SYSPRO's Multiple Bins system lets you keep track of the exact location of stock items in a warehouse, or to keep track of an item in different locations within the same warehouse. A single stock code can be stored in an unlimited number of bins and different stock codes can be stored in the same bin.
Tracking of stock is accomplished by assigning a bin location code to items. SYSPRO prompts you for this code whenever you process any transaction that affects stock quantities (e.g. receipt, adjustment, issue or sale).
When you enable multiple bins in SYSPRO, you are effectively switching the feature on in all warehouses for the current company. Only once you save your selections and reload the configuration program can you disable this feature for individual warehouses. (i.e. you can target specific warehouses in which to implement this feature if you want to reduce processing time for those warehouses where it is not required).
If multiple bins is enabled at company level, but a warehouse does not use bins, then a dummy bin is used internally by SYSPRO programs. The dummy bin always equals the warehouse code, so you never have to indicate a bin number when posting for a warehouse with no bins - the program uses the dummy bin automatically.
When you change the multiple bins option (i.e. switching it on or off) the system notifies you of specific checks that are going to be performed.
A Conversion program is run to update the bins for each warehouse.
A single bin is created for each stock code/warehouse combination and the entire quantity on hand for the stock code/warehouse is placed in the bin.
The Lot Traceability Archiving program runs automatically (if the Lot Traceability module is installed).
The bin created in the conversion program is defined against the existing lot records for the stock code/warehouse combination.
The transactions associated with each lot record are updated to include the bin.
If lots were reserved for material allocations linked to a job, then the bin created in the conversion program is defined against these records.
If you switch on multiple bins at any time after the system has been running without it, you need to do the following:
Run the Balance function of the Inventory Period End program. This creates a new bin to store the warehouse quantity on hand.
For each stock item, the bin location defaults to the bin code defined against the warehouse for that item. If this is not defined, then the bin location defaults to the warehouse code itself.
If you have existing sales orders with quantities to ship then you need to
Run the Balance function of the Order Purge program. This places all sales order lines for stocked items into back order since no bins will have been allocated to any order lines when multiple bins are switched on.
When you later update your sales orders and move quantities into ship, you will be prompted to allocate the bin numbers.
If you switch off multiple bins for a single warehouse, then the system automatically performs the processes required to transfer the quantity on hand to the default bins.
All bins are deleted against the stock code/warehouse combination and all sales order bin allocations are deleted.
The quantities on hand for stock items in the warehouse are transferred to the default bin.
The bin location is generated from the warehouse code.
The ship quantity against the bin is calculated by subtracting the quantity on back order in the warehouse from the quantity allocated.
The Lot Traceability Archiving program is automatically run to ensure that the bins are cleared from existing lot records and their associated transactions for items defined as Lot traceable or ECC-controlled.
If you have the following lots, bins and quantities in warehouse DD:
| Lot number | Bin | Quantity |
|---|---|---|
| 2 | D1 | 10 |
| 2 | D2 | 5 |
| 3 | D2 | 10 |
| 3 | D1 | 20 |
The Lot Traceability Archiving program consolidates the existing lot numbers into the default bin which is the same as the warehouse code as follows:
| Lot number | Bin | Quantity |
|---|---|---|
| 2 | DD | 15 |
| 3 | DD | 30 |
The transactions associated with each lot record are updated to include the newly-created bin.
If lots were reserved for material allocations linked to a job and an individual lot is stored in more than one bin, then each of the bin quantities is accumulated into a single reserved lot that has the newly created bin associated with it. If any reserved lot entry is incomplete, then the single lot with the rolled up quantities is marked as incomplete.
Bins allocated to sales order lines are replaced with an allocation for the newly-created bin.
Although not a requirement, you can run the Balance function of the Inventory Period End and Order Purge programs.
If you later decide to re-enable multiple bins against the warehouse, no other action is required, as the default bin is already defined against lots, reserved lots and sales order ship quantities.
If you switch off multiple bins for the entire company, then the conversion and Lot Traceability Archiving programs must be run.
The conversion program performs the following:
The bins are deleted for all stock code/warehouse combinations.
The bin allocations against sales orders are cleared.
The Lot Traceability Archiving program performs the following:
The bin is cleared from existing lot records for all stock code/warehouse combinations.
If an individual lot is stored in more than one bin, then each of the bin quantities is accumulated into a single lot that is associated with a blank bin.
The bins against transactions associated with each lot record are cleared.
If lots were reserved for material allocations linked to a job, then the bins are cleared from these records.
