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Help centre / Warehouse Management

Van Loads

A van used for route sales can be run with a bin. It is loaded from the warehouse's bins with one Stock Transfer voucher, sold from by ordinary invoices, and this screen shows what it holds. A van is never run by the WMS until it is switched on here.

1What this screen is for #

  • Menu path: Warehouse Management > Movement > Van Loads. Route /warehouse/van-loads .
  • A van is a storage space of the type Route , made on the Warehouse master. Every one open to your branch is listed.
  • Switch on for the WMS gives the van one bin . It is the van's storage, receiving and dispatch bin together - nobody scans shelves inside a van.
  • A van load is a list of lines: a bin of the warehouse, an item and a quantity. It is a draft until it is confirmed.
  • Confirm load posts one Stock Transfer voucher from the warehouse to the van: each line leaves its bin and is in the van's bin. Nothing is in transit and nothing is received.
  • Pick a van to see what it holds; pick a load to see its lines.

2Loading a van #

  • New load (F3) : pick the van and the warehouse. Find items in the warehouse's bins, press Add, give the quantity. Save the draft - nothing has moved.
  • Only free stock is offered: in an Active bin, not held by a pick, an open task or another draft; without a batch; not held by serial number.
  • Fetch the goods bin by bin and put them on the van. Change draft corrects a line that could not be loaded.
  • Confirm load (F5) checks the bins again and posts the voucher. A confirmed load cannot be cancelled: stock comes back by closing the van's day.
  • The Stock Transfer voucher type needs Use WMS bins on and System numbering (Voucher Manager).

3Selling from the van #

  • Nothing is entered here. A sale is an ordinary invoice saved with the van as its storage space , from the web program, the phone or the desktop.
  • The stock leaves the van's bin by the invoice voucher type's bin rule. That type needs Use WMS bins on (Voucher Manager).
  • An invoice saved from the desktop reaches the bin at the next Bring the bins up to date (Bin Reconciliation), or with the nightly check.

4Closing the van's day #

  • Close the day (F4) , with the van picked, shows the two steps and where each stands.
  • Step 1 - Count the van. Start the count freezes the van's bin and puts it on Count (pick the van as the storage space). The counter is not shown what the books say. A figure that differs is counted again by a second person.
  • A difference still outside the tolerance waits for approval as a count variance : it is on Warehouse Approvals and is decided on the Count Desk , by the people the Warehouse Approval Rule names.
  • Post the count on the Count Desk: the van's bin and its books are corrected by one Physical Stock voucher, and the bin is released.
  • Step 2 - Return what is left. The list opens with everything on the van; lower a quantity or remove a line for what stays on board. Save the draft, take the goods off, and Confirm return (F5) : one Stock Transfer voucher brings them into the warehouse's receiving bin, and Putaway tasks are raised.
  • The order keeps itself: while the count is open nothing can be returned, loaded or sold from the van's bin.
  • A van that keeps its stock overnight needs only step 1 - or neither.

5Conditions #

  • A van that is not switched on works as it always did: its stock is in the books, and no screen of the WMS touches it.
  • Once switched on, a van stays on while its bin holds stock.
  • Stock the books already showed on the van is not in the bin at the moment it is switched on: run Bring the bins up to date for the van.
  • Stock in a batch , and items held by serial number , are not offered for a load: move those on the Stock Transfer voucher under Voucher Entry.
  • A van that already has zones or bins laid out by hand is switched on on Warehouse Layout, not here.

6Toolbar & keyboard #

  • Refresh (F2) , New load (F3) , Close the day (F4) , Confirm (F5) . Esc closes a dialog; with none open, the page.
  • Rights, on the object WMS - Vans: View opens the screen, Create drafts and confirms a load or a return, Alter switches a van on, Delete cancels a draft. Starting the day's count asks Create on WMS - Counts.

