AJIRA Warehouse User Manual .pdf

Warehouse UserManual

Copyright © 2009 Agility E Services Version: 1.0 i

© 2009 Agility E Services. All rights reserved. Web: www.agilitylogistics.com

© 2009 Agility E Services Private Limited.All rights reserved. Web: www.agilitylogistics.com

Preface Version: 1.0 2

Copyright Notice Copyright © 2009 Agility E Services. All rights reserved. Proprietary Rights The information in this document is confidential to Agility E Services and is legally privileged. The information and this document are intended solely for the addressee. Use of this document by anyone else for any other purpose is unauthorized. If you are not the intended recipient, any disclosure, copying, or distribution of this information is prohibited and unlawful.

Disclaimer This documentation might include technical inaccuracies or typographical errors and is subject to correction and other revision without notice. Agility E Services. GIVES YOU THE CUSTOMER THIS DOCUMENTATION "AS IS." EXPRESS OR IMPLIED WARRANTIES OF ANY KIND ARE NOT PROVIDED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you.

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Warehouse User Manual


Table of Contents

Preface ............................................................................................... 6 About this Manual .................................................................................................................................... 6 Audience ................................................................................................................................................... 6

External Audience ................................................................................................................................ 6 Internal Audience ................................................................................................................................. 6

Related Documents ................................................................................................................................. 6 Document Conventions ........................................................................................................................... 6 Support Information ................................................................................................................................ 7

Agility Warehouse‐ Overview ............................................................. 8 Features of AJIRA Warehouse ................................................................................................................ 8 Benefits of Ajira Warehouse .................................................................................................................... 9 How it Works ............................................................................................................................................ 9 Inbound .................................................................................................................................................. 10

User Hierarchy and roles in Inbound Process .................................................................................. 10 Outbound ............................................................................................................................................... 10

User Hierarchy and roles in Outbound Process ................................................................................ 11 JDE overview ........................................................................................................................................... 11

What is JDE? ........................................................................................................................................ 11

Getting Started ................................................................................. 13 System Configuration ............................................................................................................................. 13 Common Icons ....................................................................................................................................... 14 Accessibility ............................................................................................................................................ 14 Online Support Information ................................................................................................................... 15 Inbox ....................................................................................................................................................... 16 FollowUp ................................................................................................................................................ 16 GroupInbox ............................................................................................................................................. 17 Back To GroupInbox ............................................................................................................................... 17 Viewing History ....................................................................................................................................... 17

History List ........................................................................................................................................... 17 Viewing History Graphically ................................................................................................................ 17 Sending Reminder Email .................................................................................................................... 18 Discussion Forum ............................................................................................................................... 18 About Calendar .................................................................................................................................. 19 Support Online .............................................................................................................................. 19

Inbound............................................................................................ 20 Inbound Process ..................................................................................................................................... 21 Creating a New Inbound ........................................................................................................................ 22 Dashboard View of Inbound .................................................................................................................. 23

Inbound request view ........................................................................................................................ 24 Request for Inbound .............................................................................................................................. 24

Adding Vehicle Details ....................................................................................................................... 27 Adding Vehicle GatePass Details ....................................................................................................... 28 Adding GatePass LR Details ............................................................................................................... 29

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Printing Vehicle Gate Pass ................................................................................................................. 30 Export Vehicle Gate pass details ........................................................................................................ 31 Attaching Files to Document Library ................................................................................................ 32 Submit to Inbound Desk .................................................................................................................... 33

Searching Inbound requests ................................................................................................................. 34 Deleting Inbound ................................................................................................................................... 34 Operations at Inbound Desk ................................................................................................................. 35

Adding Invoice Details ....................................................................................................................... 35 Uploading Files ................................................................................................................................... 37 Need More Information..................................................................................................................... 38 Submitting to MIN Desk .................................................................................................................... 38

MIN Desk ................................................................................................................................................ 39 Updating Invoice Details ................................................................................................................... 39 Submitting to Warehouse Operation ............................................................................................... 41

Warehouse Operations .......................................................................................................................... 42 Unloading Details ............................................................................................................................... 43 Checking the Physical Quantity ......................................................................................................... 43 Attaching documents ........................................................................................................................ 43 Submitting to MRN and PA Desk ...................................................................................................... 44

