Storage


In Storage, you can create several different Storages. Items are easily moved between the different Storages.

Inventory contains inventory lists, registration of inbound and outbound deliveries, inventory and transaction history. The system also handles updating of stock items that are, for example, in service technicians’ cars.

Storages have a variety of settings and rights, so if you do not see what is described here, it depends on what permissions you have. Settings and rights are changed by signing in with an admin account. See more information at the bottom.

What does Storage contain?

Here we walk you through the different entrances. What you see and can do as a user is governed by your permissions in the system.

When using the Storage function these symbols appear when you add items to an order.

You see a star when you have selected a Default storage. The number indicates the quantity of the item in the storage.

Click on the symbol if you want to select another storage or no storage at all.

This symbol is displayed when you choose to pick items from a not selected Default storage.
Click on the symbol to select a storage.

Storages

Image 1: List of storages.

Click the +-sign to create a new Storage.

Add items to the new storage list by making a manual delivery. (You do this under Deliveries by clicking on the + sign). Deliveries can also be made via a Purchase Order.

In the example above, we have created a stock list for an individual service car – “Servicecar1”. You can easily move goods to, for example, the storage in a service car by using the Deliveries function. Read more under Deliveries on this page. It gives you full control over what and how many items are in the cars and the correct number is deducted from the correct car when the item is used.

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Do you want to download / export a list of the items in a storage? Click on the storage you want to create the export for and then click on this symbol. A csv-file is created which you then open in your spreadsheet program.

Main storage

While autogenerating a Storage in Group settings – Module settings – Edit Storage settings the storage is automatically named Autogenerated Main Storage and will be set as Main storage. See more under Information to admins. If you want to use another storage as Main storage this can be changed by selecting another storage in the list, open it and click the Set as Main Storage button.

You can also:

  • rename the storage or add comments – click on Edit
  • view all history concerning a storage – click on View History at the bottom of the storage information page.

Image 2: How to Set as Main Storage
Your Default storage

When you use an item in the storage, it is taken, by default, from the Main storage. You can change this yourself by using the function Use as Default storage (see image below)”. A Default Storage is the storage from which you primarily take your items, such as the storage in your car.

Click in the Storages list on the Storage you want to use as your Default Storage. At the bottom of the page is the Use as Default Storage button.

To remove yourself from a Default storage, without choosing another, click on Assign and uncheck the box next to your username.

An administrator may have assigned you a Default Storage. If so, you can not change the storage selection.

Image 3: How to set Use as Default Storage.

To view transaction history for a Storage open the Storage and click View history.

By opening a Storage you can also see which others use the Storage as their Default Storage.

Migrate storage items

You can also use the Migrate feature to move (make a delivery) items from one storage to another quickly and easily. See Image 2 abowe.

Storage item

Under the tab Storage items you can see and search among the items in your storage.

To see more information about an item, click on the item name. You end up in the Article Register. Under Used in you can see more stock information about the item.

Image 4: The heading “In stock” shows if and were the article is in stock.

If you want to take an inventory, you can select individual items already here under Storages Items. See the dropdown menu in the image below. Read more about it under Stocktaking.

Image 5: Storage Items list.
Set Order Point

Set so you get a signal when it’s time to order more of a stock item – Order point. When the value is below, the stock item is marked in red.

How to set order point

  1. Select a stock list.
  2. Click Edit
  3. A field (Order point) opens where you enter a value.
  4. Save.

At the bottom of the stock list you will find the Order Stock button, when there are items to be ordered, which creates a purchase order with the missing items.

Deliveries

Under Deliveries you make and see inbound and outbound deliveries.

Click the + sign to make a new inbound or outbound delivery.

  1. First select which storage the delivery is to be made to.
  2. Select articles to be included in the storage. If you see the barcode symbol, you can use a barcode scanner (scanner with bluetooth connection) to load an article.

How to add articles to a new storage.
Image 6: Manual inbound delivery

Inbound via Purchase order

It is also possible to make a delivery from a purchase order. Open the purchase order. At the bottom is the Create Delivery button. Then you can select items to add to the storage and to which storage and storage location they are to be delivered. See picture below.

Image 7: Delivery via Purchase order.
Stocktaking

If you want to make a stocktaking of individual items, click on the gear to the right of the article in the Storage Items tab. See Image 5 above.

If you want to inventory several items or the entire storage, there are two ways.

Option 1. Click on this symbol in the Storage Items tab. Select all items (top box) or select which items you want to inventory.

Option 2. Go to the Stocktaking tab and click the + sign. Select all (by clicking in the top box) or select the items you want to inventory.

Click Create Stocktaking.

Image 8: Option 1: Create stocktaking from the tab Storage item.

You can now specify a time period for the inventory and add comments.

Image 9: Click Start stocktaking to begin the inventory.

Click Start stocktaking.

How to make an inventory

Option 1:

Click on an item, fill in the quantity/amount and click Save.

Option 2:

Use a hand scanner (with bluetooth connection to computer / mobile) and scan the barcode on the item. A new box opens in the system where you can enter the amount. See Image 10 below. Then click Save.

Image 10: Here you enter the amount of the article. Click Save.

If there is a deviation, this can be seen in the list. To handle the deviation, click on Handle to the right of the item and sign the deviation.

Image 11: The pop up “Handle difference”.

Sign

When all items are inventoried, you sign the stocktaking and it is set to Done.

Image 12: List of stocktaking with status.

Stocktakings you have made can be found under Stocktakings with status:
In draft (not started).
In progress (started but not completed).
Done (signed and ready).

Storage value

When you have made an inventory, a storage value is automatically created. You get storage value for all your storages. This means that you can quickly find out the value of the storage in a technician’s car, for example.

Transaction History

Here you can see all transaction history for your warehouses: inbound and outbound deliveries, reservations, destinations (ie in which orders the item has been used), moving between storages, etc.

To export a file with the transaction history click on this symbol.

Info to administrators

In order for employees to see and use the Storage function, an administrator must give the user that permission. Sign in with your admin account.

Permissions for Storage concerning users

View, Create, Edit, Delete, Use other storages than default, Set Main Storage, Set Default Storage, Assign Default Storage, Create Delivery, Create In/Out delivery, Edit Delivery, Delete Delivery, Sign Delivery, Create Stocktaking, Edit Stocktaking, Delete Stocktaking, Perform Stocktaking, Show pending stocktaking articles.

Module settings for Storages
Autogenerate storage

This function generates a storage with all the items in the groups Article Register. This is only done once. The Storage created is automatically namned Autogenerated Main Storage. This name can of course be changed. Click on the name of the storage. The click Edit, rename the Storage and click Save.