehouse shipment document 8. Click Functions Get Source Documents. FIGURE 5.27 GETTING THE SOURCE SALES ORDER 5-37

160 Inventory Management in Microsoft Dynamics NAV 5.0 The program retrieves the source documents and creates the lines in the Warehouse Shipment window. Use the Show Column function to make the Bin Code field visible. FIGURE 5.28 WAREHOUSE SHIPMENT CREATED For locations not requiring a separate pick processing, the warehouse employees can print the shipping document with bin code information and use it as an instruction for where in the warehouse to find the items. When the warehouse worker post the picking information, the program creates warehouse entries with bin information. NOTE: Handling a picking task only with the warehouse shipment document is based on the assumption that the shipping bin code information is irrelevant and therefore must not be selected on the document header. Analogous to the other warehousing scenarios, in this case, the program suggests a default bin code as a picking bin for each shipment line. Since the Silver location has been set up to require pick documents, the picking document must now be created from the warehouse shipment document. The warehouse manager now creates a picking document for the items required to fulfill the order. 9. Click Functions Create Pick. In the Whse.-Shipment - Create Pick window, the user can assign a user ID in the Assigned User ID field. The user can choose a sorting method for the pick lines in the Sorting Method for Activity Lines field. The Set Breakbulk Filter field is only applicable when the program is set up to use warehouse management systems. 5-38

161 Chapter 5: Perform Basic Warehouse Tasks A check mark in the Do Not Fill Qty. to Handle field tells the program that the Qty. to Handle field must be set to zero initially, so that the warehouse worker filling in the pick document must enter the quantity manually. The worker can print the pick list by placing a check mark in the Print Document field. 10. Click OK. The program gives the following message: FIGURE 5.29 WAREHOUSE PICK CREATED 11. Click OK. The program creates a picking document. 12. Click Warehouse Goods Handling Multiple Orders Picks and browse to the picking document you just created. Use the Show Column function to make the Action Type and the Bin Code fields visible. FIGURE 5.30 WAREHOUSE PICK SHOWING A TOTAL OF FOUR ACTIONS Notice that in the pick document, the program creates two pick lines for each shipment line; a Take and a Place line for each item. The Take line is, in essence, a pick line indicating from where the items are to be picked, while the Place line specifies a shipping bin to which the picked items are to be placed before shipping. 5-39

162 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that the program suggested bin S instead of the default bin S on the Take line for item LS-120. This is because the default bin is currently empty, and the program detected that bin S contains the required picking quantity. Upon moving items to the shipping dock, the warehouse worker must record this action in the program through the Register function. Registering essentially differs from the posting function in that it does not affect inventory availability but simply recognizes the fact that the items have been moved from one place to another within the same warehouse. 13. Click Registering Register Pick. Click Yes to confirm that you want to register the document. As a result, the program has now created: A registered pick document Warehouse entries to record the pick information at the bin level The warehouse worker must now pass the picked items to the shipping agent and post the shipment lines when the items leave the warehouse. To proceed with the shipping process: 14. Browse to the shipment document created earlier in this demonstration. FIGURE 5.31 WAREHOUSE SHIPMENT COMPLETELY PICKED In the warehouse shipment document, the program has updated the Qty. to Ship fields and set the document status to Completely Picked. To complete the shipping process: 15. Click Post Post Shipment (or press F11). 5-40

163 Chapter 5: Perform Basic Warehouse Tasks The program offers the possibility of posting the shipment and at the same time invoicing the associated outbound order document(s). 16. Select Ship, and click OK. FIGURE 5.32 THE SALES ORDER IS SHIPPED FROM THE WAREHOUSE The shipment has now become both a posted warehouse shipment and a posted sales shipment. 5-41

164 Inventory Management in Microsoft Dynamics NAV 5.0 Lab 5.4 Pick and Ship with Inventory Pick Documents Scenario A salesperson enters a sales order for 50 PCS of item LS-75 for customer to be shipped from the Silver location. The warehouse manager creates inventory picks from the released source documents and ensures that the pick is completed and that the shipment is posted. Challenge Yourself 1. Change the Silver location to not use warehouse 2. Create and release the sales order. 3. Process the pick and shipment, which encompasses: Creating the inventory pick Ensuring that the picked quantity is recorded Posting the pick and shipment Step by Step 1. On the SILVER location card, deselect the Require Shipmentfield. 2. Click Warehouse Orders & Contacts Sales Orders. 3. Press F3 to create a new sales order with the following information: Customer Item Location Quantity LS-75 SILVER Press Ctrl+F11 to release the sales order. 5. Enter 50 in the Qty. to Shipfield. 6. Click Functions Create Inventory Put-away/Pick. 7. Click Warehouse Goods Handling Order By Order Inventory Picks. 8. Press F3 to create a new inventory pick. 9. In the Location Codefield, enter SILVER. 10. Click Functions Get Source Document. 11. Select the sales order just created. 12. Enter 50 in the Qty to Handlefield. 13. Press F11 to ship the sales order. 5-42

165 Chapter 5: Perform Basic Warehouse Tasks Lab 5.5 Ship with Warehouse Pick and Ship Documents Scenario A salesperson at Cronus creates a sales order for 30 units of item 1900-S and 52 units of item 1908-S for customer The order must be shipped from the Green warehouse. The warehouse worker must perform a series of activities to ship items to the customer. Challenge Yourself 1. Create and release the sales order. 2. Process the pick and shipment, which encompasses: Creating a warehouse shipment document Creating a warehouse pick document Registering the pick Posting the shipment Step by Step 1. Click Warehouse Orders & Contacts Sales orders. 2. Press F3 to create one new sales order with the following information: Customer Item Location Quantity S GREEN S GREEN Press Ctrl+F11 to release the sales order. 4. Click Functions Create Whse. Shipment. 5. In the Warehouse Shipmentwindow, click Functions Create Pick. 6. Click Warehouse Goods Handling Multiple Orders Picks. 7. Press F11 (or click Registering Register Pick), and then click Yes. 8. Open the warehouse shipment again (notice that Qty. to Ship field is filled). 9. Press F11 to ship the sales order. 5-43

166 Inventory Management in Microsoft Dynamics NAV 5.0 Move and Adjust Items in Warehouse In the course of daily activity, users occasionally need to move items from bin to bin or to adjust the quantity recorded in the program for a bin. A company may need to move items to different bins to re-organize a section of the warehouse. Adjustments might be necessary if a real gain or loss of items occurs, such as items being found that were previously thought lost or items becoming broken or unusable. Movements and quantity adjustments in warehousing are simple processes to learn and perform because, in principle, they are parallel to those of other regular inventory movements and adjustments, such as transfers between locations or quantity adjustments within the same location. The important difference is, that the movement of items from one bin to another within the same warehouse represents a change in the physical placement of items but essentially does not affect the inventory quantity in that warehouse. For this reason, when the user posts a warehouse movement, the program only creates warehouse entries but no item ledger entries. When the user adjusts quantities in a warehouse that is set up for mandatory bin usage, the program creates both item ledger entries and warehouse entries when the user posts the journal. The following scenario describes how movements and adjustments are performed with warehousing in Microsoft Dynamics NAV. Demonstration - Move Items to Bin S Scenario: The warehouse manager discovers that the bin usually used to store item LS-120, S is running low and wants to replenish it with the contents of bin S The manager must perform a series of steps to ensure that the movement of items from one bin to another is recorded accurately in the program. Create a movement using the item reclassification journal. 1. Click Warehouse Planning & Execution Item Reclass. Journals to open the item reclassification journal. Use the Show Column function to make the Location Code, Bin Code, and New Bin Code fields visible. Now that all the necessary fields are visible, fill in the fields of the journal. The fields can be filled in individually but, for an example like this one where the full content of one bin must be moved to another bin, the user can apply the Get Bin Content function to speed up the process. 2. Click Functions Get Bin Content to open the Whse. Get Bin Content window. 5-44

167 Chapter 5: Perform Basic Warehouse Tasks 3. In the Location Code field, select the Silver location and look up from the Bin Code field to open the Bin List window. 4. Select the line for bin code S , the bin whose contents must be moved, and then click OK. FIGURE 5.33 READY TO GET FILL THE RECLASSIFICATION JOURNAL WITH BIN CONTENT 5. Click OK. The item reclassification journal now contains a line for item LS-120 specifying the bin code from which the item is to be moved and the quantity currently contained in that bin. 6. In the New Bin Code field, enter S , the bin code to which the contents must be moved. FIGURE 5.34 BIN CODE READY TO BE CHANGED The item reclassification journal is now ready to be posted. 7. Press F11 (or click Posting Post). Click Yes to confirm the posting. 5-45

168 Inventory Management in Microsoft Dynamics NAV 5.0 The program posts the movement by creating two warehouse entries, one indicating the decrease in contents in bin code S and another indicating increase in bin code S , without creating item ledger entries. Demonstration - Adjust Quantity in Bin S Scenario: Suppose that in the course of moving the items, a warehouse worker discovers that five of the items have been broken. The warehouse manager determines that they are unsuitable for sale and that the quantity must be reduced in the program. The warehouse manager performs this work in an item journal. 1. Open an item journal. Use the Show Column function to make the Bin Code field visible. 2. In the Entry Type field, select Negative Adjustment, and in the Item No. field, enter LS-120. In the Location Code field, select the Silver location. The program fills in the Bin Code field with the item's default bin. To make sure that this bin contains the quantity to be adjusted, check the bin contents by looking up from the field. 3. In the Quantity field of the item journal, enter 5. This is the quantity to be adjusted. FIGURE 5.35 BIN S READY TO BE ADJUSTED WITH MINUS FIVE UNITS 4. Post the item journal. Click Yes to confirm the posting. The program creates item ledger entries and warehouse entries that adjust the quantity in the bin to reflect the change. 5-46

169 Chapter 5: Perform Basic Warehouse Tasks Lab Move Ten Loudspeakers to an Empty Bin Scenario The warehouse manager needs to move all available loudspeakers, item number LS-75, to another bin in Silver location to make room for repairs to the default bin. Challenge Yourself Create an item reclassification journal line that moves all units of items LS-75 currently in bin S to the closest empty bin in Silver location. Step by Step 1. Click Warehouse Inventory Item Reclass. Journals. 2. In the Location Codefield, enter Silver. 3. Look up up the Bin Codefield and find S Notice the value in the Quantityfield (750 pcs). 5. Look up from the New Bin Codefield and select the first bin code that has the Empty field selected. 6. In the Quantityfield, enter the quantity of all the items that are currently in bin S (750 pcs). 7. Press F11 to post the movement. Proceed to check that bin S in Silver location is now empty: 8. Click Warehouse Goods Handling Order by Order Bin Contents. 9. In the Location Codefilter field, enter SILVER. 10. Confirm in the Bin Contentswindow that the full quantity is now moved from one bin to another. 5-47

170 Inventory Management in Microsoft Dynamics NAV 5.0 Summary Efficiency, data accuracy, and reliability in warehousing operations are of utmost importance to the bottom line of competitive companies. To guarantee short order handling time, items must be quickly found in the warehouse. Additionally, warehouse workers must be able to focus on carrying out physical movements rather than spending time in front of computers recording information. Moreover, in companies that experience high turnover of warehouse workers, the ability to train them quickly in how to use the program is highly relevant. 5-48

171 Chapter 5: Perform Basic Warehouse Tasks Test Your Knowledge 1. Where in Microsoft Dynamics NAV do you set up the warehousing options that trigger the different warehousing features, such as receipt handling or pick handling? 2. In the Bin Content window, what do the Fixed and Default fields mean? 3. Suppose that you have the Put-away granule and the Bin granule, but not the Receipt granule. What documents do you use to post the receipt and putaway of a purchase order? ( ) Post receipt from the purchase order and post put-away from the warehouse put-away document. ( ) Post both receipt and put-away from the inventory put-away document. ( ) Post both receipt and put-away from the warehouse receipt document. ( ) Post both receipt and put-away from the purchase order. 5-49

172 Inventory Management in Microsoft Dynamics NAV When you use the Bin granule and post a transaction such as a receipt of an item to a bin, the program creates entries in addition to item ledger entries and value entries. 5. If you used the Bin granule, how do you record a movement from one bin to another bin in Microsoft Dynamics NAV? 6. True or False: When running the Calculate Inventory function to create physical inventory journal lines for a location with bins, it is not possible to filter by dimensions. 5-50

173 Chapter 5: Perform Basic Warehouse Tasks Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

174 Inventory Management in Microsoft Dynamics NAV 5.0 Solutions Test Your Knowledge 1. Where in Microsoft Dynamics NAV do you set up the warehousing options that trigger the different warehousing features, such as receipt handling or pick handling? MODEL ANSWER - Set up the warehousing options for a location on the location card. 2. In the Bin Content window, what do the Fixed and Default fields mean? MODEL ANSWER - In the Bin Content window, the Fixed field indicates that the bin normally contains the item. The Default field indicates that the program must always suggest this bin when the user performs a transaction for the item. 3. Suppose that you have the Put-away granule and the Bin granule, but not the Receipt granule. What documents do you use to post the receipt and putaway of a purchase order? ( ) Post receipt from the purchase order and post put-away from the warehouse put-away document. ( ) Post both receipt and put-away from the inventory put-away document. ( ) Post both receipt and put-away from the warehouse receipt document. ( ) Post both receipt and put-away from the purchase order. 4. When you use the Bin granule and post a transaction such as a receipt of an item to a bin, the program creates entries in addition to item ledger entries and value entries. MODEL ANSWER - warehouse 5-52

175 Chapter 5: Perform Basic Warehouse Tasks 5. If you used the Bin granule, how do you record a movement from one bin to another bin in Microsoft Dynamics NAV? MODEL ANSWER - If you used the Bin granule, you record a movement of items from one bin to another by using the item reclassification journal. 6. True or False: When running the Calculate Inventory function to create physical inventory journal lines for a location with bins, it is not possible to filter by dimensions. MODEL ANSWER - True: When running the Calculate Inventory function to create physical inventory journal lines for a location with bins, it is not possible to filter by dimensions. 5-53

176 Inventory Management in Microsoft Dynamics NAV

177 Chapter 6: Handle Serial/Lot Numbers CHAPTER 6: HANDLE SERIAL/LOT NUMBERS Objectives Introduction The objectives are: Set up item tracking. Distinguish when and how to use serial/lot numbers. Handle inbound serial lot numbers. Handle serial/lot numbers on inventory. Handle outbound serial/lot numbers. Trace posted serial/lot numbers throughout the supply chain. Navigate with serial/lot numbers. Print serial/lot number documents and reports. Reserve items with serial/lot numbers. As the flow of goods in the modern supply chain becomes more complex, the ability to keep track of items increases in importance to the companies in the supply chain. While monitoring an item's transaction flow can be obligatory in certain businesses (for instance, those dealing with hazardous products), other businesses may find it advantageous to monitor products that are associated with warranties or have expiration dates. The Item Tracking granule in Microsoft Dynamics NAV provides a company with an easy-to-use tracking system, which can take into account information about each unique piece of merchandise, such as: When it was received Where it was placed When it expires Which customer bought it and when The functionality is based on using serial and lot numbers and allows the user to receive and ship multiple quantities with serial and lot numbers from a single order line entry. Item tracking entries, which represent the transaction history of each individual item with serial and/or lot numbers, are the records used to trace an item along its movement through the supply chain. 6-1