Generate MRN........................................................................................................................................ 45 Adding PA ........................................................................................................................................... 46 Fetching PA Suggestion ..................................................................................................................... 46 Attaching Documents ........................................................................................................................ 46 Submitting to Warehouse Operation ............................................................................................... 47

Putaway Confirmed ............................................................................................................................... 48 Putaway Details .................................................................................................................................. 48 Request is submitted to Warehouse Operation .............................................................................. 49 Submitting to PA Confirmation Desk ................................................................................................ 50

IB Task Closed in JDE ............................................................................................................................. 50 Closing JDE ......................................................................................................................................... 50 Submitting to Inbound Desk after Closing the Job in JDE ................................................................ 51

Submitting Final Request to Inbound Desk ........................................................................................... 51

Outbound ......................................................................................... 54 Outbound Process ................................................................................................................................. 55 Create a new Outbound ........................................................................................................................ 56 Dashboard View of Outbound............................................................................................................... 57

Outbound Request View ................................................................................................................... 57 Creating a new Outbound ..................................................................................................................... 58

Adding Invoice Details (For business Unit Other than Xerox)......................................................... 63 Uploading and submitting the Documents to Pick Creator ............................................................ 64 Request is Submitted to Pick Creator ............................................................................................... 65

Search Outbound requests ................................................................................................................... 65 Deleting Outbound ................................................................................................................................ 66 SO and Pick Creator ............................................................................................................................... 67

Fetch Data from JDE .......................................................................................................................... 67 Update JDE Status ............................................................................................................................. 68 Upload Document .............................................................................................................................. 69

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Submit to Warehouse Operation ...................................................................................................... 69 Pick Confirmer Desk ............................................................................................................................... 70

Adding Pick Details ............................................................................................................................ 70 Adding Picked Quantity ...................................................................................................................... 71 Submitting to Pick Confirmer Desk ................................................................................................... 73

Pick Confirmed ....................................................................................................................................... 74 Submitting to Transport Coordinator ............................................................................................... 74

Ready to Load ........................................................................................................................................ 75 Updating Shipment Details ............................................................................................................... 75 Shipment Delivered Counter ............................................................................................................. 76 Adding Proof of Delivery Details ....................................................................................................... 76

Closing Partial Shipment ........................................................................................................................ 77 Partial Shipment Created ................................................................................................................... 77 Partial Shipment Location Updated .................................................................................................. 77 Partial Shipment Location Confirmed ............................................................................................... 78 Partial Shipment Pick List Created .................................................................................................... 78 Partial Shipment Pick Confirmed ...................................................................................................... 79 Partial Shipment Ready To Load ....................................................................................................... 79 Submitting Shipment Confirmation .................................................................................................. 79 Request Is Submitted to Shipment Confirmation Desk ................................................................... 79

Shipment Confirmation Desk ................................................................................................................ 80 Confirmation Done ............................................................................................................................ 80 Submitting to Transport Co‐ordinator .............................................................................................. 81

Finalizing the Delivery Process .............................................................................................................. 81 Closing the Amendment .................................................................................................................... 81

Signing Out of Application .................................................................................................................... 83 Inbound Creation for Nivea Business Unit ........................................................................................... 85 Outbound Creation for Nivea Business Unit ........................................................................................ 88

FAQ’s and Troubleshooting .............................................................. 92 Appendix‐A Validation Screens ......................................................... 93 Appendix‐B Keywords ...................................................................... 95

Inbound Receipt Types ...................................................................................................................... 95 Inbound File Types ............................................................................................................................. 96 Transporter Types .............................................................................................................................. 96 Outbound Order Types ...................................................................................................................... 96 Outbound File Types .......................................................................................................................... 97

Glossary ........................................................................................... 98 Index ................................................................................................ 99 SAMPLE


Preface

About this Manual

This manual describes the Ajira’s Center Of Excellence Warehouse application and explains how to work and use its major features. It serves as a means to describe the User interface and how to use it to accomplish common tasks. This manual also describes the underlying assumptions Warehouse users’ makes about the underlying data model.