7If something does not work #

"You do not hold the right to open Van Loads. An administrator grants it in User Manager, Masters tab, on the object WMS - Vans (View)." / "... open a van load / change a van load / confirm a van load ... (Create)" / "... switch a van on for the WMS ... (Alter)" / "... cancel a van load ... (Delete)"
Why
The screen opens with View on WMS - Vans; a draft and its confirmation need Create, the switch needs Alter, cancelling a draft needs Delete.
What to do
An administrator ticks the right for you in User Manager, Masters tab.
"No storage space of the type Route is open to your branch. Make one on the Warehouse master and give it the type Route."
Why
A van is a storage space of the type Route, and none is open to the branch you signed in to.
What to do
On the Warehouse master make the storage space, set its Type to Route, and under Applies to branches include your branch.
"No warehouse run by the WMS is open to your branch - a van is loaded from the bins of one."
Why
A van load takes stock from bins, and no storage space other than a van is run by the WMS for your branch.
What to do
Lay a warehouse out on Warehouse Layout and switch it to Run by the WMS.
"No Stock Transfer voucher type is ready for a van load. ...: Use WMS bins is Off on this type - the bins would not follow the voucher; its number is typed by hand (Numbering, Manual) ... Set it in Voucher Manager." / "The company has no Stock Transfer voucher type ..."
Why
The load posts a Stock Transfer voucher. The type must have Use WMS bins on and System numbering.
What to do
In Voucher Manager open the Stock Transfer type: set Use WMS bins to Optional or Required, and Numbering to System.
New load (F3) is greyed
Why
No van is switched on, no warehouse run by the WMS is open to you, you do not hold Create, or the tables are not installed.
What to do
Switch a van on first; see the entries above for the rest.
"... is of the type .... Only a storage space of the type Route is a van - set the type on the Warehouse master, or lay a warehouse out on Warehouse Layout."
Why
Switch on for the WMS makes the one bin of a van; a storage space of another type is a warehouse.
What to do
Set the storage space's Type to Route on the Warehouse master if it is a van.
"... is marked Inactive. Clear Inactive on the Warehouse master first." / "... is a group - other storage spaces are filed under it - and a group holds no stock."
Why
An inactive storage space, or one that only groups others, cannot be run by the WMS.
What to do
Clear Inactive on the Warehouse master, or pick the storage space that is the van itself.
"... is switched on already; its bin is ...."
Why
Two people pressed the button, or the list on screen was old.
What to do
Press Refresh (F2).
"... has ... zone(s) and ... bin(s) already. Finish it on Warehouse Layout (block Run by the WMS) - this button makes the one bin of a van that has none." / Card: "It has bins but is not switched on - finish it on Warehouse Layout"
Why
Somebody laid zones or bins out for this van by hand. The button would add a second layout beside it.
What to do
On Warehouse Layout pick the van, and in the block Run by the WMS name its receiving and dispatch bin and switch it on.
Switching on answers "Restricted user permission" naming WMS - Zones, WMS - Bins or WMS - Warehouse
Why
Switching a van on makes a zone, a bin and the storage space's WMS row, and those tables ask their own rights.
What to do
An administrator grants Create on WMS - Zones, WMS - Bins and WMS - Warehouse in User Manager, Masters tab.
The van is switched on but shows 0 items although the books show stock on it
Why
Switching on makes the bin; it does not read the books. Vouchers saved before reach the bin through the bin engine.
What to do
Open Bin Reconciliation, pick the van, and press Bring the bins up to date.
"Pick the van." / "Pick the warehouse the van is loaded from." / "Pick the Stock Transfer voucher type the load posts."
Why
A load needs all three.
What to do
Pick each in the New van load dialog.
"The van is not a storage space open to your branch." / "The warehouse is not a storage space open to your branch." / "The van and the warehouse of that load are not both open to the branch you signed in to."
Why
A load may name only storage spaces your branch may use.
What to do
Sign in to the branch that owns them, or change Applies to branches on the Warehouse master.
"... is not switched on for the WMS - press Switch on for the WMS on Van Loads first; it gives the van its bin." / "... has no bin to take stock into. Switch it on for the WMS again on Van Loads."
Why
The van has no bin for the stock to go into.
What to do
Pick the van on the left and press Switch on for the WMS.
"... is a van - a van is loaded from a warehouse, and returns to one." / "... is not run by the WMS - a van load takes the stock from its bins. Pick a warehouse run by the WMS." / "... is of the type ... - a van is a storage space of the type Route (Warehouse master)."
Why
The two ends are the wrong way round, or the storage space picked is not what the load needs.
What to do
Pick a van as Van and a warehouse run by the WMS as From warehouse.
"..., the van, is Inactive." / "..., the warehouse, is Inactive." / "... is a group - it holds no stock."
Why
One end was made inactive, or is a group, since the draft was started.
What to do