178 Inventory Management in Microsoft Dynamics NAV 5.0 Set Up Item Tracking The item tracking setup consists of three elements: Item Tracking Codes setup:an item tracking code defines which item parameters (serial number, lot number, or both) the program uses to track the items and in which operational areas they are handled. Serial and Lot Number setup:when a company wants to assign serial and lot numbers to items automatically, they must set up a number series for the program to use. The process of setting up these number series is similar to that of other number series and is part of the General Ledger Setup. Item setup:to track a specific item, a company must first set it up for item tracking by applying a particular item tracking code. The setup may also include a serial/lot number series and expiration formula. Set Up Item Tracking Codes The item tracking codes reflect the different considerations that a company has in respect to the item tracking parameters and areas where the tracking is applied. Based on careful planning, Cronus has set up a number of item tracking codes that are applied to certain items. Consider the item tracking codes set up at Cronus. 1. Click Warehouse Planning & Execution Setup Inventory Item Tracking Codes. FIGURE 6.1 ITEM TRACKING CODES SET UP IN CRONUS The Item Tracking Codes window contains a list of six item tracking codes created at Cronus. The details of each tracking code are specified on the item tracking code card. 6-2

179 Chapter 6: Handle Serial/Lot Numbers 2. Select the LOTALL code; click Item Tracking Code Card. FIGURE 6.2 SETUP CARD FOR THE LOTALL ITEM TRACKING CODE The fields on the General tab specify the code name and the description for the item tracking code. As the contents of these fields indicate, items to which this code is applied are tracked by a lot number. 3. Click the Serial No. tab. Since this tracking code is applied only to items with lot numbers, the Serial No. tab is not set up for this code. In some of the following demonstrations, item tracking is used for warehousing. Therefore, you must set this up in the item tracking codes being used. 4. Click the Lot No. tab and select the Lot Warehouse Tracking field. FIGURE 6.3 LOTALL BEING SET UP TO REQUIRE LOT TRACKING IN WAREHOUSE ACTIVITIES The fields on the Lot No. tab specify the details of the item tracking by lot number as well as the operational area where the tracking is applied. 6-3

180 Inventory Management in Microsoft Dynamics NAV 5.0 Selecting the Lot Specific Tracking field indicates that when handling an outbound unit of the item in question, you must always specify which existing lot number to handle. This means that when you sell a unit of the item, it must be applied against a specific pool of lot numbers in inventory. In other words, a lot number assigned to the item when it is entered into inventory must follow that item type out of inventory. NOTE: The program does not allow a user to remove a check mark from this field if the program detects that item tracking entries exist for items to which this tracking code is applied. In the remaining check mark fields, the user can define in which operational area(s) and on what stage of the item flow (inbound, outbound, or both) the program must apply lot tracking. This is done by placing check marks in the corresponding field(s). For instance, for the item tracking code in question, Cronus has decided to require lot tracking on inbound and outbound documents in all areas. This means that the user must enter a lot number on the item tracking line before posting any purchase, sale, and positive or negative adjustment entries for items with this item tracking code setting. This decision is reflected in the setup, where the corresponding fields contain check marks. Selecting the Lot No. Info. Must Exist field (inbound or outbound) indicates that documents with positive entry for items that require lot numbers cannot be posted before lot number information is created. Selecting the Lot Warehouse Tracking field indicates that a lot number is required for every warehouse activity. Selecting the Lot Transfer Tracking field indicates that a lot number is required on the item tracking line before item transfer lines can be posted. The check mark in this field cannot be deleted once a check mark is placed in the Lot Specific Tracking field. 5. Click the Misc. tab: FIGURE 6.4 SETUP OPTIONS ON THE MISC. TAB 6-4

181 Chapter 6: Handle Serial/Lot Numbers The fields on this tab define two additional parameters related to a specific item tracking code: warranty date and expiration date. In the Warranty Date Formula field, the user can enter a formula that the program uses to calculate the warranty date on the item tracking line entries for items that require a serial or lot number. Selecting the Man. Warranty Date Entry Reqd. field indicates that a warranty date on the item tracking line for items with serial or lot numbers must be entered manually before a document with entries for these items can be posted. Selecting the Man. Expir. Date Entry Reqd. field indicates that an expiration date on the item tracking line for items with serial or lot numbers must be entered manually before a document with entries for these items can be posted. Selecting the Strict Expiration Posting field indicates that an expiration date assigned to the item tracking number as it entered inventory must be respected when it exits inventory. This option is mostly used for items that cannot be used after they expire. This field relates to the Expiration Calculation field on the Item Tracking tab of an item card. The program does not allow posting of a document with entries for the items when it detects that the posting takes place after the expiration date. Because warranties and expiration dates are irrelevant to the items to which the LOTALL item tracking code is applied, the fields on the Misc. tab are not activated. You have now looked at the setup of one of the item tracking codes: LOTALL. It is recommended that you now learn the setup of the other item tracking codes created at Cronus because these codes have been applied to some existing items used in examples in the following sections. Set Items Up for Item Tracking The following demonstrates how the item tracking codes and number series for serial/lot numbers can be applied to items to use the item tracking functionality. Item tracking code, serial/lot numbers, and expiration calculation are item properties that are a part of every posting record for that item. Therefore, these properties must be set up before the item has been involved in any transaction. In other words, a company must set up item tracking information when they add items to their inventory file (that is, while creating item cards). If a company wants to start tracking an item for which posting records already exist, they must create a new item card and on that new card set up the relevant item tracking information. Consider the following scenario. 6-5

182 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Set Up an Item for Item Tracking Scenario: Cronus has a number of items on their inventory file that are set up for item tracking. Depending on the type of each specific item, the company has chosen to apply different tracking methods. For example, some items are to be tracked only by serial numbers, others only by lot numbers, and still others by both numbers. Similarly, for some items, serial/lot numbers are required at each stage of their handling throughout the company, while for others, only at the point of sale. Among the items that have been set up for item tracking are items T and T. NOTE: Load a clean Cronus database without changes to the data. Take a close look at the setup details for these items. 1. Click Warehouse Planning & Execution Items. Browse to item T. 2. Click the Item Tracking tab. FIGURE 6.5 ITEM TRACKING SETUP OF ITEM T Notice that the SNALL item tracking code is selected for this item. This means that the program requires the user to apply serial numbers to this item at all stages of item handling, except warehousing, before the posting of the corresponding entries is allowed. Open the item tracking code card for the SNALL code to see the setup details. The number series for the serial numbers when assigned to this item is SN1. The item is not tracked by lot number. 3. Go to the item tracking code card for SNALL code and select the SN Warehouse Tracking field. 6-6

183 Chapter 6: Handle Serial/Lot Numbers 4. Browse to item T and click the Item Tracking tab. FIGURE 6.6 ITEM TRACKING SETUP OF ITEM T The selection of LOTSNSALES in the Item Tracking Code field indicates that serial numbers are required for this item when you are posting the sales entries and that lot numbers are required when you post all entries (except warehouse documents). Open the item tracking code card for the LOTSNSALES code to see the setup details. The number series for the lot numbers assigned to this item is LOT. There is no number series for serial numbers set for this item. When to Use Serial/Lot Numbers 5. Go to the item tracking code card for LOTSNSALES code and select the Lot Warehouse Tracking field. This section explains how the item tracking functionality of Microsoft Dynamics NAV can support companies in managing the task of handling items throughout inbound and outbound transaction processes. Depending on the business relationships with vendors and customers, including the types of items handled, companies may have different internal processes for handling and tracking serial and lot numbers. For instance, some companies may want to start the tracking process from the moment items arrive at the company's warehouse. In that case, depending on whether or not items already have serial/lot numbers assigned, they can choose to: Manually record the vendor's original item serial/lot numbers. Manually or automatically assign new serial/lot numbers. Define and automatically assign customized serial/lot numbers. 6-7

184 Inventory Management in Microsoft Dynamics NAV 5.0 The following table summarizes the alternatives provided in Microsoft Dynamics NAV for how to handle the receipt of items that require item tracking at the point of purchase. The alternatives depend on whether or not the purchased items already have the vendor's serial/lot numbers. Enter numbers manually: Items with vendors SN Items with vendors LN Items with no SN/LN Vendors numbers * * New numbers * * * Enter numbers automatically: Assign new numbers Define and assign customized numbers * * * * * Other companies may want item tracking applied to items only when they are sold to the customers, rather than from the moment they arrive at a warehouse. Still others may choose to track items from the moment they are purchased up to the moment they are sold. The way of handling the shipment of items with item tracking required at the point of sale depends on a company's decision concerning item tracking on the purchase side. The following table summarizes the alternatives provided in Microsoft Dynamics NAV for how to handle the shipment of items that require item tracking at the point of sale. The alternatives depend on whether or not the items have already been assigned serial/lot numbers. Enter numbers automatically: Assign own numbers Create and assign customized numbers Items with assigned SN Items with assigned LN Items with no SN/LN * * 6-8

185 Chapter 6: Handle Serial/Lot Numbers Select from already existing numbers Enter numbers manually: Enter numbers manually Items with assigned SN * * Items with assigned LN Items with no SN/LN * The following sections explain some of the most common processes through the use of scenarios. Barcode Registration of Item Tracking Information Company processes often require the use of automatic registration of goods information, including item tracking information. This is often handled with barcode readers/scanners placed physically where registration takes place. Automatic registration is typically used in warehouse pick and put-away processes, where it is important that warehouse workers can register the movement of the goods quickly and easily. At this point in the process, assignment of serial/lot numbers has already taken place, and the system is therefore designed so that new numbers cannot be assigned automatically. Handle Inbound Serial/Lot Numbers As with the general warehouse activities, companies have different procedures when receiving serial/lot tracked items on purchase orders. The way to assign serial/lot numbers is almost the same in the program, no matter what procedure the company chooses. Another situation where inbound serial/lot numbers require handling is the output of produced items with serial/lot numbers. Demonstration - Assign Serial/Lot Numbers to a Purchase Order Scenario: A purchaser at Cronus places an order with vendor for five units of item T, five units of item T and seven units of item T. The vendor usually ships item T with serial numbers, item T with lot number(s), and item T without serial or lot numbers. The order is shipped to the Blue location. 6-9

186 Inventory Management in Microsoft Dynamics NAV 5.0 The person receiving the items must enter the serial/lot numbers for the arrived items in the program. 1. Create a purchase order for five units of item T, five units of item T, and seven units of item T for vendor 50000, to be received at the BLUE location. FIGURE 6.7 PURCHASE ORDER CREATED FOR THREE ITEM-TRACKED ITEMS Because of item tracking codes that are applied to the first two items, SNALL, and LOTSNSALES, the program requires the entry of serial numbers on the item tracking lines for the first item and the entry of lot numbers for the second item before the receipt can be posted. If a purchaser attempts to post the receipt without entering the serial numbers, the program gives the following message: FIGURE 6.8 WARNING ABOUT MANDATORY SERIAL NUMBER TRACKING NOTE: You cannot use negative quantities in sales and purchase when you are using item tracking. 6-10

187 Chapter 6: Handle Serial/Lot Numbers Proceed to enter serial numbers for item T. 2. In the Purchase Order window, select the first line and click Line Item Tracking Lines. FIGURE 6.9 EMPTY ITEM TRACKING LINES FOR FIRST PURCHASE ORDER LINE The Item Tracking Lines window is used to record detailed information for an item concerning serial/lot numbers. The top panel of this window contains a summary of the information on the lines, including the name and description of the item tracking code applied to a particular item. The user can enter serial numbers for the item in the following ways: Automatically, by running the Assign Serial No. function, so that the program assigns serial numbers to the items based on the number series specified for a specific item. Automatically, by running the Create Customized SN function, so that the program assigns serial numbers to the items based on the parameters defined by the user specifically for the arrived items. Manually, by entering a specific serial number for each item unit. Suppose that to assign the serial numbers at the receipt of the purchase order in an efficient way, a warehouse person chooses to run the Create Customized SN function. 3. Click Functions Create Customized SN. 6-11

188 Inventory Management in Microsoft Dynamics NAV 5.0 In the Enter Customized SN window, specify the parameters that define a certain pattern in the serial numbers of the arrived items. 4. In the Customized SN field, enter SN-85C31. This is the starting number in the number series assigned to the items by vendor By entering a number in the Increment field, you define the increase between values of two sequential numbers in the number series. 5. In the Increment field, enter 1. This number reflects the fact that the serial numbers assigned by vendor to five units of item T increase by one. The Quantity to Create field contains the quantity on the line by default. You can modify it, if necessary. FIGURE 6.10 CUSTOMIZED SERIAL NUMBERS READY TO BE ASSIGNED 6. Click OK. The program creates five individual serial numbers starting from SN-85C31 and ending at SN-85C35 and creates corresponding item tracking lines: FIGURE 6.11 SERIAL NUMBERS ASSIGNED TO THE FIRST PURCHASE LINE 6-12

189 Chapter 6: Handle Serial/Lot Numbers Notice that the Undefined fields on the top panel are blank. This is because all individual items on the purchase line have been assigned an item tracking line. If the user created item tracking lines with less quantity than the quantity in the Qty. to Receive field on the purchase line, then there will be an undefined quantity, and the purchase order will not be posted until the full quantity is assigned. 7. Close the Item Tracking Lines window. Proceed to assign a lot number to the purchase line for item T. 8. In the Purchase Order window, select the second line, click Line Item Tracking Lines. 9. In the Lot No. field, enter LOT-TD5. This is the lot number assigned to the items by the vendor. All five units of item T are part of the same lot 10. In the Quantity field, enter 5. FIGURE 6.12 LOT NUMBER ASSIGNED TO THE SECOND PURCHASE LINE 11. Close the Item Tracking Lines window and post the purchase order as received: press F11, select Receive, and then click OK. NOTE: For purchase orders with more than one line, if item tracking lines have not been created for at least one line, the purchase order is not posted. To post the order, the quantity in the Qty. to Receive field for the line(s) with missing item tracking lines must be zero. In the Item Ledger Entry table, the program posts the information about serial/lot numbers that was recorded for the items in the posted purchase order. 6-13