Audience

The two types of audience for this document are: External Audience and Internal Audience.

External Audience

All the Users working or implementing the application are categorized as the external audience. Warehouse security, Warehouse managers, Desks, Customers, Marketing Partners etc., who procure the application, will be provided with this document for reference.

Internal Audience

All the Agility E Services Pvt Ltd employees are considered as internal audience. Any of the employees interested in the Ajira’s COE Warehouse Application, including developers, test engineers, functional consultants, technical writers, or a new employee will find useful information in this manual for both planning, learning and implementation of the application.

Related Documents

All Ajira warehouse documents are available online in both printed (PDF) and online (HTML) formats. Online Help Files: An online help is integrated with the application and the help is provided for each context or window of the application.

Document Conventions

In this manual, certain words are represented in different fonts, typefaces, sizes, and weights. This highlighting is systematic; different words are represented in the same style to indicate their inclusion in a specific category. The Courier font indicates a command sequence, file type, URL, Folder/File name for example: Inwardbound.txt

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Agility Warehouse‐ Overview Version: 1.0 8

Agility Warehouse- Overview

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Ajira’s Warehouse application is a powerful and comprehensive automated warehouse and distribution solution that combines solid business principles and state‐of‐the‐art technology. With this application, you can manage and track the movement of inventory from receiving to shipping and dramatically cut warehouse costs by eliminating paper work and costly shipping errors. It also helps improve staff productivity and provides accurate inventory levels to all inter‐company departments. The primary purpose of Ajira warehouse is to control the movement and storage of materials within a warehouse. It plays a key part in managing the supply chain, control the movement and storage of materials within a warehouse and process the associated transactions, including shipping, receiving, putaway, picking, inventory control, etc…

Features of AJIRA Warehouse

The Ajira’s Warehouse application provides flexible, automated support to assist Users in processing all goods movements and in maintaining current stock inventories in a warehousing complex. This application supports warehousing processes by making it possible for the User to:

Define and manage complex warehousing structures

Optimize material flow using advanced putaway and picking techniques

Process Inbound, Outbound and stock transfers quickly and easily

Increase the accuracy of data recorded in a more systematic and appropriate method

Simplifies the data transfer from one User to another

Increase the efficiency and data integrity

Monitor all the functioning from a centralized location as the application is online

View or export receipt details and history with a click of a button

Automatically assign inventory to a location for put‐away

Receive against multiple purchase orders simultaneously

View all receipts or customize views by filtering on selected criteria.

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Benefits of Ajira Warehouse

As the process of receiving and delivering of goods has increased, even the process to store the data and control the movement of goods has increased. A Warehouse software can:

Reduce inventory paperwork: Implementation of a real time WMS can significantly reduce the paperwork traditionally associated with warehouse operations, as well as ensure timely and accurate flow of inventory and information.

Reduce labor costs: Implementing a comprehensive WMS facilitates standardization of inventory movements, picking methods, and inventory locations.

Increase storage capacity: A WMS can often increase available warehouse space by more efficiently locating items in relation to receiving, assembly, packing, and shipping points. This increased efficiency can both improve productivity and lower inventory holding costs significantly.

Increase customer service: By streamlining processes from order to delivery, companies can more accurately determine product availability and realistic delivery dates.

Increase inventory accuracy: A WMS can reduce lead times by limiting inventory movement and improving the accuracy of inventory records.

How it Works

The Ajira Warehouse Management System is an on‐demand, web‐based solution that automates the warehouse receiving and put‐away process by matching the receipt of goods received to the original purchase order.

Figure 1: Warehouse Process

With this application, User can generate three types of tasks. In inbound operations, putaway tasks are generated. In outbound operations picking tasks are generated. In warehousing operations replenishment tasks are generated. These generated tasks can be printed out as task lists and handed out to operators for execution.

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Finally, when the receipt is processed, the application system automatically updates and adjusts stock‐levels received thereby maintaining up‐to‐date inventory control information. As a result, purchasing, sales, and warehouse managers have access to the same up‐to‐date order fulfillment information.