The following indicates the setup options within SYSPRO relating to multiple bins.
| Setup Options | Details |
|---|---|
| Inventory Configuration options | |
| Multiple bins | This requires entry of bins upon the receipt, issue or transfer of items and when capturing stock take information. The Lot Traceability Archiving program runs to ensure the default bin is inserted into existing lot records and their associated transactions against your traceable or ECC-controlled items. Run the Balance function of the Order Purge and Inventory Period End programs to ensure there are no quantities in ship without bin allocations and to transfer any qty on hand to the default bin. |
| Warehouses for multiple bins | This applies multiple bins selectively by warehouse. This can only be done after enabling multiple bins, saving your settings and reloading the Setup Options program. When a warehouse does not use bins (but the company does) then a dummy bin is used internally by SYSPRO programs. The dummy bin always equals the warehouse code (you don't have to indicate a bin number when posting for a warehouse with no bins as the program involved uses the dummy bin automatically). |
| Inventory Preference options | |
| Record movements for bin transfers | If multiple bins is enabled, then this option enables you to include bin transfers when retaining transaction movements processed for a stock item. Otherwise, the bin transfer transaction can be printed on the Inventory Journal Report but no movement is created. |
| Create bins at inventory transaction | This enables the automatic creation of new bins when a non-existent bin is supplied against a transaction. Bins are not automatically created when processing negative inventory transactions. |
| Negative on hand deplete out default bin | This depletes the quantity (for which there is insufficient stock) from the default bin for items shipped in Sales Orders and kit issued in Work in Progress. You typically select this if you have enabled negative inventory and want to use automatic depletion to release or issue items (regardless of their stock level) for which you do not require a movement record through the system. The item cannot be serialized, traceable, or ECC-controlled. |
| Sales Order Configuration options | |
| Request lots/bins/serials | This requires the entry of lot, bin and serial information when reserving stock. Otherwise you are only prompted when the items are shipped. The exception is if the Capture serial numbers for orders option is not selected (you are not prompted for serial numbers if multiple bins is not installed and the item is not traceable) and the Apply automatic depletion in Sales orders option is enabled (lots are allocated automatically from the first lot that can fully satisfy the requirement. |
| Work in Progress Preference options | |
| Multiple bins on hold during job receipt | Automatic places a bin on hold that is affected by the receipt of a job into stock, preventing issues from the bin until the hold is released. Prompt operator lets the operator decide whether a bin affected by the receipt of a job into stock must be placed on hold. |
Costing is unaffected by the multiple bins system. Costs are always held against the inventory warehouse record and the method of maintaining the unit cost is determined by the costing method that has been configured.
Existing sales orders with quantities to ship are unaffected by switching multiple bins off, as the bin allocations are removed as part of the conversion.
However, we still recommend running the Balance function of the Order Purge program to maintain data integrity.
The following indicates the interaction points in SYSPRO programs when processing transactions against items that are configured to use multiple bins.
| Program | Details | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| Inventory Movements |
|
||||||||
| Inventory Stock Take Capture | When performing a stock take, the counted quantities of the stock items can be captured by bin location. | ||||||||
| GIT Receipts with Apportionment | When you change the receipt quantity for a GRN, you need to specify the bin location. | ||||||||
| Inventory Period End | The Balance function checks that
the total on hand quantity of bins for a warehouse matches
the on hand quantity stored against the warehouse. If it
does not, then the bins are adjusted to equal the on hand
quantity stored against the warehouse (i.e. bins are always
adjusted to match the warehouse quantity). If multiple bins is applicable to the warehouse, then an adjust bin is created for the adjustment quantity. Otherwise, the adjustment is processed against the default bin. If the item is also traceable, then the controlling value is the lot quantity and both warehouse and bins are adjusted, if required. |
||||||||
| PO Receipts and Purchase Order Inspection | When processing a purchase order receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed. | ||||||||
| LCT Receipt in from LCT | When processing a shipment receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed. | ||||||||
| SO Entry | When you enter a positive ship quantity on a sales
order line for a stocked inventory item, you are prompted to
enter the bin location from which the sold quantity must be
taken. Your auto depletion setup option determines how the allocation of stock from multiple lots/bins is handled. |
||||||||
| SO Back Order Release | When releasing backorders for a stocked item, you are prompted to enter the bin location from which the sold quantity must be taken. | ||||||||
| RMA Issue and Receipt | The Single Level Bill of Materials process is used
when processing a credit note or sales order for a kit item.
