Warehouses Management

Warehouses Management

5. Warehouses Management

You can create a warehouses for any place which represents a products container.

For example, relevant cases are :

  • A building
  • A shop
  • A supplier
  • A shelf in the warehouse that contains defective products
  • For products reserved (for instance for a show room, or for internal usage)

Warehouses Settings

The warehouses management screen is available from menu Embedded ERP > Inventory Management > Warehouses.

From there, you get the possibility to create and modify any warehouse.

Note

Be careful to never delete your default warehouse (the one with the ID 1), as it will cause serious problems inside ERP.
We are not managing the "delete warehouse", we are never suggesting directly deleting the warehouse from DB. So in this case you can disable that warehouse.

If you click on any warehouse row in the grid, or click on the Add new warehouse button located at the top-right corner of the grid, the warehouse edition screen will be displayed.

Here is a description of each tab available from this edition screen.

General

Main

Option
Description
Name
Name of your carehouse, displayed in ERP grids and screens.
Contact
Contact name in the warehouse.
Email
Email address to contact.
Status
Enabled / Disbaled. If the warehouse is disabled, it is hidden from ERP screens and grids.
Fulfillment method
Defines the warehouse type. More informations below.
Primary
Define a warehouse as “default target one” for all incoming stock movements made by third party extensions.
Display on front
If enabled, the warehouse available quantity will be displayed on the website frontend, at product view level (global setting must also be enabled from Stores > Configuration > BoostMyShop > Inventory Management > Frontend).
Use for supply needs
Consider this warehouse for the Supply Needs calculation.
Website
Not used.
Notes
Extra notes about this warehouse.
Open hours
Warehouse working hours.

Note

The fulfillment method will define in which screen the ordered products associated to the warehouse will be displayed and managed.

You have to keep at least one warehouse with a “Shipping” fulfillment method to be able to process orders through ERP order preparation screen.

Supply Needs

Option
Description
Use for supply needs
Calculate supply needs for this warehouse products
Default warning stock level
Default warning stock level for products in this warehouse
Default ideal stock level
Default ideal stock level for products in this warehouse
Enable low stock automatic update
Enable the automatic update of warning and ideal stock levels for products in this warehouse
Optimal stock level duration
Used in the ideal stock level calculation : ideal_stock_level = (supplier_lead_time + optimal_stock_duration) x (sales_per_week / 7)
Warning stock %
Used in the warning stock level calculation : warning_stock_level = warning_stock_level * (ideal_stock_level / 100)

Note

More information available about the Low stock automatic update available there.

Address

These fields will be used to display the warehouse address on the website front end if the Display on front option is enabled (available in the General section).

Figures

Field
Description
Skus in stock
Count of products currently affected to this warehouse, being in stock.
Total products
Sum of all products physical qty affected to this warehouse. For example, if product A has 5 on hand qty, and product B has 3 on hand qty, this field will display 8.
Total value
Total cost of all products currently affected to this warehouse (for each product : total_product_cost = product_cost * product_physical_qty).

Note

In the case where the full ERP package is installed and a product is associated to multiple suppliers, the cost used to calculate “Total value” field is the one from the supplier with setting “Primary” set to “Yes”.

Note

The Total products value is the sum of physical quantity of each product in the warehouse.

For example if your warehouse contains 2 products, product A with 5 physical qty and product B with 3 physical qty, the Total products value will be equal to 5 + 3 = 8.

Products

This tab summarizes stock levels of all products associated to the warehouse.

Note

In order to understand how are working stock levels, please take a look at the Concepts section.

Note

You can export this grid into a CSV file, using the Export button available above the grid.

Orders to ship

This grid displays order items to be shipped from this warehouse.

Once an order is shipped, order items will be removed from this grid.

The new mass-action option "Change shipping Warehouse" will allow you to change the stock reservation to another warehouse.
Choose the orders by mass select >> select Change Shipping Warehouse >> Choose the warehouse to which the stock should be reserved >> Click on Submit. 

The orders will be shifted to the respective warehouse.


Import

This feature should be used to update stock levels of warehouse products.

Expected file format and file specifications are described in the Import tab.

As a reminder, here are important points :

  • File extension : CSV / TXT
  • Separator : Semi-colon (; or ,)
  • Mandatory column : sku

Warning

When importing csv file make sure that the encoding type is in UTF-8.