Inbound

In warehouse management, inbound is the movement of material into the warehouse from an external source, which could be a production system, a vendor, etc. The warehouse‐management checks the goods unloaded for accuracy and then processes it, moving the material into the warehouse and increasing the storage of the material received.

User Hierarchy and roles in Inbound Process

Figure 2: Inbound User Hierarchy

Refer Ajira Warehouse‐Inbound process in this document.

Outbound

In warehouse management, outbound is the movement of material from the warehouse to an external source, which could be a production system, a vendor, etc. The warehouse‐management checks the goods loaded for accuracy and then processes it, moving the material out of warehouse.

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Click to print the vehicle Gate pass details on a paper or click option to export the vehicle Gate pass details file to the local system.

Export Vehicle Gate pass details

Here the User can download or export the files in various formats such as Portable Document Format (.PDF), Excel sheet (.Xls), Ms Word (.doc), Notepad (.txt), crystal report (.rpt), Rich Text Format (.rtf). SAMPLE


Inbound Version: 1.0 32

Figure 28: Exporting Vehicle Gate Pass

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Attaching Files to Document Library

The User uploads Inward GatePass document to the inbound request. This uploaded document provides Vehicle GatePass details to process the request. Before uploading the document to the document library, appropriate file type must be selected so that User can easily identify the document. Select the location of the document using the Browse option. On selecting Upload, the document will be uploaded to the inbound request as shown in Figure 29.

Figure 29: Uploading documents

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Appendix‐B Keywords Version: 1.0 95

Appendix-B Keywords

8

Business Unit: It is a location where the warehouse is located.

Business Name: It is the name of the user to whom the goods belong.

Vendor ID: It is an identification of Client or Supplier, whose goods are transported to warehouse.

Dock: a Dock is an enclosed area of water used for loading and unloading the goods.

Purchase order: A purchase order is a document that specifies commodities ordered from a specific vendor, as well as the cost, terms, and conditions of that order.

Sales Orders: A sales order is an order placed by warehouse customers for warehouse goods.

Item master: An item master is a master record for a type of inventory item. The item master includes the item description, materials and handling specifications, sales and fulfillment specifications, and warehouse‐specific information.

Putaway: Putaway is the process of placing goods into storage locations.

POD: The location where a consignment (shipment) is delivered.

Picking: Selecting shipment items from inventory.

Shipment: A shipment is a record of goods to be shipped or that have already been shipped.

Amendment: A statement that is added to or revises or improves a proposal or document.

Inbound Receipt Types

A Receipt Type provides proof of ownership of goods that are stored in a warehouse. It provides availability of goods of particular quantity, type, and quality. A receipt is the record of an intake of goods into the warehouse inventory.

Keywords Description

Import Process of importing goods from external source (other country) to the warehouse using freights

An outstation Supplier Supplier of goods to the warehouse belongs to other state of same country

Local Supplier Supplier of goods to the warehouse belongs to the same state where the warehouse is located

Return of Goods The goods that are returned to the warehouse

Repair and Demo Return The goods that are returned to the warehouse for repairing and sent for Demo

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Inbound File Types


Bill of Entry A list of goods received at a Warehouse

Bill of Lading It is a document issued by a carrier, serves as evidence for a contract of transportation

Discrepancy Report It is a report issued, if any damage or divergence occur

Inward Gate pass A gate pass is issued by a security of the warehouse to the driver while entering goods in to the warehouse

LR copy It is a document issued by the RTA to the lorry driver regarding Lorry Details

MIN copy It is a document or Receipt used as soon as material is cleared from receipt and final goods inward note is prepaid after inspection

Missing item file It is a list of all missing items while transporting to the warehouse

MRN copy It is a receipt of Purchase or payable (Purchase Order)

Packing order It is a receipt or document used if any packing is required for goods

Put‐away location list It is a list of locations or addresses where the goods have to be delivered

Re‐suggest Put Away File It is a receipt if transporter consulted any Sub‐Agent in delivering the goods

Stock transfer Invoice It is a bill for transferring the stock includes: Delivery for stock transport order; Goods Issue; Delivery billing; Receiving transferred material; Purchase invoice