Components may be required for both an exchange and a credit
note. Where applicable, you are requested to enter bin locations immediately after you confirm the components. |
||||||||
| WIP Job Entry | If you are reserving lots for allocations then you are prompted to reserve the required lot(s) once Trial Loading has taken place. Although it is not possible to reserve bins, because bins and lots are linked to each other, you are required to reserve a bin that is associated with the lot you choose to reserve. | ||||||||
| WIP Job Issues | Bins are requested when processing transactions using
either the Kit Issue or
Specific Issue functions. Your auto depletion setup option determines how the allocation of stock from multiple lots/bins is handled. |
||||||||
| Job Receipts | When processing a job receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed. | ||||||||
| SO Lots, Bins, Serials Allocations | If the multiple bins is enabled for a warehouse then
you need to indicate the bin location from which the item
must be issued. If you reduce the order or ship quantity against an existing sales order line, or (after invoicing) you process a partial credit note to the invoice, then you will be required to de-allocate the lots, bins and serials manually. However, if you cancel an order line, or the entire order, or (after invoicing) you credit the entire invoice, then all allocations are automatically de-allocated. If you indicated that you require the automatic depletion in sales orders then stock is issued automatically from the oldest and smallest available bin first as follows:
|
The following indicates the interaction points in SYSPRO programs when reporting and querying items that are configured to use multiple bins.
| Program | Details |
|---|---|
| Picking Slip | You use the picking slip to help you extract items
from stock ready for delivery to your customer. This report
can be generated in a number of sequences that includes the
bin location. If you select to sequence the report by Warehouse, bin location then you can select to start a new page on change of bin location. |
| Inventory Journal Report | The bin location is indicated on the report against
each transaction. You can also enable the: Print multiple bin transfer journals option to list all Bin transfer transactions posted in the Inventory Movements program. |
| Stock Take Variance | This program is used to record the results of a stock count performed on a selected range of inventory items and can be generated in bin number sequence. |
| Inventory Document Format | A print position for the bin location can be defined and then printed on inventory documentation using the Inventory Document Print program. |
| Kardex Report | The bin location is printed against the movements on this report. |
| Inventory Query | You can view the bins held against a stock item (from
the Query menu). Movements are only generated for bin transfer transactions if the setup option to record movements for bin transfers is selected. When you query sales orders you can select to query the lots/bins and serials for the highlighted sales order line from the Functions menu. If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query. |
| Inventory Browse on Bins | Bins are sequenced according to your selection at the Multiple bin browse default sequence setup option. |
| Sales Order Query | When viewing sales order detail lines, you can query
the bins for the highlighted sales order line from the
Functions menu. If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query. |
| Sales Invoice Query | You can query the bins for the highlighted invoice
line by selecting the Multiple bins
option from the Invoice Line Information pane or using your
right-mouse button on the invoice line in the
Detail Lines listview and selecting the
Bins option. If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query. |
| WIP Query | You can query the bins for the highlighted material
transaction by using your right-mouse button on the stock
item line in the Material Transactions
listview and selecting the Bins
option. When viewing material allocations against a job you can query the bins for the highlighted material allocation by selecting the Bins option from the Functions menu. |
| Symptom | Description and remedy |
|---|---|
| Bins are out of balance | To correct an imbalance between the quantity on hand
in your bins and the warehouse, you need to run the
Balance function of the Inventory Period End
program.
|
If no bin locations exist for the stock code then a default bin is created with the entire quantity on hand for the stock code/warehouse.
If a bin location has been defined against the stock code's warehouse (Warehouse Maintenance for Stock Code) then it is used to generate the default bin.
Otherwise, the warehouse code becomes the bin location.
If bins are defined for the stock code then the on hand quantity against each bin is accumulated.
The on hand quantity against each of the lots defined for the stock code is accumulated.
If the accumulated total for the lots does not match the on hand quantity against the warehouse and the accumulated total for the bins does not match the on hand quantity against the warehouse then the bins are balanced to the lots (either replacing the bin quantity on hand with the lot quantity on hand, or creating the bin if it does not exist).
Once the bins and lots balance, the lot total is compared to the on hand quantity in the warehouse. If they are not equal then an adjustment is processed against the warehouse so that it equals the lot total.
An adjustment movement is created against the stock code and a journal is generated.
If no bins locations exist for the stock code then a default bin is created with the entire quantity on hand for the stock code/warehouse.
If a bin location has been defined against the stock code's warehouse (Warehouse Maintenance for Stock Code) then it is used to generate the default bin.
Otherwise, the warehouse code becomes the bin location.
If the warehouse is enabled for multiple bins and bins are defined for the stock code then the on hand quantity against each bin is accumulated.
If the on hand quantity against the warehouse does not equal the accumulated total for the bins then the bins are adjusted to match the warehouse.
If the warehouse is enabled for multiple bins, then an adjust bin is created for the adjustment quantity. Otherwise, the adjustment is processed against the default bin.