190 Inventory Management in Microsoft Dynamics NAV 5.0 Assign Serial/Lot Numbers to Partial Receipts Companies often have to receive order quantities in separate portions. If such partial receipts require item tracking, then serial/lot numbers can be assigned to the received quantities only. The following scenario shows how to assign serial/lot numbers partially during receipt/put-away process using an inventory put-away document (requires the Put-away granule). NOTE: Partial handling of item tracking numbers is possible from any type of order or warehouse document. Demonstration - Assign Serial/Lot Numbers to a Partial Receipt and Put-Away Scenario: A purchaser at Cronus places an order with vendor for three units of item T. The vendor ships this item with serial numbers and always delivers one unit a day. The warehouse worker does not have access to the purchase order and therefore handles the receipt and put-away using an inventory put-away document. The units must be placed at Silver location, bin number S The purchase order must not be invoiced until it is completely received. To perform this scenario, make sure that Silver location is set up to require Putaway and not Receive. 1. Create the purchase order for Silver location for three units of item T. 2. In the Qty. to Receive field, enter Release the order. FIGURE 6.13 PURCHASE ORDER READY FOR PICKING 6-14

191 Chapter 6: Handle Serial/Lot Numbers 4. Click Functions Create Inventory Put-Away/ Pick. 5. Leave the default options and click OK. The put-away is created. Proceed to handle the items in the warehouse. 6. Click Warehouse Goods Handling Order by Order Inventory Put- Aways, and then find the inventory put-away document just created. 7. With the Show Column function, add the Bin Code and Serial No. fields. 8. In the first inventory put-away line, enter 334 in the Serial No. field, and S in the Bin Code field. 9. Enter 1 in the Qty. to Handle field. FIGURE 6.14 PUT-AWAY DOCUMENT READY TO BE POSTED - PARTIALLY 10. Press F11 to post (Receive) the inventory put-away. When the next receipt is to be handled, the warehouse worker repeats steps 8-10 with the remaining two lines. Demonstration - Receive Items with Expiration Dates If expiration dates are assigned to serial/lot numbers when inbound, then the program will make sure that the items with the earliest expiration date are picked first when outbound. This principle is called First-Expire-First-Out (FEFO). To enable the demonstration Pick the First Serial Number to Expire later in this chapter, begin by buying five items and apply expiration dates before posting them to inventory. 6-15

192 Inventory Management in Microsoft Dynamics NAV 5.0 Scenario: A warehouse worker is about to receive four used 17 monitors and must assign different expiration dates to each monitor. 1. Create a purchase order for any vendor on work date with this purchase line: Item Location Quantity T BLUE 4 2. Open the Item Tracking Lines window and add the Expiration Date field to your view. 3. Create the following item tracking lines: Serial no. Expiration Date Qty. SN /24/08 1 SN /24/07 1 SN /24/06 1 SN /24/09 1 FIGURE 6.15 EXPIRING SERIAL NUMBERS NOTE: Make sure that the expiration dates are created as shown for each serial number, because it will make it easier to illustrate later how the system sorts the item ledger entries when outbound. 4. Press F11 to post (Receive) the purchase order. 6-16

193 Chapter 6: Handle Serial/Lot Numbers Assign Serial/Lot Numbers to Drop Shipments Companies selling goods that are delivered directly from the vendor to the customer may need to assign serial/lot numbers to the delivered goods. Depending on the process, the serial/lot numbers can be assigned either to the purchase order line or to the sales order line. The program ensures that serial/lot numbers are synchronized between the sale and the purchase. The Information in the Item Tracking Lines window is locked for editing during the drop shipment process. For more detail, refer to "Transfer Serial/Lot Numbers," which is governed by similar principles. Assign Serial/Lot Numbers to Production Output Serial/lot numbers can be assigned to items on production order lines in the same manner as on a purchase order, using the Item Tracking Lines window. When the produced item is entered on an output journal line, after ended manufacturing, the assigned serial/lot numbers are still attached. Thereby, the posted output provides item tracking entries for future tracing of the produced item. Refer to "Trace Serial/Lot Numbers" for demonstrations involving produced output. Handle Serial/Lot Numbers on Inventory Items with serial/lot numbers may be handled in different internal warehouse activities, including: Transfers between locations Reclassification/movement Counting Transfer Items with Serial and Lot Numbers Procedures for handling and tracing items with serial and lot numbers that are being transferred between different locations are similar to those applied when items are purchased and sold, as described in the previous and following sections. However, certain principles of handling transfer orders that distinguish transfer functionality from other application areas mean that tracking items in transfer has some distinct features. One of those principles defines that shipment and receipt is done from one and the same transfer line. Therefore, the two transactions share the same Item Tracking Lines window. NOTE: The detailed procedures for how to transfer items between locations are described in "Transfer Between Locations" in this course. 6-17

194 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration - Transfer Five Serialized Monitors to Red Location Scenario: A Cronus employee creates a transfer order for five units of item T from the Blue to the Red warehouse. The item tracking code applied to this item specifies that the item must be transferred with serial numbers. Although shipped complete from the Blue warehouse, the order arrives at the Red warehouse in two shipments of two and three units. Warehouse persons shipping the order from the Blue location and receiving it at the Red location must ensure that the information concerning serial numbers is recorded correctly. 1. Create a transfer order for five units of item T for the Blue to the Red locations. Before shipping the order, the warehouse worker must enter the serial numbers of the individual items to be shipped: 2. Click Line Item Tracking Lines Shipment. 3. In the Item Tracking Lines window, click Functions Select Entries. FIGURE 6.16 DEFAULT ITEM TRACKING LINES FOR SELECTION 6-18

195 Chapter 6: Handle Serial/Lot Numbers 4. In the Item Tracking - Select Entries window, click OK to select the entries for the item tracking lines. FIGURE 6.17 ITEM TRACKING LINES CREATED 5. Close the Item Tracking Lines window and post the shipment of the transfer order; press F11, select Ship, and then click OK. Five units of item T are currently in transit. Suppose now that the first two units arrive at the Red location. When receiving the items, the warehouse person must enter the serial numbers of the arrived items. 6. In the Qty. to Receive field, enter Click Line Item Tracking Lines Receipt. FIGURE 6.18 UNDEFINED FIELD SHOWS THAT THREE ARE NOT RECEIVED 6-19

196 Inventory Management in Microsoft Dynamics NAV 5.0 The fields in the top panel of the Item Tracking Lines window specify order quantity and quantity to receive on both the transfer order and the associated item tracking lines. The lines specify individual serial numbers and quantities entered when the order was shipped. The warehouse worker can enter the serial numbers of the arrived items by changing the quantities in the Qty. to Handle (Base) field to zero for those item serial numbers that have not yet arrived. Additionally, he or she must ensure that the serial numbers on the lines correspond to the serial numbers of the arrived items. Suppose that items with serial numbers from S/N-85C33 to S/N-85C35 are not among the two units that arrived at the Red warehouse. 8. In the Qty. to Handle (Base) field for lines with serial numbers from S/N-85C33 to S/N-85C35, enter 0. FIGURE 6.19 UNDEFINED FIELD IN BALANCE 9. Close the Item Tracking Lines window and post the receipt of the transfer order: press F11, select Receive, and then click OK. As in the case of all other inbound and outbound item transactions with serial/lot numbers, the posting of the transfer order results in the program posting records containing serial or lot numbers to the item tracking entries table, where they can be used to trace items. 10. Open the item card for item T and click Item Entries Item Tracking Entries. The records in the Item Tracking Entries window reflect the transaction history of each individual unit of the item. Notice that three items with serial numbers from S/N-85C33 to S/N-85C35 are still in transit, as indicated by the corresponding quantities in the Remaining Quantity field at the in-transit location OUT. LOG. 6-20

197 Chapter 6: Handle Serial/Lot Numbers NOTE: When receiving a transfer, all the other fields of the Item Tracking Lines form are locked for writing. This is to ensure that item tracking numbers remain unchanged. FIGURE 6.20 ITEM TRACKING ENTRIES RESULTING FROM THE PURCHASE AND TRANSFER OF ITEM T Suppose that the remaining three units of item T arrive at the Red warehouse. The warehouse person must enter the serial numbers of the arrived items. 11. Return to the transfer order and click Line Item Tracking Lines Receipt. 12. In the Item Tracking Lines window, simply confirm that the remaining serial numbers are recorded, and then close the window. FIGURE 6.21 LAST THREE SERIAL NUMBERS READY TO BE RECEIVED 6-21

198 Inventory Management in Microsoft Dynamics NAV 5.0 If the user tries to change the quantity in the Qty. to Handle (Base) field for lines with serial numbers that have already been received, the program gives the following warning message: You cannot handle more than 1 unit 13. Close the Item Tracking Lines window and post the final receipt of the transfer order. The fully handled transfer order is deleted. Reclassify Serial/Lot Numbers When the Item Tracking Lines window is opened from a reclassification journal, the New Lot No. and New Serial No. fields are located directly on the item tracking line. This design aligns with that of general data reclassification in reclassification journal lines. Serial/lot number information records, including any attached comments, are automatically carried to the new serial/lot number during reclassification. When the serial/lot number information cards create a new serial/lot number information card, users can copy from existing serial number or lot number information cards by selecting from the Serial No. information List window. Serial/lot information cards hold information about how many of the serial/lot numbers are expired, in the Expired Inventory field. All these features are illustrated in the following demonstration. Demonstration - Change Expiration Date and Group in Lot This demonstration shows that the reclassification of serial/lot numbers aligns with the standard design of entering data into New fields next to the original. It also shows how to manage serial/lot number information cards. Scenario: The warehouse worker, must change the expiration date of a particular serial number on the 17 M780 Monitor. It was wrongly entered as 01/24/09 and must be changed to 01/24/07. The worker must also record the change in a serial number information card with an attached comment, and then group all expired monitors into a new lot called EXLOT. Start by reclassifying SN00024: 1. Click Warehouse Inventory Item Reclass. Journals. 2. Add the Location Code field to your view. 6-22

199 Chapter 6: Handle Serial/Lot Numbers 3. Create the following item reclassification journal line on work date: Item Location Quantity T BLUE 1 4. Open the Item Tracking Lines window, look up from the Serial No. field and select SN00024 (earliest expiration date). FIGURE 6.22 SN00024 ABOUT TO BE RECLASSIFIED Notice that the expiration date assigned when the monitor entered inventory is displayed as shaded to indicate that it cannot be edited on the item tracking line. Before changing the expiration date, review the serial number information card. 5. Click Line Serial No. Information and go to the Inventory tab. The Expired Inventory field enables users to review availability in relation to expiration date. Notice that the quantity is zero. This indicates that SN00024 is not expired. 6. Go back to the item tracking line and change the preset date in the New Expiration Date field to 01/24/06 (two years before work date). 7. Open the serial number information card again and enter the text Expired in the Description field. 6-23

200 Inventory Management in Microsoft Dynamics NAV 5.0 Continue to enter a comment for the information card instructing order processors to sell this monitor at a 20% discount. 8. Click Serial No. Comment and enter this comment on work date. FIGURE 6.23 COMMENT DEFINED ON THE SERIAL NUMBER INFORMATION CARD 9. Close the comment, information, and item tracking lines windows and then post the reclassification journal. SN00024 now has the correct expiration date and the inventory worker can continue to group all expired monitors under a new lot number. Continue to group expired serial numbers in a new lot: 10. Create the following item reclassification journal line on work date: Item Location Quantity T BLUE Open the Item Tracking Lines window and use the Select Entries function to select the two oldest available monitors. FIGURE 6.24 ITEMS WITH EARLIEST EXPIRATION DATES ARE PRE-SELECTED 6-24

201 Chapter 6: Handle Serial/Lot Numbers As all four items carry expiration dates, the system suggests SN00023 and SN00024 (earliest expiration dates). Refer also to the demonstration titled Select the First Serial Number to Expire. 12. Click OK to carry the suggested lines to the Item Tracking Lines window. Before creating the new lot, review the result of the first reclassification of SN Select the item tracking line of SN00024 (now expires 01/24/06) and open its serial number information card. Review the Inventory tab to confirm that SN00024 is expired: Expired Inventory field = 1. Then continue to create the new lot. 14. On each item tracking line, enter EXLOT in the New Lot No. field. FIGURE 6.25 NEW LOT NUMBER ENTERED Before posting this reclassification, continue to document the same discount policy for SN With the pointer on the item tracking line of SN00023, click Line New Serial No. Information, and then Functions Copy Info. FIGURE 6.26 LIST OF ALL SERIAL NUMBER INFORMATION RECORDS 6-25

202 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that a list of all existing serial number information records is provided from which users can drill down to detailed information and copy to the new information card. BEST PRACTICES: In ordinary circumstances, this window lists several serial number information records, usually created upon receiving the item. 16. Click OK to create the same information and comment for SN00023 as for SN Close the comment, information card, and item tracking lines windows and then post the reclassification journal (press F11). The two expired monitors are now reentered into inventory with complete serial number information cards and grouped in one lot. This completes the description and demonstration of improved usability for the reclassification of serial/lot numbers. Count Inventory of Serial/Lot Numbers If the Show Serial/Lot No. field in the report request form contains a check mark, the Physical Inventory List report will also list serial/lot numbers for counting, each serial number on its own line. This also applies to the corresponding counting documents within Warehouse Management Systems (WMS): The Warehouse Physical Inventory List report and the Warehouse Physical Inventory journal. However, the following rules will govern the display of serial/lot numbers, in the basic and advanced reports respectively, according to the warehousing complexity as defined by location setup: In locations without Bin Mandatory and without Directed Put-away and Pick, the report lists serial/lot numbers by item and location In locations with Bin Mandatory and without Directed Put-away and Pick, and with SN and/or Lot Warehouse Tracking, the report lists serial/lot numbers by item, location, and bin In locations with Bin Mandatory and without Directed Put-away and Pick, and without SN Warehouse Tracking and Lot Warehouse Tracking, the report lists serial/lot numbers as a summary by item In locations with Directed Put-away and Pick, the (whse.) report lists serial/lot numbers item, zone, and bin. NOTE: After registering warehouse physical inventory (with WMS documents), the same count must be entered and posted in the Physical Inventory journal to synchronize warehouse entries with item ledger entries. Refer to the Warehouse Management Systems course. 6-26

203 Chapter 6: Handle Serial/Lot Numbers Demonstration - Count Serial/Lot Numbers in Blue Warehouse This demonstrates the tasks involved in performing physical inventory of items with serial/lot numbers. Scenario: The warehouse worker in charge of location BLUE must perform the annual count of inventory items carrying serial/lot numbers. The worker initiates the process by filling the physical inventory journal with calculated inventory quantities, prints the Physical Inventory List report, and continues to do the physical counting. In the process, the worker records that one M780 monitor is missing and that a forgotten lot of ten hard disks are found. Prepare the physical inventory journal and calculate inventory. 1. Click Warehouse Inventory Physical Inventory Journals. 2. Click Functions Calculate Inventory and set a location code filter for BLUE. Then run the calculation. FIGURE 6.27 LAST SIX LINES OF THE RESULT OF THE CALCULATE INVENTORY FUNCTION This demonstration focuses on how to count serial/lot numbers, and therefore only the bottom five journal lines, for serial/lot-numbered items, are shown. 3. Continue to prepare the physical inventory report by clicking Print. 4. Do not enter filters, but on the Options tab, select the Show Serial/Lot Number field as well as the Show Qty. (Calculated) field. 6-27

