To turn on this feature navigate to Setup Entry then open the System Settings and select the Inventory/POs tab. Check the box found on the Track Quantities at Bin Locations box. Save and restart.
Inventory Entry
The Inventory Entry and Inventory Search windows now have a new Bins tab. In both of these windows, there is a grid with a list of bins with qtys, and a grid with bin activity history.
Above the bin grid is a place to enter a bin number with an* Add* button. Clicking the button will add the Bin number entered to the list below. You can enter any bin number, using letters and numbers. If the bin number does not exist, it will be created. Clicking the button with 3 dots* […] *will let you choose a bin from among those which have been used with other items at this store.
Other functions available in the Inventory Entry window only:
- You can select which bin is the main or default bin for this item by clicking in the first column of the grid, to the left of the bin number. This will move the asterisk to that bin.
- Delete Selected Bin to disassociate this bin with the selected item. This does not affect the bin’s history, or its association with other items.
- Edit Bins button to bring up the Adjust Bin Locations window. This window appears whenever you update a bin quantity (in a Workorder, Invoice, purchase order, adjustment and transfer.) In this window, you can:Move items between bins & move unassigned items to one or more bins.
- Assign Remaining to move all the items in the Unassigned Box to the selected bin. If no bin is selected, they will be moved to the top bin in the list.
- Assign None to move all the items in the selected bin to the Unassigned Box.
- Unassign All Bins to move all the items in all the bins to the Unassigned Box.
- Rename / Merge Bins to change the name of a bin. This will change it for all items, at this store only.
Sales and Bins
- You can adjust the bins from a sales transaction in two places:
- From Sales Entry, you can select a W/O or Invoice and click the Bins button at the bottom of the window.
- When previewing a Workorder or Invoice, you can click the Bins button at the top of the preview window.In either place, the Bins button will bring up the Assign Items to Bins window where they can decide which bins to use. See below for a description of that window.
If they do not click the Bins button before it is invoices, the system will assume the default bin is used.
If there are not enough in that bin to fill the order, it will pull the items from other bins assigned to that item.
If there is still not enough inventory in all the bins assigned to that item, the rest of the items will remain unassigned to any bins. Bin quantities are never automatically put into the negative.
You are allowed to change the bin allocation on transactions after they have been invoiced, because this does not affect the actual inventory on hand or available. It only tells the system where the items were.
Changing an invoice will modify the bin history record.
Purchase Orders
After selecting a Purchase Order in the P/O window, click the* Bins* button. This will bring up the Assign Items to Bins window (described in a section below), where you can see a list of all the items that are either received or previously received in the P/O. If an item exists multiple times in the P/O, it will only appear once in this list, with a combined total quantity.
If you hit the Bins button after receiving items but before processing your changes, the items will be allocated to the default bin, and you can change bins if desired. This will create a bin history record, even though the item has not yet been received.
When hitting Process All Changes after receiving inventory, the inventory will be received into the default bins as long as a bin exists for the items. You can then hit the Bins button at a later time to change which items go to which bins. Doing this will update the bin history records.
In the Purchase Order window, bins are handled exactly the same way whether you are making a normal Purchase Order, or using the ‘* INVENTORY ADJUSTMENTS *’ vendor.
Adjustments
In the Adjustments window, whenever you post the adjustment with the orange button, the Adjust Bin Locations window appears, letting you decide which bins to use. See the section below describing this window.
Inventory Transfers
In the Fill Transfer Requests tab of the Transfer window:
When you click the* Print Packing Slip & Mark as Sent* button, the Assign Items to Bins window appears so you can tell the system which bins you are pulling the inventory from.
Before pressing the button to mark as sent, you can click the Bins button to tell the system which bins will be used. This will bring up the same Assign Items to Bins window.
When items are sent:
- the quantity available gets updated,
- the quantity on hand does not get updated,
- bin history records are created of type ‘Xfer’, but the bin quantity on hand does not get updated.
In the Receive Requested Items tab of the Transfer window:
When you click the Process All Changes button, the _Assign Items to Bins _window appears so you can tell the system which bins the inventory is going into.
Before pressing the* Process your Changes* button, you can click the Bins button to tell the system which bins will be used. This will bring up the same Assign Items to Bins window.
When items are received:
- The quantity available and quantity on hand are updated.
- The bin quantity on hand is updated.
- Bin history records are created of type ‘Xfer In’.
- At the other store, the inventory quantity on hand is updated.
- At the other store, the bin quantity on hand is updated.
- At the other store, the ‘Xfer’ records are changed to type ‘XferOut’
Bin Reports
The Bin Count Sheet lets you print a range of bins, and it lets you specify whether you want to print the quantities in each bin.
The Bin Labels report lets you print labels for all, or a range of bins pertaining to the current store. This is so that you can scan the bin number (in the Adjust Bin Locations window) while you’re receiving or selling inventory to tell where the items are.
The Bin Report lists your inventory, along with each bin associated with the items.
Next to each bin number is the quantity on hand in parenthesis.
The ‘QOH’ column shows the total quantity on hand for that item.
The ‘No Bin’ column tells how many items are not allocated to any bin.
Assign Items to Bins Window
This window comes up whenever a *Bins *button is pressed, and whenever a P/O or Transfer is finalized. It is used for assigning bins in:
- Sales Entry
- Previewing Invoices
- Purchase Orders
- Transfers – both sending and receiving
If an item appears on the invoice, P/O or Transfer more than once, it will only appear once on this grid. For example, if an item appears on a W/O once with a quantity of 2 and again with a quantity of 4, it will appear once in this grid with a quantity of 6.
If the item has a bin, that bin will be used.
If the item has more than one bin, the system will assign a bin or bins to this item, according to these rules:
If we are receiving the item (as in a purchase order or a sale return), only the default bin will be used.
If we are sending items out, it will assign as many bins as needed (beginning with the default bin) to reach the quantity specified on the line.
It will never assign a bin that has no quantity.
If there is not enough in a bin or bins, it will assign all it can and leave the rest unassigned. It will never take the bin quantity below zero.
Clicking on a line will open the Adjust Bin Locations window, the same one that is used in Inventory Entry when clicking the Edit Bins button.
When processing changes in P/O’s and Transfers, this window pops up automatically for you to approve. If the automatic allocations are correct, nothing needs to be done, and the window can just be closed.
This window does not appear automatically when finalizing an invoice. To make sure that the correct bins have been used, you should click the Bins button at the top of the Invoice Preview window.
Adjust Bin Locations Window
In this window you can:
- See how the transaction was applied to the bins.
- Choose different bins to use for the transactions by clicking the + and – buttons.
- Move unassigned items to one or more bins. For example if your qty on hand is 10, and 3 have been assigned to bins, there will be a 7 in the Unassigned Box below the grid, which you will be able to move to bins.
Assign Remaining to move all the items in the Unassigned Box to the selected bin. If no bin is selected, they will be moved to the top bin in the list.
Assign None to move all the items in the selected bin to the Unassigned Box.
Unassign All Bins to move all the items in all the bins to the Unassigned Box.
Rename / Merge Bins to change the name of a bin. This will change it for all items, at this store only.
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