Changes between Version 4 and Version 5 of BluePrint/Inventory

08/15/12 23:26:34 (12 years ago)
Michael Howden



  • BluePrint/Inventory

    v4 v5  
    1414 * User visible ID numbers for Received and Sent Shipments. Possibly using a site prefix and a sequential number per site to allow for easier filing of the printed (and potentially) signed forms.
    16 == Also See ==
    17  * BluePrint/Logistics
    18  * UserGuidelines/Inventory (Current Functionality)
     16=== Shipments (Implemented) ===
     17Items can be moved from one site to another. This is managed by the shipment application. This application has a number of work-flows, which are briefly described here from a technical (developer rather than user) perspective.
     18 * Send Items
     19 * Receive Items
     20 * Adjust Items
     21 * Cancel a shipment
     22 * Print Reports (Waybill, Goods Received, Donation Certificate)
     23 * Return goods - typically this is for when:
     24   * Goods are sent to a distribution point but
     25   * It was not possible to distributed all the goods and so
     26   * Some need to be returned to the warehouse
     28The shipment application manages the movement of stock items form one site to another. For clarity the word warehouse will be used for the site sending the goods although it would not necessarily be a warehouse. Whilst the place to where the items are being sent is referred to as the site. Both of these are references to org_site records.
     29==== Send & Receive ====
     30This involves a warehouse creating a send inventory record (inv_send) and populating it with stock item records (inv_inv_item) from the warehouse. The system will move these items from out of the warehouse totals, to avoid any potential problems with over-commitment, and into track item records (inv_track_item). At this point their will be a send inventory and multiple track item records, physically the items will still be in the warehouse and all the records will have a status of "In Process".
     32When each track item is created several actions are performed:
     33 * The tracking number is validated to be unique within the organisation that owns the warehouse
     34 * The organisation that is doing the shipment is added to the record
     35 * Details from the inventory item are copied across so that they are preserved (for example if the price changes the price at time of shipping it retained)
     37When the items are ready to be sent (presumably they have been loaded onto some form of transport and are ready to leave the warehouse) they can then be sent (send shipment). At this point the status of the records are changed to "Sent". These records are now locked to prevent any change and a receive inventory record (inv_recv) is created. Each track item record is linked with this inventory receive record, the ownership of this record is set to being the site to where the goods are being sent.
     39Once the goods have been send a "Waybill" can be printed off. The shipment can be cancelled (presumably the lorries have been called back) or it is possible to confirm that the shipment has been received, this is used if the items are being received by a site which is not using Sahana-Eden to track the goods.
     41If a shipment is cancelled then the status is changed to "cancelled" (no surprises there) and the good are put back into the warehouse. The quantities in each track item are reduced to zero but the original values are added as a comment.
     43If a shipment is confirmed as having been received by the sending warehouse, then the status of the send inventory is changed to "Received" but within the system no site will actually receive the goods (although one hopes that reality is somewhat different).
     45When the goods arrive at a site a person responsible for the stock can receive these goods. In this case they will select the sent record and then Receive the shipment. The person needs to view each individual item record and confirm the quantity receives and (optionally) provide details of the bin to where they will go to. Once this is done for every record then the goods in the track items can be received and they will then be moved into the warehouse stock. If their are matching inventory records (same item same bin) then the quantity in those records will be incremented, otherwise a new inventory item record will be created.
     47Once stock has been received a Goods Received Notice and a Certificate can be printed off.
     49It is also possible to cancel a received shipment, in this case the goods need to come out of the warehouse and effectively back into the track item records. The sent inventory record is then set to being in transit and the warehouse of origin will then need to cancel the goods for them to go back into the warehouse stock levels.
     51 * Inventory items can be set without being received by a different site.
     52 * Inventory items can be received without being sent. For example this can cover:
     53   * Inventory coming from a local supplier
     54   * Inventory coming from a donor
     55==== Adjusting a Received Shipment ====
     56During a shipment if the goods send and good received totals are different then an adjustment is made (all the original figures are retained for a proper audit trail) During a shipment the adjustment is generated automatically.
     58The inventory totals in a warehouse are also fixed so once the goods arrive their is no way to adjust them except via a shipment process as described above. Obviously this is not sufficient since goods do get lost, damage or expire. To manage this a virtual stock-take can be done (potentially mirroring a real stock-take) which is essentially an adjustment. When an inventory adjustment is performed (as opposed to a shipment adjustment) all the items in the warehouse with non-zero quantities are automatically added to the adjustment record. It is possible to add new records to the adjustment but they can't be deleted. The user (warehouse manager) will then need to confirm the totals in each record. Once all the record quantities have been set the adjustment can be closes and then this record is locked and no further editing is possible.
     61* BluePrint/Logistics
     62* DeveloperGuidelines/Logistics
     63* UserGuidelines/Inventory (Current Functionality)