Inventory > Setup > Warehouse Maintenance

Warehouse Maintenance

You use this program to capture and maintain details of warehouses required within the system.

Once the warehouses are defined, you use the Inventory Warehouses for Stock Codes program (accessed from the Browse on Stock Codes program) to link stock items to these warehouses.

Warehouse Maintenance

Field Description
Warehouse Indicates the code of the warehouse you are currently maintaining.
Description

Indicates the name associated with the warehouse. This assists you in verifying that the correct warehouse has been entered.
Next stock take ticket number Generates the next number that will be printed on tickets/labels for this warehouse when next you perform a stock take.
Multiple bins in use

You can only access this field from the Show warehouses function at the Multiple bins option in the Inventory Setup program.

Option Description
Yes This is the default entry when the Multiple bins option is enabled (Inventory Setup). This will require the entry of a specific bin when you receive items into stock, issue items from stock or transfer items between warehouses.
No

The bins against each stock item stocked in the warehouse are deleted and replaced by a single default bin with the entire quantity on hand for the stock code/warehouse against it.

When multiple bins are switched off for a specific warehouse only, while multiple bins are still required at company level (Inventory Setup) the warehouse code is automatically used as the default bin.

Bins allocated to sales order lines are replaced with an allocation for the newly-created default bin.

The bin associated with existing lot records (and their transactions) against traceable and ECC-controlled items is replaced with the newly-created bin. All transactions are then processed against the newly-created default bin.

When you select this option against a warehouse, no other action is required, as the default bin will already be defined against lots and sales order ship quantities.

You do not have to indicate a bin number when posting for a warehouse with no bins, as the program involved uses the default bin automatically.
Negative stock allowed

Indicates whether stock in the warehouse is allowed to go negative.

This defaults to the setting at the option: Stock on hand allowed to go negative (Inventory Setup). However, when this setup option is set to Dependent on w/h list and you are adding a new warehouse, then this defaults to No and you need to use the Inventory Setup program to add the warehouse to the List of warehouses that allow negative stock if required.

The applies only when the Dependent on warehouse at the Stock on hand allowed to go negative option is enabled (Inventory Setup).
Costing level This option enables you to define different costing methods for individual warehouses and only applies if you have enabled the Costing per warehouse setup option (Inventory Setup).

You can only access this field from the Show warehouses function in the Costing method section of the Inventory Setup program.

OptionDescription
CompanyUses the costing method defined against the company (Inventory Setup) for this warehouse (i.e. you do not want to define a costing method which is different from the company costing method for this warehouse).
WarehouseUses the costing method defined against the warehouse (Inventory Warehouse Maintenance for Stock Code) for this warehouse.
Costing method

Selects the costing method required for this warehouse which determines how your inventory is valued for the warehouse.

By default, the costing method is set to that defined against the company (Inventory Setup).

Option Description
Average Averages out the unit cost of an item that is received into this warehouse. This is calculated as the average between the new cost of the item and the existing cost of the item held on file.
Standard Updates costs in this warehouse only when the Cost Changes function is used within the Inventory Movements program.
Last cost Values inventory in this warehouse according to the last cost that was entered for an item when it was received into this warehouse.
FIFO

All stock receipts create a new FIFO bucket and all issues/sales are made from the oldest bucket held on file for items held in this warehouse.

You can only select this option if you enabled the FIFO valuation option (Inventory Setup).
LIFO LIFO costing can only be applied across all warehouses for a company and not at individual warehouse level.
Language You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.
[Note]

The drop down option Global is the default selection and refers to the default language at the time of the entries' creation.
Fixed bins in use You can only access this field from the Show warehouses function at the Multiple bins option in the the Inventory Setup program.
OptionDescription
YesThis is the default entry when the Fixed bins option is enabled at company level (Inventory Setup).

This requires a bin to exist in the newly-created InvMultBin table before you can transact against it. This feature is only available in a SQL environment and if the Multiple bins option is enabled.

NoThis lets you transact using bins that don't exist (i.e. they can be created at the time of creating transactions).
Intrastat details  
Nationality

Indicate the nationality code for the country in which the warehouse is located.