204 Inventory Management in Microsoft Dynamics NAV Preview the Physical Inventory List report, and scroll to page 2. FIGURE 6.28 PHYS. INVENTORY LIST REPORT FOR SERIAL/LOT NO. COUNTING Notice that serial/lot numbers are listed in extra information columns under the item in question. The quantity of each (here, all the items are serialized) is shown in the Quantity (Base) field and each serial/lot number has a separate line in which to enter the counted quantity. With the printout in hand, the warehouse worker now goes into BLUE warehouse to perform a detailed physical inventory, down to serial numbers. 6-28

205 Chapter 6: Handle Serial/Lot Numbers In the process of counting BLUE inventory, the warehouase worker discovers that one monitor M780 (SN00021) is missing, and that a forgotten lot of ten hard disks with serial numbers SN01 to SN10 have reappeared. The worker writes the counted quantities of each item or serial/lot number on the empty lines in the Qty. (Phys. Inventory) column of the printed sheet. FIGURE 6.29 COUNTED SERIAL NUMBERS ENTERED ON PRINTOUT Notice that on the line of item T, the worker enters 3 on the empty line behind the calculated 4, and then he enters 1 for each counted serial/lot number, to indicate which one is missing. Regarding the ten found hard disks, the worker enters this count at the bottom of the sheet and remind himself that they must be recorded under a new lot number. NOTE: The warehouse worker does not count the three computer packages as they are currently requested on open sales orders, therefore, the negative figures. Continue to enter the count in the physical inventory journal. 6. Back in the physical inventory journal that contains the calculated BLUE inventory, select the line for item T, M780 Monitor. 7. Enter 3 instead of 4 in the Qty. (Phys. Inventory) field. Notice that the Entry Type and Quantity fields are updated. 8. Click Lines Item Tracking Lines. 6-29

206 Inventory Management in Microsoft Dynamics NAV Look up from the Serial No. field, select SN00021, and close the Item Tracking Lines window. 10. In the physical inventory journal, select the line for item T, Hard Disk. 11. Change the Qty. (Phys. Inventory) field to 15 (existing five plus the ten found) and access the Item Tracking Lines window. 12. Click Functions Create Customized SN. 13. Enter SN01 in the Customized SN field. 14. Select the Create New Lot No. field, and then click OK. FIGURE 6.30 ASSIGNING CUSTOMIZED SERIAL/LOT NUMBERS Go back to the physical inventory journal and post the inventory adjustments, carrying the recorded serial/lot number details. FIGURE 6.31 COUNTED SERIAL/LOT NUMBERS READY FOR POSTING 15. Press F11 to post the physical inventory journal with counted serial/lot numbers at Blue warehouse. 6-30

207 Chapter 6: Handle Serial/Lot Numbers This completes the demonstration of tasks involved in counting and recording serial/lot numbers. Handle Outbound Serial/Lot Numbers Companies assign serial/lot numbers to the items they sell to customers so they can track down individual items for returns and service contracts. Depending on the established internal policies and business relationships with customers, companies may have different processes for tracking sold items. Examples of these processes are: Buying items from vendors without serial/lot numbers and then assigning the company's own numbers when selling the items. Buying items from vendors with the serial/lot numbers already assigned and using the same numbers when selling the items. In the situation where a company chooses to assign their own serial and lot numbers, it is important to emphasize that the more consistently a company sets up their number series for serial and lot numbers, the more efficient the process. Availability of Serial/Lot Numbers Outbound order processors get detailed information about availability problems or conflicting use of serial/lot numbers at the point in time when they select serial/lot numbers for outbound documents. Also, warning symbols appear on the item tracking line as soon as a conflicting serial/lot number or quantity is entered on an item tracking line of an outbound document. The availability calculation used for serial/lot numbers is based on a simple formula. For any given serial and/or lot number, the calculation is: Available = quantity in inventory (all demands + quantity in the current ITL window not yet written to database) NOTE: This formula implies that the serial/lot number availability calculation only considers inventory and ignores projected receipts. The availability overview is provided within one central lookup window. This is dynamically named and adapted depending on which of these it is opened by using: Select Entries function to select all needed serial/lot numbers in one action Lookup (F6) from the Serial No. field or the Lot No.field to select one serial/lot number 6-31

208 Inventory Management in Microsoft Dynamics NAV 5.0 Both selection methods take the user to the Item Tracking Summary window (dynamically named depending on where it is opened from). This displays availability information for each serial/lot number about: How many are in inventory (Total Quantity) How many are selected for the item tracking line being handled, but not yet committed to the database (Current Pending Quantity) How many are assigned to all unposted document lines. This includes the one being handled (Total Requested Quantity) How many are reserved on the document line being handled How many are reserved on all unposted document lines When it expires (if carrying an expiration date) When its warranty expires (if carrying a warranty date) Refer to the demonstration Selling from a Specific Lot for detailed descriptions of the user tasks involved in guaranteeing that a customer receives items from a specific requested lot without making reservations. Demonstration - Assign New Serial/Lot Numbers to a Sales Order ATTENTION: Load a clean Cronus database without changes to the data. Scenario: Cronus customer places an order for five units of item T. The order is to be shipped from the Blue warehouse and must be assigned serial numbers for future item tracing. 6-32

209 Chapter 6: Handle Serial/Lot Numbers The salesperson creates the sales order. After the warehouse worker has picked the items from inventory, he assigns the serial numbers in questions to the item tracking lines of the sales line. This process is mostly done with some sort of bar code reader. If the warehouse worker forgets and tries to ship without serial numbers, the program will block the process according to the rules of the SNALL item tracking code, namely that serial numbers must be assigned. 1. Create the sales order for five units of item T to customer to be shipped from Blue location. FIGURE 6.32 SALES ORDER LINES CREATED Because of the item tracking code applied to the item, SNSALES, the program requires of the warehouse worker that serial numbers are assigned on the item tracking lines for item T before the order can be posted. 2. Select the sales line for item T and click Line Item Tracking Lines. This item is usually purchased without serial/lot numbers but it is required (by the item tracking code applied to this item) to be sold with serial numbers. The person shipping the order must therefore enter the serial numbers for this item. Because there is a number series for serial numbers set up for this item, entry of the serial numbers can be done automatically: 6-33

210 Inventory Management in Microsoft Dynamics NAV Click Functions Assign Serial No. The Enter Quantity to Create window appears. FIGURE 6.33 REQUEST FORM FOR CREATING NEW SERIAL NUMBERS By default, the Quantity to Create field contains the quantity copied from the sales line. If necessary, the user can modify this quantity. 4. Click OK. The program automatically assigns serial numbers to each individual unit of the item: FIGURE 6.34 REQUEST FORM FOR CREATING NEW SERIAL NUMBERS 6-34

211 Chapter 6: Handle Serial/Lot Numbers Notice that the Availability, Serial No. field has a warning icon. In this scenario, where new serial numbers are only assigned, not selected from inventory, the warnings do not make much sense, except they indicate that the serial numbers in question are obviously not in inventory. Refer to Sell from a Specific Lot for a relevant demonstration. 5. Close the Item Tracking Lines window. Accept the availability warning. The sales order is ready for shipment to the customer. 6. Press F11, select Ship, and then click OK. Demonstration - Sell from a Specific Lot The preceding demonstration dealt with assigning new serial numbers. The following demonstrates the more common situations where serial/lot numbers are selected from inventory. For this purpose, the program provides an overview of serial/lot number availability as decision support to order processors at the time of selecting the serial/lot numbers. This instills confidence that the serial/lotnumbered supply they are promising to customers in unposted sales orders can be fulfilled at posting time. Scenario: An order processor at Cronus International Ltd. is about to create a sales order for ten Ethernet cables, item T. NOTE: Item T is set up with lot-specific tracking. This means that outbound transactions with this item must be assigned a lot number selected from inventory (fully applied). It can be any lot number. However, it must exist in inventory. The customer, Cannon Group PLC, is skeptical of the quality of the cables, and has requested that the ten cables be from the same batch as their last delivery, LOT0002, which are all working well. Before this sales negotiation, another order processor has already randomly selected some of the available Ethernet cables from LOT0002 for another customer who is not concerned with the lot number. The order processor dealing with the Cannon Group can communicate the exact availability of LOT0002 and agree on a compromise offer when the customer is on the telephone. NOTE: Similar scenarios can apply to other situations of outbound order handling, such as, a production planner requesting warehouse workers to pick components from a specific inventory lot. 6-35

212 Inventory Management in Microsoft Dynamics NAV 5.0 Start by creating inventory for LOT0002, -0003, and Create the following positive inventory adjustments on work date: Item Location Lot no. Quantity T BLUE LOT T BLUE LOT T BLUE LOT HINT: To auto-assign the lot numbers from number series, click Functions, Assign Lot No. 2. After posting the item journal, open the item ledger entries of item T. 3. Add the Lot No. field to your view. The resulting item ledger entries for item T must be as follows. FIGURE 6.35 ITEM LEDGER ENTRIES AFTER POSTITIVE ADJUSTMMENT Data is now created and ready to start the sales order process. Continue with the steps of the other order processor, who auto-selects twelve pieces from any lot. 4. Create this sales order line for any customer on work date: Item Location Quantity T BLUE

213 Chapter 6: Handle Serial/Lot Numbers 5. Open the Item Tracking Lines window and then click Functions, Select Entries. FIGURE 6.36 THE SYSTEM PRE-SELECTS THE REQUIRED QUANTITY The Item Tracking Select Entries window (an adapted display of the Item Tracking Summary window) provides an overview of the serial/lot number availability for item T. The Selected Quantity field is preset with a suggested selection of the needed quantity, ordered by lot and serial number sequence. Users can edit the suggested quantities as they like, if there is only one of each serial number, before they copy the selected quantities to the item tracking lines. 6. Click OK to carry the default selection to the Item Tracking Lines window and then close it. Now that the unspecified sales order is created by using ten pieces from LOT0002 and two pieces from LOT0003 that are committed and awaiting posting, create the specified sales order for ten pieces from LOT0003. ATTENTION:Do not process the first sales order any more. Continue to try to select the ten pieces from LOT Create this sales order line for Cannon Group PLC on work date: Item Location Quantity T BLUE

214 Inventory Management in Microsoft Dynamics NAV Open the Item Tracking Lines window and manually enter LOT0003 in the Lot No. field and 10 in the Quantity (Base) field. FIGURE 6.37 WARNING ICON INDICATES THAT NOT ALL TEN ARE AVAILABLE Notice that a yellow triangle icon is displayed in the Availability, Lot No. field. This is an availability warning to indicate that one or more values entered on the item tracking line is not feasible according to the availability of LOT0003. (The warning icon acts on values in the Serial No., Lot No. and Quantity (Base) fields.) 9. Click the icon in the Availability, Lot No. field to see details. FIGURE 6.38 AVAILABILITY DETAILS FOR LOT0003 The Availability window is an adapted display of the Item Tracking Summary window that contains the current availability picture for LOT0003 only. Total Quantityof 10 are required on the sales line Total Requested Quantity of 2 are selected for to another sales line Current Pending Quantityof 10 are entered in the current ITL window but not yet committed to the database. Total Available Quantity of -2 are (un)available to select. 6-38

215 Chapter 6: Handle Serial/Lot Numbers The order processor is now aware that only eight Ethernet cables with LOT00003 are available, and that the last two must be selected from another lot. 10. Close the availability details for LOT0003 and change the value in the Quantity (Base) from 10 to 8. The warning icon disappears to indicate that those eight are available and can be committed to the sales order. However, as indicated in the Undefined column in the header of the Item Tracking Lines window, two must still be selected from inventory for this sales order. 11. In the second (empty) item tracking line, look up from the Lot No. field to select from the current availability of lot numbers for the Ethernet cable at BLUE location. FIGURE 6.39 UPDATED AVAILABILITY OF LOT NUMBERS Notice in the second line that the current pending quantity is 8. This indicates that the entry performed in step 10 has not yet been committed to the database as the Item Tracking Lines window has not been closed. (The first line represents the ten pieces selected by the other order processor in step 6 of this demonstration.) The order processor informs the customer that only eight Ethernet cables from LOT0003 are available, and that the last two will be from LOT0004. The customer agrees to the terms. 12. Put the pointer in the last line (LOT0004) and then click OK. FIGURE 6.40 THE LAST TWO PIECES ARE SELECTED FROM LOT

216 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that the system has selected the needed quantity of two from LOT0004. To ensure that no other users have been trying to select these serial/lot numbers when they were not committed to the database, the order processor uses a function that updates availability calculations across all concurrent writing of serial/lot numbers in the database. 13. From the Item Tracking Lines window, click Functions Refresh Availability. FIGURE 6.41 REFRESH MESSAGE NO WARNINGS In this case, no other users have selected from the involved lot numbers and therefore there are no availability conflicts. However, if, for example, the other order processor had gone in to select more pieces of LOT0002, the system will give this warning upon running the refresh function: The data used for availability calculation has been updated. There are availability warnings on one or more lines. Also, the yellow warning icon will be displayed on the affected item tracking lines, to both users in each of their instance of the window. NOTE: The availability refresh function is automatically performed when the Item Tracking Lines window is closed. 14. Close the Item Tracking Lines window. The selections are committed to the database. The order processor has now secured the requested lot numbers and can move on to the next customer, reassured that the Cannon Group order can be posted successfully at any time. ATTENTION: Do not process or post the two sales orders. 6-40

217 Chapter 6: Handle Serial/Lot Numbers Demonstration - Select Serial/Lot Numbers from a Bin If the item is handled at a location that requires a bin, the Item Tracking Summary window displays availability information for that particular bin. This makes it easier to pick in bin-controlled environments. The following demonstrates how outbound order handlers can use the extra level of availability control offered with the handling of serial/lot numbers across multiple bins. It also shows how to easily select multiple serial/lot numbers in one action. Scenario: The warehouse manager is optimizing inventory at SILVER location that is set up for bin control. She must transfer 14 serial/lot-numbered 19 monitors from bin S to BLUE location in no specific bin. Start by adjusting the SNALL item tracking code to use a default number series for serial and lot numbers, and then enter item-tracked inventory to a particular bin in SILVER location: 1. Open the item card of item T, 19 Monitor. 2. On the Item Tracking tab, enter SN1 in the Serial No. field and LOT in the Lot No. field. Now this item tracking code is ready for a demonstration of selecting serial and lot numbers from specific bins. 3. Open an item journal and add the Bin Code field to your view. 4. Enter serial/lot numbers into different bins by creating the following positive inventory adjustments on work date: Item Location Bin Serial no. Lot no. Qty T SILVER S SN LOT SN T SILVER S SN SN00020 LOT HINT: To auto-assign the serial/lot numbers from number series, click Functions, Assign Serial No.and put a check mark in the Create New Lot No. field. 6-41

