2. Inter-Warehouse Transfers An Enhancement For iSeries 400 DMAS from  Copyright I/O International, 2004, 2005, 2007, 2010 Skip Intro

3. 2 Inter-Warehouse Transfers 4 Alternate methods for requesting, entering, tracking and receiving inventory transfers 4 Two methods offered for transfer entry –Transfer requests may be entered by requesting warehouse which generates transfer orders at the sending warehouse –Or, transfer orders may be entered directly by the sending warehouse An I/O enhancement for DMAS Inter-Warehouse Transfers

4. 3 Inter-Warehouse Transfers 4 “Pull” transfers (requests entered by requesting warehouse) –Utilizes purchase order entry functions for entering items being requested for transfer by receiving warehouse –Completing a transfer request automatically generates a transfer order for the sending warehouse –Once the transfer order is generated, the remaining process is the same as with processing transfer orders other than the entry function An I/O enhancement...

5. 4 Inter-Warehouse Transfers 4 “Push” transfers (transfer orders entered by sending warehouse) –Utilizes billing order entry functions for entering items to be transferred to a receiving warehouse –Billing order entry may also be used to modify transfer orders regardless of their origin An I/O enhancement...

6. 5 Inter-Warehouse Transfers 4 Pick list can be printed for transfer orders to aid in picking and preparing shipment 4 e-DMAS Bar Code Assisted Picking enhancement may be used for picking transfer orders 4 Packing list print is optional An I/O enhancement...

7. 6 Inter-Warehouse Transfers 4 Transfer entry process is completed when transfer order is “invoiced” –Invoicing function is executed but no invoice is actually printed –Transfer purchase order is automatically generated 4 A special dummy customer record is used for each defined DMAS company 4 Transfer orders are NOT posted to A/R, customer or item Sales Analysis, tax body or salesrep files An I/O enhancement...

8. 7 Inter-Warehouse Transfers 4 G/L transactions are generated for transfers –The G/L Distribution file in billing is used to determine which inventory G/L account to credit for the sending warehouse and which G/L account to debit for the receiving warehouse –The G/L Distribution file is also used to define offset accounts when transferring across company boundaries –The average cost in the sending warehouse is used to calculate the G/L transaction amount An I/O enhancement...

9. 8 Inter-Warehouse Transfers 4 Transfer purchase orders are generated as a result of performing the invoicing function against the transfer orders –Individually by order –Or invoicing a batch of transfer orders 4 If originated from transfer request, P/O number of transfer P/O is same as P/O number of transfer request An I/O enhancement...

10. 9 Inter-Warehouse Transfers 4 Sending warehouse can track out-bound transfers with –Billing Work with orders –Billing Sales Order Demand –Inventory Demand by Item –Billing Order status / Inquiry 4 Receiving warehouse can track in-bound transfers with –Purchasing Work with purchase orders –Billing Sales Order Demand –Inventory Demand by Item –Vendor search / Inquiry – Open purchase orders and historical purchase orders An I/O enhancement...

11. 10 Inter-Warehouse Transfers 4 Receiving transfer orders –A special dummy vendor record is created for every sending warehouse –Shipment receipts are received just like standard vendor shipments –e-DMAS Bar Code Assisted Receiving enhancement may be used for receiving transfer orders An I/O enhancement...

12. 11 Inter-Warehouse Transfers 4 Posting transfer orders –Transfer orders that have been received may be posted just like standard vendor receipts –If the e-DMAS Bar Code Assisted Receiving enhancement is installed, inventory put-away, reconciliation to the P/O, and posting occurs just like other bar code assisted receipts An I/O enhancement...

13. 12 Inter-Warehouse Transfers 4 Inventory Control transaction history file is updated with –A transfer record (type 8) for every item transferred out of a warehouse –An entry record (type E) for every transfer item in the transfer purchase order for the receiving warehouse –A receipt record (type R) for every transfer receipt posted to the receiving warehouse An I/O enhancement... Inter-Warehouse Transfer Summary

14. 13 Inter-Warehouse Transfers Summary (click button to view detail) Receiving the Transfer Posting the Transfer The Actual Transfer Tracking In-Bound Transfers Receiving Warehouse Transfer Order Entry Sending Warehouse The Actual Transfer Completing a Transfer Order Tracking Out-Bound Transfers Approving the Transfer Back to Title Page Tailoring Options Transfer Request Entry Requesting Warehouse Completing a Transfer Request