This field is mandatory when the EC Vat system required option is enabled (Company Tax Options Setup).

Your entry here is used as the default:

  • country of origin code when a Sales Order is invoiced (Maintain Intrastat Dispatches)
  • nationality code when using the Sales Order Entry program to process a Supply Chain Transfer
  • arrival nationality when receipting a purchase order (Maintain Intrastat Arrivals)
Delivery terms You use this field to optionally define the default three-character alphanumeric Incoterms code, denoting the terms of delivery for the warehouse.
[Note]

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).
Shipping location You use this field to optionally define the default Shipping location associated with the Delivery terms for the warehouse.
Cost implosion, suggested jobs  
Component warehouse to use

Indicates the warehouse from which material allocations must be allocated to suggested jobs created by the Requirements Calculation program.

This applies only when using Costing by warehouse (Inventory Setup) and either the Bill of Materials or the Requirements Planning module is installed.

This warehouse is used by the consolidation routine in the Requirements Calculation program when the Consolidate selected warehouses option is enabled (Requirements Planning Setup). If this is blank, then MRP cannot raise suggested supply.

You can also set a preference for this to be the default warehouse from which material allocations must be allocated when creating a job (Job Entry).

If this is not specified, then material allocations are allocated from the warehouse to use assigned to the component.
Routing

Indicates the routing that must be used for materials and operations that are assigned to suggested jobs using this warehouse.

You can access this field only if the Bill of Materials and Requirements Planning modules are installed and the Alternate routings option is enabled (Bill of Materials Setup).

Sales Order entry always uses route 0. Therefore to sell Kit type items, route 0 must be used for the components.

You can also set a preference for this to be the default route to use for materials and operation assigned when creating a job (Job Entry).

Suggested jobs are created by the Requirements Calculation program.
Include warehouse in requirements planning calculation

Includes the warehouse in the calculations performed by the Requirements Calculation program.

This option is displayed only if you selected By warehouse at the Warehouse option (Requirements Planning Setup).
GL accounts Entries made here are validated only if the Inventory module is integrated to General Ledger in summary or detail (General Ledger Integration).
Warehouse control

Indicates the control account for all inventory transactions processed against the warehouse.
Warehouse variance Indicates the ledger account to which all variances are posted arising from rounding errors when processing receipts into stock.
GRN suspense

Indicates the ledger account to which all receipts of stocked items are posted for the purpose of Accounts Payable invoice matching and checking.

You can access this field only if you indicated that the GRN suspense system is required (Purchase Orders Setup).
Goods in transit control

Indicates the control account to which postings are made for all goods in transit transactions that are processed for this warehouse.

If no entry is assigned to the warehouse, then the Goods in transit control account defined at company level, is used (General Ledger Integration).
Dispatched but not invoiced

Indicates the clearing account that is used when dispatching items from the warehouse using the Dispatch Note system.

This account is debited at the time of creating and printing the dispatch note (i.e. stock on hand is reduced for each item on the dispatch note, even though an invoice has not yet been produced). This account is credited when the dispatch note is invoiced against the customer. This account is also credited when a dispatch note is cancelled or an adjustment made that decreases the value of the dispatch note (e.g. the quantity is decreased).

[Note]

Dispatches involving non-stocked items use the account defined at company level (General Ledger Integration).
WIP inspection

Indicates the account to which the WIP value of goods received into inspection for this warehouse must be posted.

You can only access this field if you enabled the Work in Progress inspection required setup option (Work in Progress Setup).

If you leave this field blank then the account configured at company level is used (General Ledger Integration).

[Note]

You cannot receive items from inspection into stock using the WIP Inspection Maintenance program if you have not defined this account here or against the company and you did not enable the Request ledger code at transactions option (Inventory Setup).
Work in progress

Indicates the default account to which the value of work in progress is posted when a job is created.

This account is only used if a work in progress account is not defined against the stock item (Stock Codes).

If you leave this field blank (and a work in progress account is not defined against the stock item) then the account configured at company level is used (General Ledger Integration).
WIP variance

Indicates the account to which postings are made during the Backflushing function of the Inventory Movements program if there is a variance between the entered cost of the manufactured item and the cost of the item's material and labor allocations calculated by the system.