218 Inventory Management in Microsoft Dynamics NAV 5.0 The first set of item tracking lines must look as follows: FIGURE 6.42 TEN SERIAL/LOT NUMBERS GOING INTO BIN S The second set of item tracking lines must look as follows: FIGURE 6.43 TEN SERIAL/LOT NUMBERS GOING INTO BIN S

219 Chapter 6: Handle Serial/Lot Numbers Setup and data is now ready to start the transfer order processing. Continue to select available serial/lot numbers to transfer. The warehouse manager creates the transfer order for 14 pieces, but upon selecting serial/lot numbers from bin S , notices that only ten are available and decides to supplement with four pieces from another bin. 5. Open a transfer order and add the Transfer-from Bin Code field. 6. Create this transfer order on work date (you must manually select any in-transit code): Transferfrom Code Transferto Code Item Transfer-from Bin Code SILVER BLUE T S Qty. 7. From the transfer order line, click Line Item Tracking Lines Shipment. 8. Click Functions Select Entries. FIGURE 6.44 THE SYSTEM PRE-SELECTS WHAT IS AVAILABLE IN THE BIN Notice that, although the transfer line quantity is 14, the Select Entries function only pre-selects what is available in the specified bin, namely ten pieces. 6-43

220 Inventory Management in Microsoft Dynamics NAV 5.0 The warehouse manager clearly sees that the bin only contains ten and decides to look into supplying the last four from another bin. 9. Click OK to carry the selected serial/lot numbers to the Item Tracking Lines window and close it. 10. In the first transfer order line, change the quantity to Create a second transfer order line for the same item and look up from the Transfer-from Bin Code field. FIGURE 6.45 OVERVIEW OF AVAILABILITY IN BINS The warehouse manager sees that the hard disk drive is also available in bin S She selects it to determine which and how many serial/lot numbers the bin holds. 12. Select the second bin content line, and then click OK. 13. Enter 4 in the Quantity field. 14. Reopen the Item Tracking Lines window and use the Select Entries function. FIGURE 6.46 THE LAST FOUR ITEMS ARE PRE-SELECTED FROM ANOTHER BIN 6-44

221 Chapter 6: Handle Serial/Lot Numbers Notice that because the new transfer order line specifies bin S , the Select Entries window now shows availability details for that bin only and has pre-selected the requested quantity. 15. Click OK to select the four serial/lot numbers for the second transfer line. The warehouse manager can now continue to have the items picked for the transfer shipment, reassured that bin S is emptied and that the requested quantity of 14 will be transferred to BLUE location. Demonstration - Select the First Serial Number to Expire If an expiration date is defined for the serial/lot number when it entered inventory, that expiration date will be displayed in shaded font and read-only in the Item Tracking Lines window when that serial/lot number is outbound. Such serial/lot numbers are sorted by earliest expiration date so that outbound order handlers can easily select items by first-expire-first-out (FEFO). This sorting functionality also applies when the Select Entries function is used to select serial/lot numbers. The following demonstrates how to store and handle serial/lot numbers according to their expiration date. This functionality is required in certain industries (for example those under the American Food & Drug Administration (FDA) and is useful for perishable goods. Therefore, the following scenario may seem unrealistic as it uses computer hardware from the Cronus demonstration data. Scenario: An order processor is about to sell one 17 M780 Monitor. This particular model shows bigger repair frequency the longer it is stored in inventory before sale. Expiration date control functions within the system help the order processor pick the monitor with the earliest expiration date. 1. Create this sales order line for any customer on work date: Item Location Quantity T BLUE

222 Inventory Management in Microsoft Dynamics NAV Click Line Item Tracking Lines and use the Select Entries Function. FIGURE 6.47 ITEM WITH EARLIEST EXPIRATION DATE IS PRE- SELECTED Notice that the available items are sorted by expiration date, and that the system has pre-selected the monitor that expires first. NOTE: Serial/lot numbers without expiration date will be listed last. 3. Select the serial number by clicking OK. Notice in the Item Tracking Lines window that the existing expiration date is shaded. This indicates that the date was recorded as it entered inventory and cannot be changed, except by reclassification. Refer to Change Expiration Date and Group in Lot. The demonstrated functionality of sorting serial/lot numbers by expiration date applies to all outbound handling of serial/lot numbers carrying expiration dates. In inventory picks, warehouse picks, warehouse movements, and the related worksheets, the system will auto-select serial/lot numbers by expiration date in locations set up for Pick according to FEFO (setup field located on the Bin Policies tab of location cards). 6-46

223 Chapter 6: Handle Serial/Lot Numbers Lab 6.1 Buy and Sell Items with Serial/Lot Numbers Scenario A purchaser at Cronus places an order with vendor for 20 units of item T. The vendor usually ships this item with lot numbers. This time they shipped the order with two lots - 8 units in lot L/N-HW301 and 12 units in lot L/N-HW320. The order must be shipped to the Blue location. Cronus customer places an order for 15 units of item T. The order should be shipped from the Blue warehouse. Challenge Yourself 1. Create a purchase order for 20 units of item T for vendor to Blue location. 2. Handle the purchase order according to the rules set up for the item in the item tracking code. Register the vendor's lot numbers for the arrived items. 3. Receive and invoice the order. 4. Create a sales order for 15 units of item T for customer Handle the sales order according to the rules set up for the item in the item tracking code. Look up and select the available lot numbers. 6. Ship and invoice the order. Step by Step 1. Click Purchase Order Processing Orders. 2. Press F3 to create a new purchase order. 3. Enter in the Buy-from Vendor No.field. 4. Create a purchase line with the following information: Item Qty. Location T 20 Blue 5. Click Line Item Tracking Lines. 6. Enter the following item tracking lines: Lot No. Quantity (Base) L/N-HW301 8 L/N-HW Close the Item Tracking Lineswindow. 8. Enter 111 in the Vendor Invoice No.field 6-47

224 Inventory Management in Microsoft Dynamics NAV Post the purchase order (Receive and Invoice). 10. Click Sales & Marketing Order Processing Orders. 11. Press F3 to create a new sales order. 12. Enter in the Sell-to Customer No.field. 13. Create a sales line with the following information: Item Qty. Location T 15 Blue 14. Click Line Item Tracking Lines. 15. Click Functions Select Entries. The Select Entriescolumn suggests to select from another existing lot. you must change this. 16. Enter 8 in the line for L/N-HW Enter 7 in the line for L/N-HW Click OK. 19. close the Item Tracking Lines window. 20. Post the sales order (Ship and Invoice). 6-48

225 Chapter 6: Handle Serial/Lot Numbers Lab Auto-Pick Monitors by FEFO Scenario The warehouse worker, must pick five hard disk drives from expiration datecontrolled inventory at SILVER location. No serial/lot numbers are specified on the sales order and he therefore relies on the system to auto-pick the items with the earliest expiration dates. Challenge Yourself 1. Set SILVER location up to require pick and pick according to FEFO. 2. Post 10 pieces of item T to bin S in SILVER location with an expiration date of 01/24/08 (work date). 3. Create a sales order for 5 17 monitors from SILVER location. Do not define item tracking lines; release it. 4. Create an inventory pick for SILVER location and get the sales order as source document. 5. Show the Serial No.and Lot No. fields in the inventory pick document. Step by Step 1. Click Warehouse Setup Locations. 2. Open the card for Silver location. 3. Select the Require Pickfield on the Warehouse tab. 4. Select the Pick According to FEFOfield on the Bin Policies tab. 5. Open an item journal and create a positive inventory adjustment with the following information: Item Qty. Bin Code Location T 10 S Silver 6. Click Line Item Tracking Lines. 7. Click Functions Assign Serial No. 8. Click OK to the default options to create 10 new serial numbers from the number series. 9. On each item tracking line, enter work date (w) in the Expiration Datefield. (Use F8 to copy it to all lines). 10. Close the ITL window and post the item journal. 11. Click Sales & Marketing Order Processing Orders. 12. Press F3 to create a new sales order for any customer. 6-49

226 Inventory Management in Microsoft Dynamics NAV Create a sales line with the following information: Item Qty. Location T 5 Silver 14. Press Ctrl+F11 to release the sales order. 15. Click Warehouse Goods Handling Order By Order Inventory Picks. 16. Press F3 to create a new pick. 17. Enter Silver in the Location Codefield 18. Click Functions Get Source Document. 19. Select the sales order just created. Five pick lines are created. 20. Look up in the any of the Serial No.fields and verify that among all the available inventory of item T in Silver location, bin S , the serial numbers with expiration dates are auto-picked first. 6-50

227 Chapter 6: Handle Serial/Lot Numbers Trace Serial/Lot Numbers There is a growing demand for the ability to track items from the vendor to the customer. This is due in part to new directives from the European Union (EU) toward businesses dealing in perishable goods. Also, requirements from the United States Food and Drug Administration (FDA) and consumer requests are pushing the need for traceability. Moreover, when errors occur during item flow, the errors must be identified and affected items must be prevented from leaving the company. If defective items have already been shipped, it is important to trace who received them and, if it is required, to recall them. The first aspect of defects management is to investigate where the defective items were used. This investigation is based on historic data and is facilitated in Microsoft Dynamics NAV by searching through item tracking entries using the Item Tracing window. The second aspect of defects management is to determine if the tracked items are planned for in open documents, such as unposted sales orders or consumption journals. This work can be done in the extended Navigate window. Refer to the lesson titled Navigate with Serial/Lot Numbers. Design Concepts The item tracing feature is designed with three basic limitations: It uses posted documents only (not open documents). It tracks items with serial/lot numbers only. Items must be set up for specific tracking. Accordingly, it tracks through the history of item ledger entries carrying serial/lot numbers and answers questions such as: Where did the defective component come from? In which products and sales is the defective component used? 6-51

228 Inventory Management in Microsoft Dynamics NAV 5.0 The answers are presented in the Item Tracing window as a chain of all the posted documents the item flowed through, sorted either backward or forward in the chain depending on the trace method. FIGURE 6.48 THE ITEM TRACING WINDOW Traceability Features The most important user requirement in item tracking is to present data in a transparent way where the user controls the view. A search in item tracking entries can result in many records, and if all records are presented at one time they can be difficult to use. It is also important for a search engine to have effective search filters and functions and also the ability to keep track of the search history. The Item Tracing window fulfills these requirements with the following features. Expandable/Collapsible Lines To reduce complexity of search results, the Item Tracing window is designed to only show the highest level of the item ledger entry chain first. From this initial overview, the user can then investigate lower levels by expanding the lines. Expanded lines are indented under their preceding trace line in order to provide additional transparency of the item's flow through a supply chain. The different views are selected from the Functions button, or by clicking +/- icons in the Expand/Collapse field of each line. 6-52

229 Chapter 6: Handle Serial/Lot Numbers Search Filters Four main filters can be used to delimit the search: Serial No. Lot No. Item Variant All four filter fields have lookup buttons for selecting data from master data records. Accordingly, only serial/lot numbers with information card records can be selected from the Serial No. Filter and Lot No. Filter fields. However, any serial/lot number can be entered directly in the fields. NOTE: The lookup from the Serial No. Filter and Lot No. Filter fields opens the new Serial No. Information List and Lot No. Information List windows respectively. This new feature is also described in the course titled Item Tracking - Usability in the lesson titled Serial/Lot Numbers and Reclassification. In addition to the basic filters, users can define to what extent production components must be included by selecting one of these trace settings under the Show Components field: No - to not include components in the trace result Item-tracked Only - to only include components that have serial/lot numbers (this is set as default) All - to include all components BEST PRACTICES: Because items without serial/lot numbers cannot be used for additional tracking, the All setting is mainly used to obtain an overview of the whole component list of a particular production order being traced. Two Search Directions Business flows vary from company to company and the Item Tracing feature is therefore designed to search either forward or backward in the supply chain. To support, for example, the quality control tasks of first determining where a defect was introduced, and then, where the defect was used, two trace methods exist. Usage - Origin The Usage-Origin method traces the item starting from where it was used and backward to where it came from. For example, if a manufactured item was sold to a customer, the trace result shows the sales shipment line first. This can then be expanded to show from which production order it came. 6-53

230 Inventory Management in Microsoft Dynamics NAV 5.0 Origin - Usage The Origin-Usage method traces the item starting from where it came and forward to where it was used. For example, if a manufactured item was sold to a customer, the trace result shows the finished production order first. This can then be expanded to show in which sales shipment lines it was used. Search History In between the header and the lines part of the Item Tracing window is a narrow band that shows at all times which filters and settings are used to generate the trace result. This ever-changing string of settings works as a kind of search history to provide overview as users browse through trace results. Functions The following functions are available from the Functions button. Set Filters with Line Values The Set Filters with Line Values function inserts the values of the selected line in the respective filter fields in the header and executes a trace. This function is useful, for example, when the origin of the defective item is found and that particular trace line must form the basis of additional tracking with the same trace method. Trace Opposite - From Line The Trace Opposite - From Line function resembles the Set Filters with Line Values function, except it executes the trace in the opposite direction. This function is useful, for example, when the source of a defect is found and the usage of that defect must be found - by tracing in the opposite direction. Refer to the demonstration titled Trace from Origin to Usage. Next/Previous Trace Result The Next/Previous Trace Resultfunctions move through the history of trace results, as shown in the search string under the header, and change the display of the trace result accordingly. Clicking the forward/backward arrows to the left of the search string has the same effect as these functions. Integration to Navigate The Item Tracing feature searches through historic data only. Therefore, most item tracking processes at some point incorporate the Navigate feature for a listing of all records and documents where a particular serial/lot number occurs. For this purpose, the Navigate window is extended with an Item Tracking tab. Refer to Navigate With Serial/Lot Numbers in this chapter. 6-54

231 Chapter 6: Handle Serial/Lot Numbers The Navigate window can be opened directly from the Item Tracing window and will then be preset with Navigate results based on the serial/lot numbers that are used as filters in the Item Tracing window. Item Tracing Specification Report The trace result (lines in the Item Tracing window) can be printed directly from the window. The report is a one-to-one reproduction of the trace result. This means that collapsed lines are only included if they are first expanded in the window. The report can only contain eight of the columns available in the Item Tracing window. But the user can easily define which to include. The report request form contains eight lookup fields in which users can define for which columns the trace result must be shown in the report, for example: FIGURE 6.49 DEFINING WHAT TO DISPLAY IN THE REPORT The report definitions made in the previous screen shot result in the following report: FIGURE 6.50 ITEM TRACING SPECIFICATION REPORT 6-55