15. 14 Transfer Request Entry 4 The entry of transfer requests is very similar to standard purchase order entry 4 The user indicates the sending and receiving warehouses 4 If the sending/receiving warehouse is not assigned to a specific company, the user must key the intended company number 4 A dummy vendor number is used based on the sending warehouse number 4 Transfer requests are automatically entered as “supply” P/Os 4 When entry is finished, the user completes the transfer request by printing/posting the P/O

16. 15 Transfer Request Entry The transfer request function is accessed from the begin P/O Selection screen (P601) To begin entering inter-warehouse transfer requests, the user presses the new function key F21=W/H transfer

17. 16 Transfer Request Entry The user must indicate the “sending” and “receiving” warehouses The transaction date becomes the date of the transfer request The user enters the sending warehouse number and company – the sending company number must be keyed if the W/H is not assigned to a specific company The user may enter a unique P/O number if desired

18. 17 Transfer Request Entry Special data defaults into the order header for transfer requests The dummy vendor number refers to the sending warehouse The ship to address defaults to the name and address of the requesting warehouse

19. 18 Transfer Request Entry Items to be transferred are entered very similar to standard P/O entry Generally, the only entry required is item number and quantity After the Enter key is pressed, a warning will notify the user that a cost was not entered – this if fine, the item will be transferred at the cost of the sending warehouse A message will likely display referring to the vendor item number not being on file – this condition if OK since this is a dummy vendor number and should be ignored

20. 19 Return to Inter-Warehouse Transfer Summary Transfer Request Entry Ending entry of a transfer request is similar to a standard P/O To complete the transfer request, the user must print/post the transfer request When the Enter key is pressed, the user is presented the beginning screen for transfer requests

21. 20 Completing a Transfer Request 4 The user then officially “completes” the transfer request by “printing/posting” the P/O 4 A copy of the transfer request is printed and a transfer order is automatically generated for the sending warehouse 4 Other transfer requests may be entered at any time, even for the same sending and receiving warehouses

22. 21 Return to Inter-Warehouse Transfer Summary Completing a Transfer Request Transfer requests are completed by printing/posting the P/O To complete the transfer request, the user must print/post the transfer request A copy of the transfer request will print The action of printing/posting the transfer request will cause a transfer order to automatically be generated for the sending warehouse

23. 22 Transfer Order Entry 4 The entry of transfer orders is very similar to standard order entry 4 The user indicates the sending and receiving warehouses 4 If the receiving warehouse is not assigned to a specific company, the user must key the intended company number 4 A dummy customer number is used based on the company number 4 The user may choose to have all transfer orders put into a special order group 4 When entry is finished, the user may print a pick list and/or packing list

24. 23 Transfer Order Entry The user must indicate the “sending” and “receiving” warehouses The transaction date becomes the date of the transfer order. The user enters the proper company number The user enters the sending and receiving warehouse numbers – the receiving company number must be keyed if the W/H is not assigned to a specific company The preset dummy customer number for transfers will automatically be inserted

25. 24 Transfer Order Entry Special data defaults into the order header for transfer orders The dummy customer number refers to the company and the ship to address identifies the receiving warehouse The customer P/O number identifies the receiving W/H The order group name is determined from the tailoring options. All transfer orders default to a type of sale of “P”.

26. 25 Transfer Order Entry Items to be transferred are entered very similar to standard order entry Generally, the only entry required is item number and quantity After the Enter key is pressed, the selling price shows as zero but the cost is displayed A message will likely display referring to ‘unusual’ selling prices

27. 26 Return to Inter-Warehouse Transfer Summary Transfer Order Entry Ending entry of a transfer order is similar to a standard sales order The user may print a pick list immediately if desired When the Enter key is pressed, the user is presented the beginning screen for transfer orders

28. 27 Completing a Transfer Order 4 After the order is picked and in the process of being shipped, a packing list may be printed 4 The user then officially “completes” the transfer order by “invoicing” it 4 No invoice is actually printed, but a transfer purchase order is automatically generated for the receiving warehouse as a result of invoicing 4 Other transfer orders may be entered at any time, even for the same sending and receiving warehouses

29. 28 Completing a Transfer Order 4 The user may invoice transfer orders via the same methods as invoicing standard orders –Immediately invoice a single order –Invoice all orders ready to be invoiced –Invoice only orders within the order transfer batch that are ready to be invoiced

30. 29 Return to Inter-Warehouse Transfer Summary Completing a Transfer Order Transfer orders are completed by invoicing them, just like a standard sales order A transfer order is invoiced just like a standard sales order However, no paper invoice will be printed A transfer purchase order is automatically generated