If left blank, then the account configured at company level is used (General Ledger Integration).
Automatically cleared variances

Indicates the default account to which work in progress variances (falling below your specified value) are posted automatically when receiving a finished part into stock from a completed job (if standard costing is in use).

If left blank, then the account configured at company level is used as the default (General Ledger Integration).

The General Ledger cleared variances account to use when receipting items in from inspection can be defined using the Preferences option of the WIP Inspection Maintenance program.
Delivery address  
Delivery address line 1-6

Assign up to six lines of delivery address information for the warehouse.

This address can be printed on inventory documents.
Delivery address postal/zip code Indicates the postal zip code for the delivery address.
Geolocation This indicates the geographic location of the address in terms of longitude and latitude and includes a hyperlink to the map directions.

An additional hyperlink is available (Resolve GeoLocation from address) to resolve addresses using the long or short name. The Use short names when resolving addresses option (System-wide Personalization) determines which name to use by default. SYSPRO reads the name returned from the map provider in XML. If the short name returned in the XML is the same as the long name, then no short names are available from the map provider.

Load planning  
Delivery route

Indicates the default delivery route code to use for Supply Chain Transfer deliveries to this warehouse.

Delivery route codes are maintained using the Browse on Delivery Routes program.

This applies only when the Load planning required option is enabled (Sales Orders Setup).
Delivery distance/sequence

Indicates the default delivery distance or sequence number to use for Supply Chain Transfer deliveries to this warehouse.

For example, you may want to assign this delivery warehouse as the first one to which deliveries must be made on the delivery route specified in the previous field, in which case you enter 1 in the sequence field. Alternatively, you may enter the distance of the target warehouse delivery location from the source warehouse as the sequence. If you specify this distance against all the warehouse addresses on this route, then you can sequence the loads on the route based on the delivery distance from the source to the target warehouses.

This applies only when the Load planning required option is enabled (Sales Orders Setup).
Supply chain transfer documents  
Fax SCT documents Enables you to fax transfer documentation when ending the supply chain transfer order.
SCT fax number Indicates the default fax number that must be used when you end the supply chain transfer order and fax the transfer document.

This number can be printed on SCT documents (SO Document Formats).
SCT contact name Indicates the contact person who must receive the transfer document that is faxed when you end the supply chain transfer order.
SCT default document format

Defines the default document format to use for Supply Chain Transfer documents.

The Sales Order Entry program uses this default format defined against the source warehouse if the option: Use source branch for SCT numbering is enabled (Set Key Information). In all other cases, the Sales Order Entry program uses this default format defined against the target warehouse when generating the SCT document.
Warehouse management  
Warehouse under control of WMS This option is intended for use in a future version of the program.

Define Numbering

Field Description
Goods in Transit  
Goods in Transit Branch

Indicates the branch that must be used for the warehouse when processing a supply chain transfer order (SCT).

A supply chain transfer order is captured using the Sales Order Entry program. It enables you to raise an order against a warehouse designated as a source warehouse for the supply of a particular Stock item.

The branch assigned to the warehouse is used to validate the product class assigned to the Stock item.

If the AR branch is not defined against both the source and target warehouses, then the error message: Branch to be used for SCT is invalid is displayed when you attempt to process a SCT using the Sales Order Entry program.
Goods in Transit Geographic area

Indicates the regional location of the warehouse.

The geographic area is used when processing a supply chain transfer order using the Sales Order Entry program.
GIT Reference number  
GIT Reference number

Indicate the first two characters that you want to appear in front of the goods in transit reference number generated for this warehouse.

This applies only when GIT numbering is By warehouse prefix (Set Key Information).
GIT Next reference number Indicates the goods in transit reference number that will be used when next you process an inter-warehouse or supply chain transfer of goods. This number is incremented by one (1) each time you process a transfer of Stock into transit.

This applies only when GIT numbering is By warehouse (Set Key Information).
Purchase orders  
Purchase order prefix Indicate the single character to add in front of the next purchase order number generated for this warehouse.