232 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that the report also has options to include the number and name of the customer or vendor of traced sales or purchase documents. Accordingly, it is a useful printout to reference when investigating an item flow. Opens from Multiple Places The Item Tracing window can be opened from: All relevant History menu folders in the navigation pane Serial number and lot number information cards When it is opened from, for example, a lot number information card, the lot number and item number in question will be preset in the filter fields of the Item Tracing window, and an initial trace with the default trace method is executed. This completes the conceptual descriptions of the Item Tracing feature. In the following are two short demonstrations illustrating a complete item tracking process, starting with a trace of usage to origin and then a trace of origin to usage. A demonstration of item tracking with Navigate based on the same scenario is provided in the lesson titled Navigate for Serial/Lot Numbers. Demonstration Trace from Usage to Origin NOTE: Load a clean Cronus database without changes to the data. This demonstrates how the system supports the initial defects management task of identifying which items were defective and which vendor supplied them. It is based on the trace method Origin - Usage. Scenario: Ricardo, the quality controller, is acting on a sales return of item 1002, Racing Bike. The customer, Selangorian Ltd., complained that the frame has cracked welding seams. QC engineers have confirmed that the racing frame of the returned bike is defective. The quality controller must now know determine: Which lot of racing frames was faulty? On which purchase order was the faulty lot received? From the sales department, the quality controller knows which sales shipment the returned racing bike was shipped on and he knows that the serial number is SN1. From the usage of item 1002 on that sales shipment, he must first trace the origin to establish which lot number the faulty racing frame came from. The results of this first item tracking task will identify which items were defective and which vendor supplied them. Afterward, but in the same overall tracking process, the quality controller must find all the sold racing bikes that contain racing frames from the faulty lot so that those orders can be stopped or recalled. This second item tracking task is performed by tracing from source to origin. Refer to the demonstration titled Trace from Source to Origin. 6-56

233 Chapter 6: Handle Serial/Lot Numbers To prepare the demonstrations of Item Tracing and Navigate, start by creating two new items and then continue to purchase, produce, and sell the new items in different transactions to create a varied item tracing foundation. Demonstration Prepare Demonstration Data Start by creating these two new items: 2000, Racing Frame: lot-specific tracking, component of , Racing Bike: serial number-specific tracking 1. Open the existing item card of item 1900, Frame. 2. Click Edit (in the menu bar), Select and then press Ctrl+C to copy all selected data. 3. Press F3 to open a new empty item card, and press Ctrl+V to paste the copied data into the new card. 4. Click OK to the two messages, and then overwrite the No. field with the number of the new item, In the Description field, enter Racing Frame. 6. Look up from the Base Unit of Measure field and select PCS. 7. Click the Item Tracking tab and select LOTALL in the Item Tracking Code field. Continue to create item 1002, Racing Bike. 8. Open the existing item card of item 1000, Bicycle. 9. Click Edit (in the menu bar), Select and then press Ctrl+C to copy all selected data. 10. Press F3 to open a new empty item card, and press Ctrl+V to paste the copied data into the new card. 11. Click OK to the two messages, and then overwrite the No. field with the number of the new item, In the Description field, enter Racing Bike. 13. Look up from the Base Unit of Measure field and select PCS. 14. Click the Item Tracking tab and select SNALL in the Item Tracking Code field. 15. Click the Replenishment tab and look up from the Production BOM No. field. 6-57

234 Inventory Management in Microsoft Dynamics NAV Modify production BOM 1000 to contain item 2000, Racing Frame (remember to recertify the BOM). FIGURE 6.51 MODIFIED PRODUCTION BOM WITH COMPONENT 2000 Continue to purchase racing frames. 17. Create and post the following purchase order from the vendor Custom Metals Incorporated: Item Location Qty. Lot No BLANK 10 LOT1 18. Create and post the following purchase order from the vendor Coolwood Technologies: Item Location Qty. Lot No BLANK 11 LOT2 Proceed to produce the Racing Bikes. 19. Create the following released production order: Item Location Qty. Serial No BLANK 2 SN1 SN2 6-58

235 Chapter 6: Handle Serial/Lot Numbers 20. Click Line, Production Journal 21. In the Production Journal window, select the consumption line of item 2000 and then click Lines Item Tracking Lines. 22. In the Item Tracking Lines window, look up from the Lot No. field, select LOT1 and close the window. 23. Leave all other defaults in the production journal and post it. Continue to create one more production order using racing frames from LOT Create the following released production order: Item Location Qty. Serial No BLANK 2 SN3 SN4 25. Click Line, Production Journal. 26. In the Production Journal window, select the consumption line of item 2000 and then click Lines Item Tracking Lines. 27. In the Item Tracking Lines window, look up from the Lot No. field, select LOT1 and close the window. 28. Leave all other defaults in the production journal and post it. Continue to sell racing bikes 29. Create and post this sales order to Selangorian Ltd.: Item Location Qty. Serial No BLANK 1 SN1 30. Create and post this sales order to The Cannon Group PLC: Item Location Qty. Serial No BLANK 1 SN2 Continue to sell racing frames. The Cannon Group PLC also orders four separate racing frames for their own assembly line. 31. Create the following sales order: Item Location Qty. Lot No BLANK 5 LOT1 6-59

236 Inventory Management in Microsoft Dynamics NAV 5.0 NOTE: Do not post the last sales order (for five racing frames). This completes the preparation of data to demonstrate the Item Tracing and Navigate features. Now continue to the actual demonstration of the functionality. Demonstration - Trace from Usage to Origin Start the demonstration by determining which lot was faulty. 1. Click Manufacturing History Item Tracing. 2. Enter 1002 in the Item Filter field and SN1 in the Serial No. Filter field. Keep the default setting of Item-Tracked Only in the Show Components field, and keep the default trace method of Usage - Origin. 3. Click Trace. FIGURE 6.52 COLLAPSED TRACE RESULT OF USAGE ORIGIN Notice that one sales shipment header matches the search criteria. Before continuing the trace, verify that shipment is the one that shipped the faulty racing bike to Selangorian Ltd. 4. Put the pointer on the tracing line and then click Line, Show Document (or press Shift+F5) or use the lookup button in the Description field. 6-60

237 Chapter 6: Handle Serial/Lot Numbers Now continue to trace the origin of this sales shipment. 5. Click the + icon in the Expand/Collapse column or press Shift+Ctrl+A to gradually expand and trace backward in the chain of transactions that sales shipment originates from. The next posted document backward in the chain is the output posting from a released production order. The next posted document backward after that is the consumption posting from a released production order. Here the quality controller sees that the racing frame carries LOT1. He can now continue to determine which vendor supplied LOT1. The lowest posted document in this trace is the posted purchase receipt on which racing frames with LOT1 entered inventory. The complete supply chain with all trace lines expanded looks as follows: FIGURE 6.53 EXPANDED TRACE RESULT OF USAGE ORIGIN The quality controller has now established which lot of racing frames was faulty and he can look up from the last tracing line to see which vendor supplied them, namely Custom Metals Incorporated. ATTENTION: Do not modify the trace result any further. At this point, QC engineers will examine the rest of LOT1 and then suggest a purchase return process though the purchasing department. The quality controller must now continue to determine if other posted documents carried the faulty racing frames. Refer to the demonstration titled Trace from Origin to Usage. 6-61

238 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration Trace from Origin to Usage This demonstrates how the system supports the defects management tasks involved in determining where the defective items were used since they arrived. It is based on the trace method Usage - Origin. Scenario: The quality controller has established that the faulty racing frames came from LOT1. He must now determine which other end items and/or other sales shipments contain item 2000, LOT1? One way to prepare the next trace is to manually enter LOT1 in the Lot No. Filter filed and 2000 in the Item Filter field. However, this demonstration will use the Trace Opposite - from Line function. Start with the trace result of the previous demonstration. 1. In the Item Tracing window that contains the results of the initial trace of usage to origin, put the pointer on the line of the purchase receipt (the last trace line) and then click Functions Trace Opposite - from Line. FIGURE 6.54 COLLAPSED TRACE RESULT OF ORIGIN USAGE Notice that the created trace result is based on the filters of the trace line for the purchase receipt (LOT1 and item 2000) and on the opposite trace method, namely Origin to Usage. 6-62

239 Chapter 6: Handle Serial/Lot Numbers To obtain an overview of all uses, continue to expand all trace lines. 2. Click Functions Expand All. FIGURE 6.55 EXPANDED TRACE RESULT OF ORIGIN USAGE The first four trace lines refer to the sales shipment to Selangorian Ltd., which is already resolved. The last line indicates to the quality controller that one more racing bike, SN2, was produced in the same released production order, , and then sold with sales shipment The controller immediately informs the sales department so that they can initiate a recall of the defective racing bike from the customer, Cannon Group PLC. At the same time, the controller can see from the last three trace lines that another two items, SN3 and SN4, have been produced based on racing frames from LOT1. He takes action to block these end items in inventory from being handled any more. Fortunately, the trace result reveals no other orders affected by the faulty lot of racing frames, at least no orders that are represented by posted documents. The item tracking tasks for this demonstration are now complete regarding the Item Tracing window. However, as the item tracing feature is based on posted entries only, the quality controller must continue to the Navigate feature to make sure that LOT1 is not used in unposted documents. Refer to the demonstration titled Find all Occurrences of LOT1 This completes the description of the Item Tracing feature and demonstrations of how to use it for typical item tracking tasks. 6-63

240 Inventory Management in Microsoft Dynamics NAV 5.0 Lab Trace First Production Order for Item 2000 Scenario A machine operator on the final assembly of the faulty racing bikes says she noted on the very first production order header that the frame weldings seemed weak. Challenge Yourself Use Item Tracing to find the first production order for the racing frame and verify that the document has a comment record. Step by Step 1. In the Item Tracing window, filter on item 2000 (press Tab after typing). 2. Select a trace method of Origin to Usage. 3. Expand all trace lines with the Expand All function. 4. In the second trace line (of type Consumption), look up to the production order. 5. Verify that a comment is created (click the Comment icon). 6-64

241 Chapter 6: Handle Serial/Lot Numbers Navigate with Serial/Lot Numbers To support many different item tracking tasks, the Navigate feature in Microsoft Dynamics NAV 5.0 has been extended to provide global search through all records that contain serial/lot numbers. Contrary to the Item Tracing feature, Navigate will find posted and open documents, and it will even find master data such as serial/lot number information cards. However, it does not provide information about item flows or document relations as the Item Tracing window does. Refer to Trace Serial/Lot Numbers. Navigate Window This global item tracking functionality is provided with the Item Tracking tab in the Navigate window. FIGURE 6.56 NAVIGATE WINDOW, THE ITEM TRACKING TAB This tab enables a global search in the database for all records that contain either the serial number that is specified in the Serial No. field or the lot number that is specified in the Lot No. field. Notice that when both fields in the header contain a value to find, only records where both values occur will be displayed. Accordingly, the search will typically yield more results when only one field is filled. This search limitation does not apply to records of type Serial No. Information or Lot No. Information; they will both be included in the result if an information card exists for each serial number and lot number that is specified. When the Navigate window is opened from, for example, a lot number information card, the Lot No. field will be preset with that lot number. Refer to the demonstration titled Find all Occurrences of LOT

242 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration Find all Occurrences of LOT01 This demonstrates how Navigate can be used in defects management to find serial/lot numbers in database records other than posted entries. It is a continuation of the item tracing demonstrations. Scenario: With the Item Tracing feature, the quality controller found out that LOT1 contained the faulty racing frames. He must now determine if LOT1 exist in any open documents. Start from the trace result of the previous demonstration. 1. In the Item Tracing window, put the pointer in the first trace line, the purchase receipt of LOT1. 2. Click Navigate. FIGURE 6.57 NAVIGATE RESULT FOR LOT1 Notice that the window is preset with the search result for LOT1. The quality controller recognizes most of the found records as pertaining to documents already identified in the Item Tracing window. For example, the last Navigate line of type Production Order refers to the two released production orders that consumed racing frames from LOT

243 Chapter 6: Handle Serial/Lot Numbers However, the second Navigate line of type Sales Line stands out as an unposted document line, and the quality controller continues to investigate. 3. Put the pointer on the second Navigate line and then click the Show button or drill down from the No. of Records field. FIGURE 6.58 UNPOSTED SALES LINE FOR DEFECTIVE RACING FRAMES Here the quality controller sees one open sales line for the faulty racing frames. He immediately suggests to the sales department that this order be canceled and a new production order initiated - based on good racing frames. This completes the description and short demonstration of the extended Navigate function for item tracking and how it ties in to a complete defects management process. Print Serial/Lot Number Documents and Reports Serial/lot number information can be included in many different printouts, such as inventory picking lists and customer correspondence like order confirmations and sales shipment documents. All printable documents and reports that hold item information can be set up to also print related serial/lot number information by these features: The generic Item Tracking Appendix report can be printed for relevant sales and purchase documents carrying serial/lot numbers. In selected warehouse activity documents, the request form has a Show Serial/Lot No.check box to include serial/lot numbers in the report. The Item Tracking Appendix report can be used to customize existing reports. A suggested customization using this generic report is implemented in the Sales - Shipment report as inspiration. 6-67

244 Inventory Management in Microsoft Dynamics NAV 5.0 The Generic Item Tracking Appendix Report For the most common printable sales and purchase documents that display item information, the Item Tracking Appendix report can be printed and appended to, for example, the order confirmation printout, before it is sent to customers. The feature is based on a generic report that can be set up to print serial/lot numbers for a certain document type and number defined on the request form. The report is accessed from the Documents menu folder of sales and purchases navigation pane menus. For example, Sales and Marketing, Order Processing, Documents, Item Tracking Appendix. FIGURE 6.59 REQUEST FORM OF THE GENERIC ITEM TRACKING REPORT Refer to the demonstration Print an Item Tracking Appendix. The Item Tracking Appendix report can be generated for business documents based on the following tables: Sales header Sales Shipment Header Sales Invoice Header Purchase Header This means that the report can be printed for all relevant sales and purchase documents that use any of these four tables. These include quotes, invoices, credit memos, returns, and blanket orders. 6-68

245 Foundation for Customization Chapter 6: Handle Serial/Lot Numbers As illustrated with the Sales - Shipment report, the generic Item Tracking Appendix report can be used to customize existing reports. The suggested solution provides order handlers with the option to append additional report pages that specify serial/lot numbers assigned to the items specified in the main document printout, such as, for example, an order confirmation. The figure is an example of the request form and printout of such a customized report, namely the Item Tracking Appendix report for posted sales shipments (this is included in the standard release). FIGURE 6.60 TOP: REQUEST FORM OF THE SALES SHIPMENT REPORT BOTTOM: SALES SHIPMENT REPORT THAT SHOWS SERIAL/LOT NUMBERS NOTE: The actual development steps to customize a serial/lot number report are described in Appendix C of this course. 6-69