Supplier Invoice copy It is an invoice for transporting the goods to the warehouse

Unload Tally Sheet It is a tally sheet used for comparing with the JDE

Transporter Types


Express Cargo Fast transportation of goods to ware house using Cargo (Large Vehicles )

By hand/ Manual Trolley Transporting the goods manually or using small vehicles (trolley, Auto)

Transport Using Third Party (Transport Agencies) for transportation

Own Vehicle Warehouse vehicles are used for transportation

Others Using other Resources for transportation

Outbound Order Types

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Keyword Description

Delivery Challan Receipt consist of list of items that should be delivered from the warehouse

Dispose List of items in the warehouse that got disposed

Order Form List of items, ordered by the Client

Tax Invoice Bill from the Tax Department on transportation of goods from one place to another place

Outbound File Types

Keyword Description

Customer STN A Transfer Note from the Customer regarding address where the goods should be transported

Delivery Challan /Delivery Note

Receipt consist of list of items that should be delivered from the warehouse

Email Request A copy of Outbound Request sent through Email

Invoice/Tax invoice Statement of money owed for goods shipped or services rendered

Pack List Copy List of items that should be packed

Pick List Copy List of items that should be picked

POD(Proof Of Delivery) Proof document in order to deliver the goods from the warehouse

TRF‐Load Build Report Report which conveys that goods are loaded in to carriers from the warehouse

Pack List Copy List of items that should be packed

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Glossary Version: 1.0 98

Glossary

9

Acronyms Abbreviation

COE Center of Excellence

Doc Ms Word document

HSSE Health Safety Security Environment

JDE J.D.Edwards

LR Lorry Receipt

MIN Material Inward Note

MRN Material Receipt Note

PA Put‐Away

PDF Portable Document Format

POD Proof Of Delivery

PUC Pollution Under Control

RTF Rich Text Format

SO Sales Order

STN Stock Transfer Note

WHIB Warehouse Inbound code

WHOB Warehouse Outbound code

TO Transfer Order

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Index Version: 1.0 99

Index

A

Adding Delivery Details, 76 Adding GatePass LR Details, 29 Adding Invoice, 35 Adding PA, 46 Adding Vehicle GatePass Details, 28 Amendment, 95 Attaching documents, 46

C

Common Icons, 14 Co‐ordinator, 81 Creating a New Inbound, 22

D

Dashboard view, 23, 57 Deleting Inbound, 34 Discussion Forum, 18 Document Library, 32 Dropdown lists, 95

E

Exporting Vehicle Gate pass details, 31 External audience, 6

F

FAQ’s and Troubleshooting, 92 Fetching Data from JDE, 67 Fetching PA Suggestion, 46 FollowUp, 16

G

Generating MRN, 45 GroupInbox, 17

I

IB Task Closed in JDE, 50 Inbound, 10 Inbound File Types, 96 Inbound Process, 21

Inbound Receipt Types, 95 Inbox, 16

J

JD PO Number, 39 JDE overview, 11

M

MIN Desk, 38 MRN and PA Desk, 44

N

Need More Information, 38

O

Online Help Files, 6 Outbound

Outbound Process, 55 Outbound, 10 Outbound

Adding Invoice Details, 63 Outbound File Types, 97 Outbound Order Types, 97

P

Pick Confirmed, 74 Pick Creator, 67 Pick List Created, 70 Place of Delivery, 62 Printing/Export Vehicle Gate Pass, 30 Putaway Confirmed, 48

R

Ready To Load, 75

S

Search process, 34, 65 Sending Reminder Email, 18 Shipment Confirmation, 80 Shipment Delivered Counter, 76 Sign in, 14

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Submitted to Pick Creator, 65 Submitting to PA confirmation Desk, 50 Submitting to Pick Confirmer Desk, 73 Submitting to Warehouse Operation, 41 System Requirement, 13

T

The Physical Quantity, 43 Transporter Types, 96

U

Update JDE, 68 Uploading Files, 37

V

Validation Screens, 93 Viewing History, 17 Viewing History Graphically, 17

W

Warehouse Operations, 42

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T: +91 40 66571818 | Email:[email protected] | Web: www.agilitylogistics.com.