Help centre / Warehouse Management

Bin Reconciliation

A voucher changes what a storage space holds - that is the books. The bins say where in the storage space the stock is, and must add up to the books . This screen shows both side by side and brings the bins up to date.

1What this screen is for #

Menu path: Warehouse Management > Bin Reconciliation. Route /warehouse/reconciliation .
Per item: Books (the storage-space stock of the voucher types the warehouse handles), Bins (what its bins add up to) and the difference.
Books here leave out the vouchers of a type whose Use WMS Bins is Off (Voucher Manager; Off is the default): the warehouse ignores those, so this figure equals the Storage Space reports only when every stock voucher type of the storage space is switched on.
Vouchers behind : vouchers whose stock has not reached the bins yet.
Bring the bins up to date posts those vouchers' movements to the bins. Nothing is corrected without the button being pressed.

2Why the bins fall behind #

A voucher saved, cancelled or deleted on the web reaches the bins at once.
A voucher saved from the desktop does not know bins; it waits here.
A draft posted by an approval , or a status changed by a workflow step, waits here.
A storage space just switched to the WMS has its whole history and its opening waiting - the first press of the button brings them all in.

3The nightly check #

Once a night the API server makes this same comparison for every storage space run by the WMS, without anyone opening the screen.
Where the bins and the books disagree - a voucher has not reached the bins, an item's bins do not add up to the books, a bin row is below zero - it puts an item on the bell of the Administrators and of the users holding the Alter right on WMS - Bins . The item opens this screen.
It moves no stock and does not press Bring the bins up to date: a person decides that.
Stock outside the WMS - moved by voucher types with Use WMS Bins Off - is said in its note every night. The bell rings for it when it first appears and when the number of such items changes, with the heading Stock outside the WMS ; an unchanged number rings nothing.
A storage space left wrong is reported again the next night; one that is clean is not reported at all.
Last nightly check , under the verdict, shows when it last looked at this storage space and what it found.
It is switched on or off, and its hour set, on WMS Settings : WMS nightly bin check (#296) and WMS nightly bin check hour (#297, 0 to 23, the server's clock). As delivered it is on, from 2 o'clock.
The server looks every ten minutes. If it was off at the hour, the check runs when it comes back, once.

4Step by step #

Pick the storage space. The screen checks at once; Check again (F2) repeats it.
Read the verdict on the left. If vouchers are behind, press Bring the bins up to date (F5) and confirm.
The result says how many movements were posted. The list should then show no difference.
If the dispatch bin is below zero, open Picking : tick the voucher and scan the bins that really gave the stock. Another bin below zero (rows in red on Bin Stock ) is put right by a move from where the stock really came.

5Where the button puts stock #

Stock in , and the opening : the storage space's default receiving bin, where it waits to be put away on Putaway.
Stock out : the default dispatch bin, which goes below zero where it does not hold the stock - issued, bin not confirmed - until Picking says which bin gave it.
With Automatic allocation on (Putaway Rules): stock in goes to the bins the rules name; stock out is taken from the bins that hold the item, its pick bin first - blocked bins and bins being counted give nothing.
A voucher lowered, cancelled or deleted : undone in the bins it used, as Reversal rows.

6Toolbar & keyboard #

Check again (F2) reads the books and the bins again.
Bring the bins up to date (F5) asks to confirm, with OK focused.
Esc closes the page. Click a column heading to sort.

7Rules #

Only a storage space run by the WMS is kept in step.
The books hold stock by storage space only where the company has Multiple storage spaces on and the voucher type has Enable Storage Space on; stock transfers and openings per storage space always count.
Who may press the button: the Alter right on the object WMS - Bins , in User Manager.

8If something does not work #

"... item(s) hold stock that vouchers of a type the WMS does not follow have moved (Use WMS Bins is Off for that voucher type in Voucher Manager). ..." / the columns Storage space and Outside the WMS show a difference

Why: The WMS follows only the voucher types that have Use WMS Bins on. A voucher of any other type still moves the storage space's stock in the books, but no bin hears of it - so the Storage Space reports and the bins drift apart, and the bins can still 'agree with the books' the WMS follows. Outside the WMS is that drift, item by item.
What to do: In Voucher Manager, set Use WMS Bins to Optional or Required for every voucher type that moves stock of a storage space run by the WMS; then press Bring the bins up to date here. A type left Off on purpose keeps its stock outside the bins - the figure then stays, and says by how much.