246 Inventory Management in Microsoft Dynamics NAV 5.0 Demonstration Print an Item Tracking Appendix This demonstrates how to prepare a printout of serial/lot number information related to a specific sales order. The report is generated as a stand-alone. This means that it is not appended directly to the sales order printout. Scenario: The Cannon Group PLC has requested that lot number information is included with the order confirmation of their recent order for Ethernet cables. Start by identifying the sales order number to reference. 1. Open the existing sales order for ten Ethernet cables to The Cannon Group PLC. 2. Notice that the sales order number is Click Sales & Marketing Order Processing Documents Item Tracking Appendix. 4. In the Item Tracking Appendix request form, enter Sales Order in the Document field and 1002 in the Document No. field. If no document number is defined, the report will print Item Tracking Appendix report pages for all sales orders with serial/lot numbers. 5. Preview the report. FIGURE 6.61 ITEM TRACKING APPENDIX REPORT FOR SPECIFIC SALES ORDER The report can now be printed and/or sent to the customer as a specification of serial/lot numbers together with the sales order confirmation. 6-70

247 Chapter 6: Handle Serial/Lot Numbers Alternatively, if the order confirmation report is customized to include serial/lot number information, the appendix will automatically be printed after the order confirmation, if the option was selected. This completes the description of new functionality for including serial/lot number information in different printable business documents and warehouse reports. Also, the lesson included a short demonstration of how to use the generic Item Tracking Appendix report that may also be used by developers to connect to existing reports, as illustrated with the Sales - Shipment report. Demonstration - Preview When Inventory Items Expire This demonstrates how to prepare a report that shows which inventory items have expiration dates and when they expire. Scenario: A purchaser in charge of replenishing items with expiration date control decides to run a report to check which items have expired and if any reordering is needed. Start by opening the report request form. 1. Click Purchases Inventory & Costing Reports Item Expiration - Quantity. 2. In the report request form, enter the following options without setting any filters: Ending Date work date (01/24/08) Period Length 1Y (year) The report calculates backward from the date in the Ending Date field and sets up three periods of the length specified in the Period Length field. Accordingly, this particular report will compare the current year with the two previous years. 3. Preview the report. FIGURE 6.62 ITEM EXPIRATION REPORT FOR THE YEAR OF

248 Inventory Management in Microsoft Dynamics NAV 5.0 Notice that the 17 and the 19 monitors are the only inventory items that carry expiration dates. Concerning item T, two pieces expired in 2006, and one piece expired in This completes the description and short demonstration of the Item Expiration - Quantity report that is aimed at users who manage or handle items with expiration dates. Reserve Items With Serial/Lot Numbers In environments that use specific serial number tracking, the system is programmed to silently assist outbound order handlers by trying to resolve any availability conflicts that occur when reservations and serial/lot numbers are combined. The concept of Late Binding makes sure that a non-specific reservation (user does not care which) of a serial/lot number remains loosely coupled until posting. At posting time, the system can reshuffle non-specific reservations to make sure that fixed application is possible against serial/lot number actually picked. The serial/lot number is meanwhile made available for specific reservation (user does care which) in other documents requesting that particular serial/lot number. NOTE: The Late Binding functionality only relates to items set up with specific tracking and only applies to reservations against inventory, instead of to supply such as purchase orders. BEST PRACTICES: The improved information and warnings about serial/lot number availability will help avoid conflicts between reservations and serial/lot numbers because outbound order handlers will have less reason to reserve serial/lot numbers. Refer to the demonstration titled Sell from a Specific Lot for tips about how to help secure serial/lot numbered supply. Specific Reservation Late Binding introduces two new states for reservation entries, specific and nonspecific. A specific reservation is a regular reservation, that is, a rigid link between supply and demand, where both carry serial/lot numbers. Notice that the demand must carry serial/lot number to be a specific reservation. An example of a specific reservation is when a user requests the M780 monitor that carries serial number SN00023, and not just any M780 monitor. Non-specific Reservation A non-specific reservation is a state imposed by the system on reservation entries for serial/lot numbers that are not selected specifically. In that case, the demand does not carry serial/lot numbers, see figure

249 Chapter 6: Handle Serial/Lot Numbers An example of non-specific reservation is when a user requests any M780 monitor, not a specific serial number. The user has then reserved any item that carries a serial/lot number, and the system non-specifically reserves the serial/lot number in question. The main difference between specific and non-specific reservation is defined by the existence of serial/lot numbers on the demand side: Supply Demand Specific SN/Lot SN/Lot Non-Specific Reshuffle SN/Lot When a user posts an outbound document after picking the wrong serial/lot number, the system reshuffles any other non-specific reservations to reflect the actual serial/lot number that was picked. This satisfies the posting engine with a rigid link (fixed application) between supply and demand. For all supported business scenarios, reshuffling will only be possible against positive item ledger entries that carry reservation and serial/lot numbers, but without serial/lot numbers defined on the demand side. The reasons that late binding system only focuses on reservations made against inventory is that this is the most important customer problem, another is that the implementation is less complex. Supported Business Scenarios The late binding solution involves functionality for three different business scenarios of serial/lot number reservation against inventory: Enter specific serial/lot number on outbound document with nonspecific reservation of wrong serial/lot number Reserve specific serial/lot number Post outbound document with non-specific reservation of serial/lot number Entering on Outbound Document with Non-Specific Reservation Entering a picked serial/lot number on an outbound document with non-specific reservation of a wrong serial/lot number is a business scenario that is the most common of the three supported scenarios. In this case, the Late Binding functionality makes sure that a user can enter a specific picked serial/lot number on an outbound document that already has a non-specific reservation of another serial/lot number. The need arises, for example, when an order processor has at first made a non-specific reservation (of any serial/lot number). Later when the physical item is picked from inventory, the picked serial/lot number must be entered on the order before posting it. 6-73

250 Inventory Management in Microsoft Dynamics NAV 5.0 Summary The late binding feature makes sure that users can enter the picked serial/lot number without losing a reservation. The feature therefore makes sure that the picked serial/lot number can be fully applied and posted. Reserve Specific Serial/Lot Numbers This business scenario is supported with Late Binding functionality that makes sure a user trying to reserve a particular serial/lot number, that is currently nonspecifically reserved, can do so. This is facilitated as the system tries to reshuffle a non-specific reservation in order to free it for a specific request. The functionality happens automatically, but embedded help is displayed in the bottom of the Reservation window showing the following text: XX of the Total Reserved Quantity are non-specific and may be available. The Non-specific Reserved Qty. field that displays how many reservation entries are non-specific. By default, this field is not visible to users. Post Outbound Document with Non-Specific Reservation of Serial/Lot Numbers This business scenario is supported with Late Binding functionality that enables fixed application and outbound posting of what was actually picked by reshuffling other non-specific reservations of serial/lot numbers. If the system cannot reshuffle, the standard inventory error ( cannot be fully applied ) will appear when the user tries to ship. This completes the conceptual description of the Late Binding feature. Microsoft Dynamics NAV 5.0 offers a comprehensive set of features for the handling of serial/lot numbers when items are inbound, on inventory, and ouitbound. In addition, the program provides the industry-required transparency of item tracking information, whether for FEFO-managed inventory or for quality control processes. The Item Tracing feature in integration with Navigate means that Microsoft Dynamics NAV can more easily meet certain traceability requirements of the FDA and the EU. In all circumstances, it will greatly minimize the work load involved in finding and recalling defective items. 6-74

251 Chapter 6: Handle Serial/Lot Numbers Test Your Knowledge 1. To set up an item to be tracked by serial number, you first specify an on the item card, which specifies which transactions must contain a serial number for the item. 2. True or False: It is not possible to define or automatically assign customized item tracking numbers, such as lot numbers or serial numbers. 3. Which are valid usability features in the Item Tracking Lines window? (Select all that apply.) ( ) Availablity warning icons ( ) Search function ( ) Ability to select multiple entries ( ) Create Customized Lot function 4. What is the definition of Current Pending Quantity? ( ) Quantity requested on another outbound order ( ) Quantity remaining to be entered in the item tracking line ( ) Quantity committed to the database but not yet posted ( ) Quantity entered in the item tracking line, but not yet committed to the database 6-75

252 Inventory Management in Microsoft Dynamics NAV On which calculation formula is the serial/lot number availability based? ( ) Available = quantity in inventory - all demands ( ) Available = quantity in inventory - (all demands + quantity in the current ITL window committed to the database ( ) Available = quantity in inventory - (all demands + quantity in the current ITL window not yet written to the database) ( ) Available = quantity in inventory - (all demands - quantity in the current ITL window not yet written to database) 6. In which warehouse documents can serial/lot numbers be auto-picked according to FEFO? ( ) Inventory Pick, Warehouse Pick ( ) Inventory Pick, Warehouse Pick, Warehouse Movement, Warehouse Internal Pick ( ) Warehouse Pick, Warehouse Movement, Warehouse Internal Pick ( ) Inventory Pick, Warehouse Pick, Warehouse Movement 7. Task: Outline the physical inventory counting process for serial/lot numbered inventory (not WMS). Step : Go to the Item Tracking Lines window to specify ich serial/lot. Step : Print the physical inventory list with the Show Serial/Lot Number. Step : Calculate inventory in the physical inventory journal. Step : Write counted serial/lot number quantities in the dedicated empty. Step : Post the journal. Step : Enter the counted quantities in the Qty. (Phys. Inventory) field of. 8. You can check on the serial or lot number transactions that have been posted by looking at what kind of entries? ( ) value entries ( ) item tracking entries or item ledger entries ( ) general ledger entries ( ) item tracing entries 6-76

253 Chapter 6: Handle Serial/Lot Numbers 9. What are the three basic preconditions of the Item Tracing feature? (Select all that apply.) ( ) Items must be set up for specific tracking. ( ) Items must be set up with any item tracking code. ( ) It tracks items with serial/lot numbers only. ( ) It uses posted entries only. 10. Outline the business needs of the two trace methods respectively. 11. Which Item Tracing function is best suited when the source of a defect is found and the usage of that defect must be found? ( ) Set Filters with Line Values ( ) Trace Opposite - From Line ( ) Set Filters with Line Values + trace with opposite trace method ( ) Trace opposite - From Line + Next Trace Result 12. Which statements are valid about the differences between Item Tracing and Navigate? (Select all that apply.) ( ) Item Tracing shows open as well as posted entries containing the search value. ( ) Navigate shows all records containing the search value. ( ) Navigate shows the relations between entries ( ) Item Tracing shows entry history 13. Which tables are enabled for customization of the Item Tracking Appendix report by default. ( ) Sales header, Sales Shipment Header, Sales Invoice Header ( ) Sales Header, Purchase Header ( ) Sales header, Sales Shipment Header, Sales Invoice Header, Purchase Header ( ) Sales Header, Shipment Header 6-77

254 Inventory Management in Microsoft Dynamics NAV Why can the Item Tracking Appendix report not be customized for warehouse activity documents? 15. Name at least two warehouse reports that can be printed with serial/lot numbers. 16. Which statements are true about the Item Expiration - Quantity report? (Select all that apply.) ( ) The Item Expiration - Quantity report has same layout as the Item Age Composition - Value report. ( ) The Item Expiration - Quantity report is based on expiration date. ( ) Item Expiration - Quantity report will only display inventory items with expiration date. ( ) The Item Expiration - Quantity report is based on posting date. 6-78

255 Chapter 6: Handle Serial/Lot Numbers 17. Explain the difference between specific and non-specific reservations. 6-79

256 Inventory Management in Microsoft Dynamics NAV 5.0 Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter:

257 Chapter 6: Handle Serial/Lot Numbers Solutions Test Your Knowledge 1. To set up an item to be tracked by serial number, you first specify an on the item card, which specifies which transactions must contain a serial number for the item. MODEL ANSWER - Item tracking code 2. True or False: It is not possible to define or automatically assign customized item tracking numbers, such as lot numbers or serial numbers. MODEL ANSWER - False 3. Which are valid usability features in the Item Tracking Lines window? (Select all that apply.) ( ) Availablity warning icons ( ) Search function ( ) Ability to select multiple entries ( ) Create Customized Lot function 4. What is the definition of Current Pending Quantity? ( ) Quantity requested on another outbound order ( ) Quantity remaining to be entered in the item tracking line ( ) Quantity committed to the database but not yet posted ( ) Quantity entered in the item tracking line, but not yet committed to the database 5. On which calculation formula is the serial/lot number availability based? ( ) Available = quantity in inventory - all demands ( ) Available = quantity in inventory - (all demands + quantity in the current ITL window committed to the database ( ) Available = quantity in inventory - (all demands + quantity in the current ITL window not yet written to the database) ( ) Available = quantity in inventory - (all demands - quantity in the current ITL window not yet written to database) 6-81

258 Inventory Management in Microsoft Dynamics NAV In which warehouse documents can serial/lot numbers be auto-picked according to FEFO? ( ) Inventory Pick, Warehouse Pick ( ) Inventory Pick, Warehouse Pick, Warehouse Movement, Warehouse Internal Pick ( ) Warehouse Pick, Warehouse Movement, Warehouse Internal Pick ( ) Inventory Pick, Warehouse Pick, Warehouse Movement 7. Task: Outline the physical inventory counting process for serial/lot numbered inventory (not WMS). Step 5 : Go to the Item Tracking Lines window to specify ich serial/lot. Step 2 : Print the physical inventory list with the Show Serial/Lot Number. Step 1 : Calculate inventory in the physical inventory journal. Step 3 : Write counted serial/lot number quantities in the dedicated empty. Step 6 : Post the journal. Step 4 : Enter the counted quantities in the Qty. (Phys. Inventory) field of. 8. You can check on the serial or lot number transactions that have been posted by looking at what kind of entries? ( ) value entries ( ) item tracking entries or item ledger entries ( ) general ledger entries ( ) item tracing entries 9. What are the three basic preconditions of the Item Tracing feature? (Select all that apply.) ( ) Items must be set up for specific tracking. ( ) Items must be set up with any item tracking code. ( ) It tracks items with serial/lot numbers only. ( ) It uses posted entries only. 6-82