31. 30 The Actual Transfer 4 A transfer purchase order is generated as a result of the transfer order being invoiced 4 The actual transfer of transfer items occurs at the time the transfer purchase order is generated from the transfer order for the receiving warehouse 4 Transfer purchase orders are generated –One at a time by invoicing transfer orders individually –As a batch by invoicing a batch of transfer orders

32. 31 The Actual Transfer 4 Once the transfer purchase order is generated for the receiving warehouse, the receiving warehouse sees the items being transferred as “on order” from the sending warehouse 4 A report is produced every time transfer purchase orders are generated –Report title is “P/O Interface File Order Log” –Identifies generated purchase orders –Contains errors and/or warning messages

33. 32 The Actual Transfer The P/O Interface File Order Log report identifies problems, if any, encountered while generating transfer purchase orders The purchase order number and company of the transfer purchase order that was generated The current status of the generated purchase order is identified If any Item Balance records were automatically created, the warehouse is identified here Return to Inter-Warehouse Transfer Summary Any other errors found would also be identified

34. 33 Tracking Out-Bound Transfers 4 The sending warehouse can view out-bound transfer orders a couple of ways –With Billing Work with Orders until transfer order is invoiced and goes through Billing End-of-day –With Billing Sales Order Demand until the transfer P/O is fully received –With Inventory Demand by Item until the transfer P/O is fully received –With Order Search / Inquiry until transfer order is invoiced and goes through Billing End-of-day

35. 34 Tracking Out-Bound Transfers The Billing Work with Orders function can be used to view transfer orders All transfer orders for a given company are all assigned to a single dummy customer number The sending warehouse number and sales order number are displayed The receiving warehouse number can be viewed on alternate view 4 View alternate view 4

36. 35 Tracking Out-Bound Transfers 4 Contents of transfer orders “generated” but not yet fully received in purchasing can be viewed using –The Work with Billing Sales Order Demand task –The Work with Inventory Demand by Item task

37. 36 Tracking Out-Bound Transfers The Billing Sales Order Demand task shows all transfer items that have been invoiced but for which transfer P/O’s have not been fully received These items are being transferred from warehouse 01 to warehouse 02 The sales order number from which a transfer item was extracted is displayed To view line item details use 2=Work/demand To view line item details use 2=Work/demand The P/O number of the transfer P/O generated is displayed in alternate view 3

38. 37 Tracking Out-Bound Transfers The Inventory Demand by Item task shows all transfer items that have been invoiced but for which transfer P/O’s have not been fully received These items are being transferred from warehouse 01 to warehouse 02 The sales order number from which a transfer item was extracted can be seen on the line item detail screen To view line item details use 2=Work/demand To view line item details use 2=Work/demand

39. 38 Tracking Out-Bound Transfers For the Order Search / Inquiry task, select options to limit the resulting list to only transfer orders that you are interested in Select only orders for your dummy transfer customer number Enter the receiving warehouse as the first two characters of the P.O. number Enter the sending warehouse number Let your search default to ‘Current’ orders

40. 39 Tracking Out-Bound Transfers The Order Search/Inquiry task can show transfer orders that are either history or transfer orders that have been entered but not yet invoiced The first two characters of P/O number indicate receiving W/H The status of each entered transfer order is displayed Return to Inter-Warehouse Transfer Summary Select only the ‘warehouse transfer’ customer number to see only transfer orders The contents of the transfer order may be viewed by entering the desired line number

41. 40 Tracking Out-Bound Transfers The details of a transfer item may be displayed for viewing A missing vendor item warning message may be ignored since this is a dummy vendor and transfer items do not require vendor item records The source from which this item originated is identified at the bottom of the screen Return to previous slide

42. 41 Return to Alternate view 1 Tracking Out-Bound Transfers The receiving warehouse number is displayed on alternate view 4 The identity of the receiving warehouse is displayed in the Customer P.O. field

43. 42 Tracking In-Bound Transfers 4 The receiving warehouse can view in-bound transfer purchase orders a couple of ways once transfer purchase orders are generated –With Purchasing Work with Purchase Orders –With Billing Sales Order Demand until the transfer P/O is fully received –With Inventory Demand by Item until the transfer P/O is fully received –With Vendor Search / Inquiry, both Open Purchase Orders and Purchasing Receipts History

44. 43 Tracking In-Bound Transfers Use the selection options for purchasing Work with Purchase Orders to view in-bound transfer purchase orders To see transfer orders coming from a single warehouse, enter the dummy vendor for that warehouse To see in-bound transfers for a single warehouse, enter the warehouse number of the receiving warehouse To see only in-bound transfer orders, you may want to enter an alert code of “*X”