"'...' is not run by the WMS, so its bins do not follow the books. Switch it on in the block Run by the WMS of the Warehouse master first." / the verdict reads "Not run by the WMS"

Why: Only a storage space switched to the WMS has its bins kept in step with the vouchers.
What to do: Lay the storage space out, name its default bins and switch it on, on the Warehouse master.

"This company does not keep stock by storage space (Multiple storage spaces is off in Company Details), so the books hold nothing for a storage space and the bins have nothing to follow."

Why: The books record which storage space stock is in only when the company has Multiple storage spaces on.
What to do: Switch it on in Admin > Company Details, and turn Enable Storage Space on for the stock voucher types in Voucher Manager.

"None of the ... stock voucher types has Enable Storage Space on in Voucher Manager, so vouchers do not say which storage space their stock is in. ..."

Why: A receipt or an issue books stock to a storage space only when its voucher type has Enable Storage Space on. Without it, only stock transfers and openings per storage space reach a storage space's books - and so its bins.
What to do: In Voucher Manager, turn Enable Storage Space on for the voucher types that move stock (receipts, delivery notes, invoices that move stock, returns) and choose how the storage space is asked for.

"The bins already agree with the books." / Bring the bins up to date is greyed out

Why: Every voucher has reached the bins and every item's bins add up to the books: there is nothing to post.
What to do: Nothing to do.

"... movement(s) posted for ... voucher(s), ... item(s)."

Why: The button posted the movements the bins were missing.
What to do: Nothing to do; the list now shows no difference.

"... bin balance(s) are below zero - the books moved stock those bins did not hold." / "... bin balance(s) are below zero: a voucher took stock that the bins did not hold there. ..."

Why: A voucher took stock out of the storage space. An issue leaves the default dispatch bin until a bin is confirmed for it, so that bin goes below zero by what was issued - the bins stay equal to the books.
What to do: Open Picking, tick the voucher, and scan the bins that really gave the stock - the dispatch bin comes back to zero. On Bin Stock the rows below zero are red.

An item still differs after Bring the bins up to date

Why: It should not: the button posts exactly the difference. A voucher saved while it ran is the usual reason.
What to do: Press Check again; if vouchers are behind again, press the button again.

"You do not hold the right to bring the bins up to date. An administrator grants it in User Manager, Masters tab, on the object WMS - Bins (Alter)."

Why: Bringing the bins up to date asks for the Alter right on the bins.
What to do: An administrator ticks Alter on WMS - Bins for you in User Manager.

The bell shows "Stock outside the WMS: ..."

Why: The nightly check found items whose stock by the Storage Space reports is not what the bins hold, because vouchers of a type with Use WMS Bins Off moved it. The bell rings when that first appears and again whenever the number of such items changes - not every night. The bins still agree with the books the WMS follows.
What to do: Click it - it opens Bin Reconciliation; the column Outside the WMS shows the items. In Voucher Manager set Use WMS Bins to Optional or Required for the voucher types that move stock of that storage space, then press Bring the bins up to date. Types left Off on purpose: dismiss the item; it does not come back while the number stays the same.

The bell shows "Bins and books differ: ..."

Why: The nightly check found that the bins of that storage space do not agree with the books: vouchers that have not reached the bins, items whose bins do not add up, or bin rows below zero. The item says which.
What to do: Click it - it opens Bin Reconciliation. Pick the storage space and press Bring the bins up to date; settle rows below zero on Picking. Then dismiss the item. It comes again the next night only if the storage space is still wrong.

The same alert arrives every morning

Why: The storage space is still not clean, so the check reports it again each night.
What to do: Bring the bins up to date and settle the rows below zero. To stop the check altogether, an administrator switches #296 to No on WMS Settings.

This is the help InvoiceNET® ERP shows beside the Bin Reconciliation screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.

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