Clear Inactive on the Warehouse master, or pick another.
"Add at least one line: find the item below and press Add." / "Add at least one line: a bin, an item and a quantity." / "A van load carries up to 500 lines." / "The same item from the same bin is on two lines - put it on one."
Why
A load needs lines, at most 500, and each bin and item once.
What to do
Find the item under Free stock in the bins of the warehouse and press Add; split a very large load in two.
"...: give the quantity to load, above zero." / "Line n: the quantity must be above zero." / "Line n: a quantity has at most four decimals."
Why
A line has no quantity, or one with too many decimals.
What to do
Give each line its quantity; remove a line that is not going.
"...: bin ... holds ... free - the line asks for ...." / "Line n: bin ... holds ... of ... free to send - the line asks for ...." / "Line n: that bin of ... does not hold the item free to send - it may be in a batch, held by serial number, allocated to a pick, or the bin is not Active."
Why
The bin does not hold that much of the item free: some is held by a pick, an open task or another draft, or it is in a batch or held by serial number.
What to do
Lower the quantity, or add a line from another bin. Batches and serial numbers are moved on the Stock Transfer voucher under Voucher Entry.
"The vehicle number can't exceed 30 characters." / "The driver's name can't exceed 100 characters." / "The note can't exceed 500 characters."
Why
A text is too long.
What to do
Shorten it.
"... is Closed / Cancelled - only a draft is changed." / "... was changed by someone else while you had it open. It is read again - make your change once more." / "... is a van load - it is changed on its own screen."
Why
The load was confirmed, cancelled or changed by someone else after you opened it.
What to do
Press Refresh (F2) and look at it again.
"Say why the load is cancelled - it is kept with it." / "The reason can't exceed 200 characters." / "... is loaded - only a draft is cancelled. What is on the van comes back when the van's day is closed."
Why
Cancelling needs a reason; only a draft can be cancelled.
What to do
Give the reason. A load already confirmed is not cancelled - what is not sold comes back when the van's day is closed.
"Van load ... cannot be confirmed yet:" with "...: bin ... no longer holds it free to send - it was picked, moved or counted since the draft was made. Change the line." / "...: bin ... holds ... free now - the line asks for .... Change the line."
Why
The bins are checked again at the confirm. Something took the stock between the draft and now, or the bin is frozen by a count.
What to do
Press Change draft, correct the line to what was really loaded, save and confirm again.
"... was refused by the voucher save - nothing has left the warehouse. Put it right and confirm again:" followed by the voucher's own reasons
Why
The Stock Transfer voucher did not pass the voucher rules: the date is outside the financial year or locked, stock would go below zero in the books, or a setting of the type refuses it.
What to do
Read the reasons listed; they are the voucher screen's own. Put it right and press Confirm load again - the draft is untouched.
"... could not be loaded for ... (the voucher type's item filter leaves it out, or the item is inactive). Transfer it on the voucher screen." / "The voucher type's line routing dropped a line (a manufacturing option in Voucher Manager). Transfer this on the voucher screen."
Why
The Stock Transfer voucher type does not accept one of the items, or changes the lines as it saves.
What to do
Remove the item from the load, or correct the voucher type in Voucher Manager.
"This transfer is being posted by another request right now. Wait a moment and press Refresh." / "The load was confirmed by someone else at the same moment." / "... is loaded already - only a draft is confirmed."
Why
Two people pressed Confirm load for the same load.
What to do
Press Refresh (F2): the load shows as Loaded.
"The save noted a stock warning: ..."
Why
The voucher was saved, with a warning from the books about stock below zero.
What to do
The load is confirmed. Check the item on Bin Reconciliation.
"That van load no longer exists. Press Refresh." / On Transfers: "... is a van load - open it on Warehouse Management > Movement > Van Loads."
Why
The record was removed, or a van load was opened from the Transfers screen.
What to do
Press Refresh; work a van load on this screen.
An invoice was saved for the van but the van still shows the stock
Why
The invoice's voucher type has Use WMS bins Off, the invoice names another storage space, or it was saved from the desktop and has not reached the bins yet.
What to do
In Voucher Manager set Use WMS bins on the invoice type. Check the invoice's storage space. For a desktop invoice press Bring the bins up to date on Bin Reconciliation.
An invoice for the van is refused: the bin does not hold the stock
Why
The voucher type's Negative bin stock is set to Refuse and the van's bin holds less than the invoice asks for - the goods were never loaded here, or were loaded on another van.
What to do
Load the van first, or correct the storage space on the invoice.
The invoice has no Warehouse box, so the van cannot be named
Why
Enable Storage Space is off on the voucher type - a type duplicated from one without storage spaces is made that way.
What to do