45. 44 Tracking In-Bound Transfers The Purchasing Work with Purchase Orders function can be used to view transfer purchase orders All transfer orders coming from a single sending warehouse for a single receiving warehouse The purchase order number and transfer date are shown The P/O status shows transfers as ordered, ready to receive, and approval not required Transfer purchase orders always have an alert code of *X and only the print code of “L”: turned on

46. 45 Tracking In-Bound Transfers 4 Contents of transfer orders “generated” but not yet fully received in purchasing can be viewed using –The Work with Billing Sales Order Demand task –The Work with Inventory Demand by Item task

47. 46 Tracking In-Bound Transfers The Billing Sales Order Demand task shows all transfer items that have been invoiced but for which transfer P/O’s have not been fully received These items are being transferred from warehouse 01 to warehouse 02 The sales order number from which a transfer item was extracted is displayed To view line item details use 2=Work/demand To view line item details use 2=Work/demand The P/O number of the transfer P/O generated is displayed in alternate view 3

48. 47 Tracking In-Bound Transfers The Inventory Demand by Item task shows all transfer items that have been invoiced but for which transfer P/O’s have not been fully received These items are being transferred from warehouse 01 to warehouse 02 The sales order number from which a transfer item was extracted can be seen on the line item detail screen To view line item details use 2=Work/demand To view line item details use 2=Work/demand

49. 48 Tracking In-Bound Transfers 4 When entering Vendor Search / Inquiry, select the transfer vendor that represents the sending warehouse 4 Select “Open purchase orders” to check expected transfers 4 Select “Purchase order history” to check previously received transfers

50. 49 Tracking In-Bound Transfers The Open Purchase Orders task shows all transfer items that are expected to be received These items are expected from warehouse 01 and will be received by warehouse 02 The sales order number from which a transfer order was extracted can be seen by reviewing a line item within the desired transfer P/O Return to Inter-Warehouse Transfer Summary Limit the list to the receiving warehouse number Alert code of “*X” indicates a ‘transfer order’ To view line item details use 8=Browse items To view line item details use 8=Browse items

51. 50 Tracking In-Bound Transfers The details of a transfer item may be displayed for viewing A missing vendor item warning message may be ignored since this is a dummy vendor and transfer items do not require vendor item records The source from which this item was received is identified at the bottom of the screen Return to previous slide

52. 51 Tracking In-Bound Transfers Then, for the desired item, use option 5=Browse Enter option 5=Browse on the line for which you wan to view the line item detail This screen displays both the sending warehouse number and the receiving warehouse number

53. 52 Tracking In-Bound Transfers The Review Item Detail screen displays details of a specific item warehouse transfer This screen displays the transfer P/O number and the transfer order number Return to Purchase Receipts History The receiving warehouse

54. 53 Return to Inter-Warehouse Transfer Summary Receiving the Transfer 4 The receiving process for a transfer purchase order is the same as for a standard vendor purchase order 4 Receiving options –Receive the shipment using DMAS Work with Purchase Orders receiving functions, reconciling the receipts against what was expected –If installed, receive the shipment using the I/O Bar Code Assisted Receiving enhancement

55. 54 Return to Inter-Warehouse Transfer Summary Posting the Transfer 4 The purchase order posting process for a transfer purchase order is the same as for a standard vendor purchase order 4 Posting options –Post the receipt using DMAS Work with Purchase Orders receiving functions individually or part of a batch –If installed, use the functions in the I/O Bar Code Assisted Receiving enhancement to reconcile the receipts against the open transfer P/O and post it individually or part of a batch

56. 55 Approving the Transfer 4 Transfer purchase orders do not require approval. 4 Hence, the approval status of a transfer P/O will always be “N/A” Return to Inter-Warehouse Transfer Summary

57. 56 Tailoring Options 4 Using the IOTAILOR XFROR command, the user can tailor the Inter-Warehouse Transfer enhancement 4 The tailoring options control the dummy customer numbers to be used for each company 4 The user can set other transfer entry and purchase order options

58. 57 Two options pertain to transfer order entry The next three options pertain to the generated transfer purchase order Tailoring Options Tailoring options control several aspects of transfer entry and transfer purchase orders The user enters the dummy customer number to be used for each company (the first 16 companies are not shown) End of topic The last two options define the G/L Distribution numbers used for inter-company transfers

59. 58 End of Presentation For more information about the Inter-Warehouse Transfer Enhancement for iSeries 400 DMAS, call I/O International, Inc. at (914) 232-2233 Thank you for your interest Suite 2002 Pinewood Business Center Somers, New York 10589 Return to Inter-Warehouse Transfer Summary

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