259 Chapter 6: Handle Serial/Lot Numbers 10. Outline the business needs of the two trace methods respectively. MODEL ANSWER - Usage to Origin: This method traces the item starting from where it was used and backward to where it came from. Origin to Usage: This method traces the item starting from where it came and forward to where it was used. 11. Which Item Tracing function is best suited when the source of a defect is found and the usage of that defect must be found? ( ) Set Filters with Line Values ( ) Trace Opposite - From Line ( ) Set Filters with Line Values + trace with opposite trace method ( ) Trace opposite - From Line + Next Trace Result 12. Which statements are valid about the differences between Item Tracing and Navigate? (Select all that apply.) ( ) Item Tracing shows open as well as posted entries containing the search value. ( ) Navigate shows all records containing the search value. ( ) Navigate shows the relations between entries ( ) Item Tracing shows entry history 13. Which tables are enabled for customization of the Item Tracking Appendix report by default. ( ) Sales header, Sales Shipment Header, Sales Invoice Header ( ) Sales Header, Purchase Header ( ) Sales header, Sales Shipment Header, Sales Invoice Header, Purchase Header ( ) Sales Header, Shipment Header 14. Why can the Item Tracking Appendix report not be customized for warehouse activity documents? MODEL ANSWER - Printable warehouse activity documents, including those printed from worksheets and journals, may consist of split lines, which is not supported by the generic Item Tracking Appendix report. 6-83

260 Inventory Management in Microsoft Dynamics NAV Name at least two warehouse reports that can be printed with serial/lot numbers. MODEL ANSWER - Put-away List Picking List Warehouse Movement Internal Pick Internal Put-Away Phys. Inventory List Whse. Phys. Inventory List 16. Which statements are true about the Item Expiration - Quantity report? (Select all that apply.) ( ) The Item Expiration - Quantity report has same layout as the Item Age Composition - Value report. ( ) The Item Expiration - Quantity report is based on expiration date. ( ) Item Expiration - Quantity report will only display inventory items with expiration date. ( ) The Item Expiration - Quantity report is based on posting date. 17. Explain the difference between specific and non-specific reservations. MODEL ANSWER - A specific reservation is when the user reserves a specific serial/lot number on the demand side. A non-specific reservation is when the user simply reserves any item on the demand side - and the system decides which serial/lot number to reserve. 6-84

261 Appendix A: Terminology List APPENDIX A: TERMINOLOGY LIST This appendix contains the terminology list for the inventory application area in Microsoft Dynamics NAV. inventory The on-hand inventory balance minus allocations. Such allocations can include items being inspected or quarantined, reservations and backorders. bin A physical storage unit in which items are placed and stored. This can be anything from a small container box to an open space on a pallet rack. The smallest unit of the warehouse logical structure. bin content Information that states all items contained in a specific bin cross-dock To move items directly from the receiving area to the shipping area, thereby minimizing handling and storage and allowing sales orders to be shipped sooner. NOTE: The program systematically compares inventory receipts with outstanding sales orders and indicates that a cross docking opportunity is available. Noun and adjective forms: cross dock delivery note A note that accompanies a shipment and that lists the items in the shipment Synonyms: advice note, accompanying note, dispatch note, covering note expected receipt date The date, calculated by the program, on which an inbound item will be available for picking. inventory Items held in a store or a warehouse and purchased for resale, items used to support production (raw materials and work-in-process) and items for maintenance activities (including repair and operating supplies). The program calculates inventory as the quantity of an item available in inventory. item A manufactured or purchased article, product, part or material that is part of inventory. If a company has several locations, it stores inventory control information about items or item variants at a particular location in the stockkeeping unit for that item or item variant at that location. item substitute An item that can be offered to a customer as a substitute for an item that currently is not available. A-1

262 Inventory Management in Microsoft Dynamics NAV 5.0 lead time The time between recognition of the need for an order and the receipt of goods. Individual components of lead time can include order preparation time, queue time, processing time, move or transportation time, and receiving and inspection time. location A physical structure or place where inventory is received, stored and shipped. A location can be a warehouse, service car, showroom, plant or area within a plant. negative adjustment A reduction in inventory that is not due to a sale. non-stock item An item that a company sells but does not carry in inventory. A non-stock item is often an item in a vendor catalog, also called a catalog item. order date The date on which the vendor must ship the items in order to meet the planned receipt date. physical inventory Abbreviation: Phys. Invt. The determination of inventory quantity by the counting of items, which is performed on a continuous, periodic or annual basis. pick To physically withdraw from inventory items to be shipped or components of items to be assembled and shipped. positive adjustment An increase in inventory that is not due to a purchase. put away To remove the item from the receiving area, transport it to a specific location in a storage area, and record the movement and the exact location of the item. Noun and adjective form: put-away receipt The physical acceptance of an item at a location. A warehouse person immediately registers the receipt of an item in the program, but the item is not a part of available to pick inventory until it has been put away. receiving The function encompassing the physical receipt of items, the inspection of the items for conformance to the purchase order (quantity and damage), the putting away of the items, and the preparation of the receiving report. registering Creating an entry in the program that records an action completed in the warehouse. For example, you can register the put-away, picking or movement of an item into or from a specific bin. Registering differs from posting in that it does not create any entries in the general ledger or the inventory item ledger. A-2

263 Appendix A: Terminology List release To send a document to the next stage of processing without posting the document. You cannot change information on a released document unless you reopen the document. Example: You can release a sales order to the warehouse. The order is then among the source documents from which the warehouse can retrieve lines to be assigned, picked and shipped. reservation The designation of a quantity of inventory on a purchase order for a specific sales order or production schedule. responsibility center Abbreviation: Resp. Ctr. An organizational unit to which a company assigns duties or activities. NOTE: A responsibility center can be a cost center or a profit center. Examples are a sales office that sells items from one or more locations, a purchasing office for one or several locations, a service unit, a production-planning unit, and a branch office with responsibility for sales, purchases and cost accounting. A responsibility center that has been assigned responsibility for a location accounts for location inventory in monetary terms, while the location is responsible for the physical inventory count. safety lead time An element of time added to normal lead time to protect against fluctuations in lead time so that an order can be completed before its real need date. shipment date The date a shipment leaves your location for delivery to a customer, either with a shipping agent or your own means of transportation. source document The original evidence of a transaction that supports journal entries in the accounting system. Example: Vouchers and contracts, but also internal documents that create journal entries, such as sales, transfer or purchase orders or internal freight charges. specific item An individual item that is distinguished by a unique identification number. stockkeeping unit Abbreviation: SKU A unit for inventory control that concerns items and item variants at specific locations. transfer order An order to move items from one location to another. A-3

264 Inventory Management in Microsoft Dynamics NAV 5.0 warehouse Abbreviation: Whse. A building or part of a building where items are received, stored, and shipped. As such, it is a particular kind of location. Synonyms: distribution center, branch warehouse, field warehouse warehouse activity An activity in the Warehouse Management application area. Each activity has its own menu item. A-4

265 Appendix B: Granules APPENDIX B: GRANULES This appendix contains information about the granules that make up Microsoft Dynamics NAV for inventory management, including the functional area that a granule belongs to, its description and the requirements. Inventory Management Granules in Microsoft Dynamics NAV Multiple Locations Functional area: Inventory Description: This feature provides basic functionality that allows the user to manage inventory in multiple locations. The feature is broad enough to include locations in plants or production facilities as well as distribution centers, warehouses and service cars. Requirements: Basic Inventory Stockkeeping Units Functional area: Inventory Description: This feature provides basic functionality that allows the user to manage stockkeeping units (SKUs), meaning that identical items with the same item number can be stored in different locations and managed individually at each location. The user can add cost prices, replenishment and manufacturing information, and so on, based on the location. Requirements: Multiple Locations Responsibility Centers Functional area: General Ledger Description: You use this granule to handle Cost Centers or Profit Centers. Requirements: Multiple Locations Location Transfers Functional area: Inventory Description: This granule enables you to track inventory effectively as it is moved from one location to another. You can also better account for the value of inventory in transit and at various locations. Requirements: Multiple Locations Bin Functional area: Inventory Description: You use this granule to organize your warehouse by assigning items to bins, the smallest unit in the warehouse logical structure. This is done on the item journals or directly on the document lines (does not only apply to order lines). Requirements: Basic Inventory and Multiple Locations B-1

266 Inventory Management in Microsoft Dynamics NAV 5.0 Put-Away Functional area: Inventory Description: You use this granule to enable your warehouse employees to carry out their dedicated tasks. This is done from a separate user interface when receiving items in an order-by-order environment. Here the put away is created from the released order. Requirements: Basic Inventory Warehouse Receipt Functional area: Warehouse Management Description: You use this granule to enable your warehouse employees to carry out their dedicated tasks. This is done from a separate user interface when receiving items in a multi-order environment. Here the put away is created from the receipt. Requirements: Basic Inventory Pick Functional area: Inventory Description: You use this granule to enable your warehouse employees to carry out their dedicated tasks. This is done from a separate user interface when shipping items in an order-by-order environment. Here the pick is created from the released order. Requirements: Basic Inventory Warehouse Shipment Functional area: Warehouse Management Description: You use this granule to enable your warehouse employees to carry out their dedicated tasks. This is done from a separate user interface when shipping items in a multi-order environment. Here the pick is created from the shipment. Requirements: Basic Inventory Bin Setup Functional area: Warehouse Management Description: You use this granule to easily set up and maintain your bins. This is done by defining both the layout of your warehouse and dimensions of your racks, columns, and shelves. Furthermore, you use the granule to easily set up and maintain your planning parameters. This is done by defining the limitations and characteristics of each bin. Requirements: Bin B-2

267 Appendix B: Granules Item Tracking Functional area: Inventory Description: With this granule, you can handle and track serial and lot numbers. Serial and lot numbers can be assigned manually or automatically. The feature allows the user to receive and ship multiple-quantities with serial/lot numbers from a single order line entry. Requirements: Basic Inventory, Sales Order Management, Purchase Order Management. B-3

268 Inventory Management in Microsoft Dynamics NAV 5.0 B-4

269 Appendix C: Customizing IT Reports APPENDIX C: CUSTOMIZING IT REPORTS This appendix describes how to implement new record types in the generic report in Microsoft Dynamics NAV 5.0. The description also helps to change existing reports to show serial/lot numbers. Generic Report (Item Tracking Appendix) The report 6521 Item Tracking Appendix covers reports called for the following record types (sources): Purchase Header Sales Header Sales Shipment Header Sales Invoice Header. Handling several record types (sources) can be implemented as follows. 1. Adjust the function RetrieveDocumentItemTracking in CU6500 by: Creating a new variable for the new record (header and line; for instance Sales Header and Sales Line) Implementing a new procedure collecting Item Tracking for this record when the function is not implemented earlier 2. In REP6521 do the following: Expand the global variable DocType with the new option string for the new document (as Sales Quote, Sales Order etc), which also will be shown on the request form Adjust the code of the existing procedures handling the different sources: SetRecordFilter HandleRec Create new procedures handling the new source like: HandleSales FilterSalesHdr Create a new procedure preparing the address of the new source like: AddressSalesHdr C-1

270 Inventory Management in Microsoft Dynamics NAV 5.0 The following functions are created to collect item tracking data from the different Item Tracking tables and will also be available in CU6500 Item Tracking Management as global functions: Function Name FindReservEntries FindTrackingEntries FindItemEntries FindValueEntries Function Description Searches through item tracking data for a source document in Reservation Entry for Quote, Order, Invoice, and Credit Memo, which are not completely invoiced yet. Searches through item tracking data for a source document in Tracking Specification for Quote, Order, Invoice, and Credit Memo, which are not completely invoiced yet. Searches through item tracking data for a source document in Item Entry Relation for Posted Shipments/Receipts Searches through item tracking data for a source document in Value Entry Relation for Posted Invoices The following functions are defined in CU6500 Item Tracking Management as local functions: Function Name FillTrackingSpecBufferFromILE FillTrackingSpecBuffer ItemTrackingExistsInBuffer InitTrackingSpecBuffer FilterReservEntries FilterTrackingEntries RetrieveILEFromShptRcpt RetrieveILEFromPostedInv Function Description Creates an item tracking buffer line with information from ILE. (Called by FindItemEntries and FindValueEntries.) Creates an item tracking buffer line. Checks the temporary Item Tracking Buffer for existing records and will create a new one or sum up the quantity if the record exists. Initialize a new item tracking buffer record. Retrieves a data set of Reservation Entries. Retrieves a data set of Tracking Specification Entries. Retrieves a data set of Item Ledger Entries (used for Posted Shipments/Receipts). Retrieves a data set of Item Ledger Entries (used for Posted Invoices). C-2

271 Appendix C: Customizing IT Reports The following procedures defined handling the different source documents in the generic report are implemented: Function Name SetRecordFilter() HandleRec AddressSalesHdr AddressPurchaseHdr AddressShipmentHdr AddressInvoiceHdr IsStartNewGroup Function Description Sets filters on the correct table, which are chosen by the user in the request form. Calls the following filter-procedures: FilterSalesHdr FilterPurchHdr FilterSalesShip FilterSalesInv Started on MainRecord - OnAfterGetRecord() for every new source and will starting handling Item Tracking collecting for the different Record Types: HandleSales() HandlePurchase() HandleShipment() HandleInvoice() Set up the address on the report for the Record Type A global function which delivers TRUE if a new group (item with Lot/Serial No.) starts. Used to assign a total quantity for all Lot/Serial No. for an item. Using function RetrieveDocumentItemTracking for a source document which is not implemented will create an error message as follows: C-3

272 Inventory Management in Microsoft Dynamics NAV 5.0 Implementing Item Tracking on Existing Reports The description assumes that retrieving Item Tracking for a source is defined in CU6500 RetrieveDocumentItemTracking. The following steps must be done to implement Item Tracking in an existing report. The description is done for REP208 Sales Shipment: 1. Make changes on DataItem PageLoop. PageLoop - OnPreDataItem() // Item Tracking: IF ShowLotSN THEN BEGIN TrackingSpecCount := 0; OldRefNo := 0; ShowGroup := FALSE; END; 2. Make changes on DataItem Sales Shipment Line. Sales Shipment Line - OnPostDataItem() // Item Tracking: IF ShowLotSN THEN TrackingSpecCount := ItemTrackingMgt.RetrieveDocumentItemTracking(TrackingSpecBuffer,"Sales Shipment Header"."No.", DATABASE::"Sales Shipment Header",0); C-4

273 Appendix C: Customizing IT Reports 3. Provide new DataItems for Item Tracking. ItemTrackingLine - OnPreDataItem() IF TrackingSpecCount = 0 THEN CurrReport.BREAK; CurrReport.NEWPAGE; SETRANGE(Number,1,TrackingSpecCount); TrackingSpecBuffer.SETCURRENTKEY("Source ID","Source Type","Source Subtype","Source Batch Name", "Source Prod. Order Line","Source Ref. No."); ItemTrackingLine - OnAfterGetRecord() IF Number = 1 THEN TrackingSpecBuffer.FINDSET ELSE TrackingSpecBuffer.NEXT; ShowTotal := FALSE; IF ItemTrackingAppendix.IsStartNewGroup(TrackingSpecBuffer) THEN ShowTotal := TRUE; 4. Define the global variables. Name DataType Subtype Length TrackingSpecCount Integer ShowLotSN Boolean ShowTotal Boolean ShowGroup Boolean TotalQty Decimal OldRefNo Integer OldNo Code 20 C-5

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