Path: Material > Warehouses > Identity Tab
If you use the Materials functions in WebTMA, WebTMA assumes that your inventory items are stored in your own Warehouse. To set up inventory in WebTMA, at least one Warehouse is needed.
- Existing parts are added to the Warehouse from the Part window.
- New Parts are added to the Warehouse from the Receivings or On-Hand Adjustment windows.
Once a Warehouse is established, access must be granted for Users, Requestors, and Technicians. Permissions are granted from Admin > User Management > Records / Data Access–Warehouse Access Section.
How to Create a Warehouse Record
Since most of the labels on the Warehouse / Identity Tab are straightforward, creating a record is easy.
- Open the window.
- Choose Add on the WebTMA toolbar
- Complete the highlighted required fields and as many elective fields as possible.
- Select Save on the WebTMA toolbar.
Part Inventory Tab
Path: Material > Warehouses / Part Inventory Tab
The Part Inventory Tab shows a list of all Parts in the Warehouse. The information such as description, location, quantity, and value comes from the Part record. The load time for this window depends on the number of records being loaded.
Users with Edit privileges on the Parts window can make limited edits to the Warehouse / Part Inventory Tab such as inactivating a SKU line for lines that have a zero (0) quantity on hand. This is also reflected on the Part / Locations Tab.
Inactivate SKU Lines from Part Inventory Tab
The Warehouse / Part Inventory Tab includes an Active column with check boxes to inactivate a SKU line that has zero (0) Parts on-hand.
Inactivating lines for several SKU line items at one time is more efficient than opening each Part record to perform the same function on the Parts / Locations Tab.
If you save inactivated SKU lines on either the Warehouse window or the Parts window, the action is reflected on the appropriate Tabs of both windows.
NOTE: This does not inactivate the entire Part record. It only affects SKU lines on the Part Inventory or Locations Tabs with zero (0) Parts on-hand.
Warehouse Copy Options
You have the option to make a copy of an existing Warehouse and clone all settings of the original – except the Quantity, Value, and Available columns on the Part Inventory Tab. This is useful if many of the Parts in the original Warehouse will also be included in the copied Warehouse.
- Open the desired Warehouse record.
- Select Copy on the toolbar. The resulting record is in Add mode.
- Enter a Code and Name.
- Click Save on the Toolbar.
The new Warehouse is now visible on the Material > Parts > Records / Location Tab.
You can transfer quantities to the new Warehouse using Material > Parts > Transfer Parts if needed.
Virtual Warehouse
If your organization uses a centralized warehouse that serves several departments, you can create a Virtual Warehouse for accounting and reporting purposes by marking the Virtual check box on the Warehouse > Identity Tab. The Virtual Warehouse acts as a pass-through for billing and returns.
Virtual Warehouses are assigned to any Trades that receive Parts from the Central Warehouse. If Trades are assigned and you attempt to clear the Virtual check box, you receive a warning that any Trade assignments for this Virtual Warehouse must be removed before the virtual check box can be cleared.
When a Technician picks up Parts from the Central Warehouse, the Central Warehouse bills the Trade and is assured of prompt payment. When the work is completed, the Trade bills the account on the Work Order for the Parts.
Virtual Transactions and Transfers
The Central Warehouse can issue parts directly to a WO (using QP Material, QP Cost, or the WO itself) without having to create a separate Warehouse Transfer. The Account # for the Virtual Warehouse is linked to the Trade associated with the WO Task.
When a Virtual Warehouse is associated with a Trade, a corresponding Part Transfer is generated automatically in the background. This keeps the billing between your department and Central Warehouse distinct as well as the billing between your department and the Requestor.
NOTE: If a Work Order is related to a Virtual Warehouse, you cannot issue Parts from the On-Hand Adjustment window.
How to Set Up a Virtual Warehouse
Setting up a Virtual Warehouse involves several windows:
- Accounting > Accounts (establish a Virtual Warehouse Account)
- Material > Warehouses (mark as Virtual and assign Virtual Account #)
- Organization > Repair Center > Trade (assign the new Virtual Warehouse Code)
Here are the steps:
- Add a new Account record for your Virtual Warehouse (Accounting > Accounts).
- Create a new Warehouse record (Material > Warehouses).
- Mark the Virtual check box (required for Virtual Warehouse).
- Add the new virtual Account # (required for Virtual Warehouse).
- Open the Trade window (Organization > Repair Center > Trade).
- Locate the applicable Trade. See Note below.
- Enter the Virtual Warehouse Code for the Trade.
Once all the records have been created or edited and saved, you have a Virtual Warehouse in place.
NOTE: You have the option of creating several Virtual Warehouses (one for each Trade) or assigning all Trades to one Virtual Warehouse.