In Voucher Manager open the van sales type, switch Enable Storage Space on and save. Open the invoice screen again.
An invoice was saved for the van, the van's bin did not change and the dispatch bin went below zero
Why
The voucher type's Default Bin Rule is Ask and the line names no bin. A van has one bin and no dispatch bin of its own to wait in.
What to do
In Voucher Manager set Default Bin Rule to FIFO, FEFO or Pick sequence on the van sales type, so the system takes the stock from the van's bin itself.
"You do not have rights on ..." on the invoice screen, or the Sale menu does not list the van sales type
Why
The login holds no right on that voucher type, or was never given the Sale menu.
What to do
An administrator ticks the type on User Manager > Vouchers, and Sale on User Manager > Menu Definition, for that user.
The Employee box on a new van invoice is empty, or shows somebody else
Why
No employee's ledger account names the login that is signed in, or it names another employee's login.
What to do
On Masters > Accounts > Ledger Account open the salesman's own account, switch Has Login on and pick his Login Name. One login belongs to one employee.
Close the day (F4) is greyed
Why
No van is picked, or the van picked is not switched on for the WMS.
What to do
Pick a van that is switched on.
Start the count is greyed, with "You need Create on WMS - Counts to start it."
Why
The day's count is a count like any other, and starting one asks Create on the object WMS - Counts.
What to do
An administrator ticks Create on WMS - Counts for you in User Manager, Masters tab - or the stock controller starts the count on the Count Desk (kind Full, the van as storage space).
"... is not a van - a van is a storage space of the type Route." / "... is not switched on for the WMS - it has no bin to count." / "... is not switched on for the WMS - it has no bin to return stock from."
Why
Closing the day works on a van that has its bin.
What to do
Pick a van that is switched on.
"None of the 1 bin(s) the plan finds can be counted now: ...: It is in another count already." / "... holds allocated stock" / "... has open tasks"
Why
The van's bin is already in a count, or stock in it is held by a pick or an open task.
What to do
Finish the count that is open (Count Desk), or the task, and start again.
"Count ... started: 1 bin(s) frozen, ... line(s) to count. ... Count the van on Warehouse Management > Count (pick this van as the storage space); post the count on the Count Desk, then return what is left."
Why
Not an error: step 1 has begun. The van's bin is frozen.
What to do
Open Count, pick the van as the storage space, and count its bin. Then post the count on the Count Desk.
The count of the van waits for approval
Why
The recount is still outside the tolerance, so the difference is a count variance: it is on Warehouse Approvals and the people the Warehouse Approval Rule names are told.
What to do
An approver opens the Count Desk, picks the van and the count, and approves or rejects the lines. Then the count is posted.
"Count ... of the van is still open: its bin is frozen until the count is posted (Count Desk). Post it, then return what is left." / Return what is left is greyed
Why
Step 2 waits for step 1: a frozen bin gives nothing up. The button is also greyed when the van's bin is empty or no warehouse run by the WMS is open to you.
What to do
Post the count on the Count Desk, or cancel it there if the van is not being counted today.
"Pick the warehouse the stock comes back to." / "Nothing is listed to return. Add what comes back from the list below - or close the dialog if nothing does." / "...: give the quantity that comes back, above zero - or remove the line."
Why
A return needs the warehouse and at least one line with a quantity.
What to do
Pick the warehouse. Remove the lines for what stays on the van; give the others their quantity.
"... is not run by the WMS - the stock that comes back lands in its receiving bin. Pick a warehouse run by the WMS." / "... has no receiving bin for the stock to land in. Set one on Warehouse Layout, block Run by the WMS."
Why
What comes back goes into the warehouse's receiving bin, so the warehouse must be run by the WMS and have one.
What to do
Pick a warehouse run by the WMS, or set its receiving bin on Warehouse Layout.
"Van return ... cannot be confirmed yet:" with "...: bin ... holds ... free now - the line asks for .... Change the line." / "... was refused by the voucher save - nothing has left the van. Put it right and confirm again:"
Why
Something was sold from the van after the draft was made, or the Stock Transfer voucher did not pass the voucher rules.
What to do
Press Change draft and correct the quantity, or read the voucher's reasons; then confirm again.
"Van return ... confirmed: ... took ... out of ... into ... (bin ...). ... Putaway task(s) raised - the stock is put away on My Tasks." / "The putaway tasks could not be raised: ... Put the stock away on Putaway."
Why
The return is in the books and the stock is in the warehouse's receiving bin. The second text means the tasks were not made; the stock is there all the same.
What to do
Put the stock away on My Tasks, or on Putaway where no task was raised.

This is the help InvoiceNET® ERP shows beside the Van Loads 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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