This applies only when Purchase order numbering is set to Prefixed warehouse (Set Key Information).
Next purchase order number Indicate the next order number to use when capturing purchase orders for the warehouse when your Purchase order numbering is set to Warehouse (Set Key Information).
[Note]

Unique number ranges must be defined for each warehouse (i.e. you cannot start at purchase order number 0001 in each warehouse). The number ranges must be large enough to avoid numbers overlapping (i.e. duplicates) because the purchase order number is a key used in tables and must therefore be unique.

If you generate a large number of purchase orders, then it is preferable to set purchase order numbering to Prefixed warehouse(Set Key Information).
Goods Received Note  
GRN Prefix Indicates the two characters that you want to appear in front of the Goods Received Note number that is next generated for this warehouse when processing a purchase order receipt.

This applies only when GRN numbering is set to Prefixed warehouse (Set Key Information).
Next GRN number Indicates the Goods Received Note number that will next be used when processing a purchase order receipt.

This applies only when GRN numbering is set to Warehouse(Set Key Information).

Notes and warnings

Intrastat considerations

  • Delivery Terms and Shipping Location's can only be captured if:

    • a valid Nationality code has been entered, and EC Vat is in force, or

    • the option Capture non EC members delivery terms is enabled in the Intrastat Setup program.

  • The Delivery Terms and Shipping Location defaults defined in Suppliers and Customers take precedence over those defined in the Intrastat Setup program.

  • To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).

  • Delivery terms are maintained using the Intrastat Delivery Terms program.

  • Shipping locations are maintained using the Shipping Locations program.

  • Nature of transaction codes are maintained using the Intrastat Transaction Nature program.

Coding considerations

  • The warehouse is a 10-character alphanumeric field. Although you can use special characters such as /, *, + this is not recommended.

    The warehouse code ** is reserved for use by the system to represent a non-stocked warehouse.

    Once you have decided on the coding structure of your warehouses you need to consider the costing method you want to use. SYSPRO caters for different costing methods per warehouse (i.e. average, standard, last cost and FIFO).

Deletion considerations

  • You cannot delete a warehouse if any of the following conditions apply:

    • the quantity on order is not zero
    • the quantity on hand is not zero
    • the quantity allocated is not zero
    • the quantity on back order is not zero
    • the allocated WIP quantity is not zero
    • the quantity in transit due to be received into the warehouse is not zero
    • the quantity in inspection is not zero

    • the quantity dispatched but not invoiced is not zero

    • the quantity in the previous 2 periods is not zero

    • the month-to-date quantity received is not zero

    • the month-to-date quantity adjusted is not zero

    • the month-to-date quantity transferred is not zero

    • the warehouse exists in the stock take file
    • forecasts exists for the stock code/warehouse combination
    • master production records exist

    • build schedules exist in the warehouse

    • the stock item is serialized
    • journals have been assigned to the warehouse

  • If you delete a warehouse in which an item is stocked, then all movement records for the warehouse are removed.

Costing method considerations

  • Stock on hand cannot be allowed to go negative in any warehouse. However, items defined as floorstock (Stock Codes) can have a negative balance (WIP Issue Floor Stock Allocations).

  • Inventory costs cannot be held in a unit of measure other than stocked.

  • The Last cost is updated by the following programs:

    • Transfer BOM Costs to Warehouse Costs

      • If standard costing is being used.
      • If the item is made-in.
      • If the new calculated cost differs from the current cost.

    • Inventory Movements

      • All cost transactions regardless of costing method and part type.

    • Purchase Order Receipts, Purchase Order Inspection, Job Receipts and Shipment Receipt

      • If standard costing is being used.
      • If the Update last cost if using standard cost option is enabled (Inventory Setup).

    • Inventory Price-Cost Percentage Change

      • All cost change transactions.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction Description
Inv Added Warehouse

Controls access to the Add function in the Browse on Warehouses and Warehouses programs.
Inv Changed Warehouse

Controls access to the maintenance of Warehouses in the Browse on Warehouses and Warehouses programs.
Inv Deleted Warehouse

Controls access to the Delete function in the Browse on Warehouses and Warehouses programs.