Managing Warehouses in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

Warehouses in PartsManager, formerly known as PartsLedger, are the physical locations where your items are being housed. Managing your Warehouses and their stock is a critical part of Inventory Management. PartsManager allows you to manage your your Warehouses easily.

Note: Your account's PartsManager Subscription License Count is based on the number of Warehouses you have active in your PartsManager Account. If you need to add a Warehouse, please contact your Account Manager.

Managing All of Your Warehouses

On the Warehouses Page, you can view at-a-glance information about each warehouse. This includes every warehouse's ID, Name, Parent Warehouse (if applicable), Description, Location (Instance), Address Info. You can also navigate to and manage each warehouse's detail page.

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
    • Here you can view at-a-glance information about each warehouse. This includes ID, Name, Parent Warehouse (if applicable), Description, Location (Instance), Address Info. You can also navigate to and manage each warehouse's detail page.
      Warehouses_Page.png
  3. Next to the relevant warehouse, click the blue ID Number or Warehouse Name to open that specific Warehouse’s Details Page.

Adding a Warehouse

Note: Your account's PartsManager Subscription License Count is based on the number of Warehouses you have active in your PartsManager Account. If you need to add a Warehouse, please contact your Account Manager.

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Click the +New button to open the Add Warehouse menu.
  4. *required, Enter a Warehouse Name and select a Location (Instance.)
  5. You can enter a Description and Address.
  6. You can also select a Parent Warehouse if you want this warehouse to be a Child Warehouse.
  7. Click Submit when done.

Note: The newly created warehouse will also automatically be created in ServiceTrade and given an external ID.

Managing a Warehouse

On a Warehouse's Details Page, you can manage and view full details of this Warehouse.

There is a table view of all the Item's Stock at this warehouse. You can view each item's SKU, Item Description, # in Stock of that item, and the Minimum and Maximum Stock value.

Warehouse_Details.png

There is an option to "Show Child Warehouse Stock".

Enabled_Child.png

When enabled, the number in Stock for that item will include the number in stock for this warehouse and its direct child warehouses. This is useful for visualizing what you need to order.

Example: You might think you need to order more of a part for your parent warehouse, but in actuality, you have a surplus of that part in your child warehouses that you could just transfer between warehouses.

Deactivating a Warehouse

Sometimes, you need to deactivate a warehouse your company is no longer using. This section will walk you through deactivating a warehouse in PartsManager.

Note: We do not recommend deleting a warehouse.

Checking to see if a Warehouse is Active or Inactive

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Use the Edit Display menu and select the Inactive column.
    • Warehouses with a red X are active.
    • Warehouses with a green checkmark are inactive.
      PL_Active Inactive Warehouses.png

Deactivating a Warehouse

Before deactivating a warehouse, you must transfer all of the warehouse's stock out of inventory.
Screenshot 2023-09-01 at 11.11.47 AM.png

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the three-dot icon.
  4. Click the pencil icon, to open the Edit Warehouse Menu.
  5. Click to enable the Inactive Toggle.
  6. Click Submit when done.

Parent-Child Warehouses

Assigning a warehouse a Parent Warehouse, will designate that warehouse as a Child Warehouse. This section will walk you through the Parent-Child Warehouse relationship.

Example: A common reason our customers use parent-child warehouses is if they have trucks that transfer stock to and from a specific warehouse. So you might have a handful of warehouses that are named after your trucks because your track the inventory on these trucks. 

In this example, all your trucks get their stock from a central warehouse. That central warehouse would be the parent of all of your truck warehouses. The truck warehouses would be the 

  •  A Child Warehouse can only have one unique Parent Warehouse.
  • The Parent-Child relationship only goes to one level of depth. 

The charts below visualize this relationship:

'Show Child Warehouse Stock' Disabled.

We will only see the stock of the Parent Warehouse.

Screen_Shot_2022-09-16_at_1.23.44_PM.png

'Show Child Warehouse Stock' Enabled.

We will see the stock of the Parent Warehouse and its direct Child Warehouses.

Screen_Shot_2022-09-16_at_1.23.56_PM.png

If direct Child Warehouses also have child warehouses of their own, their stock will not be visible when you enable show child warehouse stock.

Screen_Shot_2022-09-16_at_1.24.06_PM.png

Enabling Show Child Warehouse Stock displays the combined stock count of your parent and child warehouses. However, It does not show a granular view of which items exist in which specific inventory stock.

 

Setting Item Minimum and Maximum Stock Values

Important Note: Before you begin, please read how this can impact your Purchase Order Workflows. What happens when you set a Warehouse Min/Max for an Item?

The Warehouse Items Menu shows a catalog where you can view existing minimum and maximum stock values. Within a Warehouse, you can set a minimum and maximum stock value per each item for that specific Warehouse. This helps you manage your stock more easily.

Minimum - This is the minimum stock amount you want for this item in this specific warehouse. If the stock count of this item goes below this value, you should order more of this item.

Maximum- This is the maximum stock amount you want for this item in this specific warehouse. If you use the Refill PO button to refill stock, The purchase order will autofill a quantity of this part to meet your maximum stock amount.

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the blue ID Number or Warehouse Name to open that specific Warehouse’s Details Page.
  4. Click the Warehouse Items Tab. Here, you can view a catalogue of your Item's Minimum and Maximum Stock Values.
  5. Click the + New button to open the Add Warehouse Item Menu.
    Screen_Shot_2022-09-16_at_1.51.59_PM.png
  6. Select from the Item drop-down list the item you want to set a min/max amount for.
  7. Enter a Minimum Amount. It must be greater than zero.
  8. Enter a Maximum Amount. It must be greater than the minimum amount.
  9. Once done, click Submit.

 Note: Only one min/max value can exist per item for a warehouse.

Clicking the 3-dot icon under the actions column allows you to edit or delete the min/max amounts.

Edit_Min_Max.png

 

Refilling a Warehouse's Stock Using Minimum and Maximum Stock Amounts

PartsManager allows you to easily order and restock your warehouse's inventory based on the Minimum and Maximum Stock Amounts you set.

  1. On the Navigation bar, Click the Inventory.
  2. Then click Warehouses to open the Warehouses Page.
  3. Next to the relevant warehouse, click the blue ID Number or Warehouse Name to open that specific Warehouse’s Details Page.
  4. Check to select or deselect the stock of the items you want to refill.
  5. Click the Refill PO button. This will open a Create Purchase Order Menu, with the relevant Warehouse automatically selected. Also, the items you selected will be on the purchase order. The quantities that auto-populate for these items will be calculated using the following logic:
    • Order Quantity = (Item's Maximum Amount #) -  (Item's Stock Amount #)

    • Example: So, say you had a part with a minimum set of 5 and a maximum set of 50. Your actual number in stock for this part is 1. When you go to 'Refill PO' for this part, it will auto-populate on the Purchase Order because the number in stock for the part is below the minimum. And it will populate a quantity of 49 because 50 - 1 = 49.
      min_max_example.png
  6. Following the normal steps for Receiving Items on a Purchase Order in PartsManager.

 

Transferring Stock Between Warehouses

Click the following link to learn how to Transferring Stock Between Warehouses.

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