Warning

Only SKU(s) already associated to the current warehouse are importable.

Note

Please use column names as described in the Import tab, using only lowercase letters.

As a reminder, usable column names in the import file are :

  • sku (mandatory or use barcode instead)
  • barcode (mandatory or use sku instead)
  • qty
  • shelf_location
  • warning_stock_level
  • use_config_warning_stock_level
  • ideal_stock_level
  • use_config_ideal_stock_level

That means you cannot associate new products to this warehouse using this import, but only change stock level of already existing ones.

If you try to import a SKU not already associated to the warehouse, the import will not process this row but will still process other ones.

CSV file example

sku;qty;shelf_location;
24-MB01;1;A1
24-MB02;10;D4

If a product has multiple locations, please follow the below CSV file example:-
sku;qty;shelf_location
24-MB03;90;A1-A4
24-MB01;90;A1,A4

Once your file is correctly formatted, simply select it with the Choisir un fichier button, then click on Save Warehouse.

This will process the import and display a message saying how many stock level have been correctly updated, and how many were not updated.

Note

If the file is not well formatted, it will display an error message to let you know what’s wrong with the current file.

Warehouses Routing

These screen is used to configure the system and decide how the warehouses are used.

There are 2 important roles for a warehouse :

  • Stocks in the warehouse are available for sales on the website, and are used to calculate the sellable quantity
  • Warehouse is used to dispatch order item

Both roles are configurable at the website level (store and store view levels are NOT available).

If you want to use a warehouse stock levels to sell on a website, you must enable the “Use for sales” option for the website / warehouse. Then, the quantity available for sales on the website will be the sum of the quantity available in the warehouses having “use for sales” enabled.

To select the warehouse to dispatch an order item, the configuration is a bit more complex: you must first enable the option” Use for shipments” for warehouses that can dispatch, and then configure the method and the priority :

  • Warehouse with stock, order by priority : in that case, the system browse the warehouses having the “Use for shipments” option enabled, sorted by priority (1 => 9999). Then, it will use the first warehouse that has enough available stock to dispatch the order item
  • Always priority one : in that case, order items are always assigned to the warehouse having the “Use for shipments” option enabled AND a priority of 1.

Here is an example of warehouses configuration. In that example, we do have 2 websites :

  • Main website is your online website.
  • Paris shop is a store, on the “Champs Elysees” in Paris

  • For the main website, the quantity sellable is the SUM of quantity available in warehouse default, drop ship and paris shop
  • For the Paris shop website, the quantity sellable is ONLY the quantity available in the paris shop website

When an order is placed on the “Paris shop” website, it is only dispatched from the “Paris shop” warehouse (it is the only one that has the “Use for sales” option enabled, and it is priority 1

When an order is placed on the main website, the systems checks if there are stocks in the default warehouse, if so it associated the default warehouse to the order item. If there is no stock in the default warehouse, then it checks the drop ship warehouse. If there is no stock at all, then the warehouse with the priority 1 will be used (default in that case)

Note

an order placed on the main website will NEVER be dispatched from the paris shop, even if we use that warehouse to calculate the sellable quantity. If the product is only available in the paris shop, you will have to transfer the stock to the default warehouse to dispatch the order.

Warning and ideal stock levels automatic update

ERP can automatically update warning and ideal stock levels based on sales history.

You will have to create a cron job to make sure the automatic update is working as normal.

php bin/magento bms_advancedstock:low_stock_level_updater

Here is described how work the algorithm.

Average sales per week calculation

This is done using the sales history comuting the average value for the 3 ranges.

Ideal stock period calculation

This is the period of sales we want to cover to make sure we wont go out of stock.

This period is the sum of :

  • The warehouse optimal stock level duration (can be configured in the warehouse view, under the supply needs section)
  • The product’s primary supplier lead time : this is the sum of supplier’s shipping delay + supply delay (configurable in the supplier view)

Warning stock level calculation

Warning stock level is always a percentage of the ideal stock level.

You can configure this percentage in the warehouse view in the Supply needs section, filling the Warning stock % field.

Additional information

  • You can exclude a product from the low stock automatic calculation from the stock helper screen, from the “Disable low stock update” column.
  • If the warning / ideal stock level result is between 0 and 1, but not 0, the result will be rounded to 1.

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