Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Warehouse” set up options.
Before we begin, let us understand about the need of Warehouse setup and the usage of this particular activity.
If you have multi Warehouse, you may need to maintain separate inventory records for each warehouse; this will help you to make proper business decisions related to your dispatches based on the geographical Warehouse. To avoid the difficulties of consolidating the inventory records at parent level, AlignBooks maintain your inventory records for each warehouse on standalone basis along with the consolidated records for the whole company.
Therefore, in Warehouse utility we setup the warehouse profile for each warehouse with all the available data at hand. This is normally a one-time process at the time of new Warehouse addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in a desired format.
This facility is available only if you have configured “Warehouse -ON” while configuring your Company Setup. For doing so, go to Configuration -> Company Setup -> Inventory and keep the Warehouse option “ON”.
You can also edit and delete an already created set of information with required authorisation.
The key functions of a Warehouse Module are:
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Creation of a New Warehouse Record;
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Modification of an existing Warehouse Record;
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Deletion of an existing Warehouse record.
We will be going through the each of these set of information in detail.
New Warehouse Creation–
If you are on home page, you need to click on 
Icon titled as “Configuration” . You will get many options available under Configuration Menu. Click on 
to select this option. The Screen appears will look like;
You can see the option 
at top right of the screen. Click on this option and you will be directed to the relevant Warehouse creation screen. Here you will have two relevant sections where all the required data pertaining to a new Warehouse can be captured.
We will start with Basic first;
 Name: Here you input the name with which you are used to identify your Warehouse.
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 Code: This is a system generated automated code to uniquely identify a Warehouse.
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 Type: If you are maintaining different warehouses for different type of materials i.e. Raw Material, Finished Goods etc., select Type of warehouse from the Dropdown.
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 Inactive: Select “ON” if you want to make a Warehouse inactive. During any business transaction such inactive Warehouse names will not appear in your list of Warehouse name. You can reactivate Warehouse again by selecting “OFF”.
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 Party: Party here represents a Warehouse control account, Select a control account from the dropdown list.
“Warehouse Control Account“ represents the account to be used for giving Accounting impact for transactions (Both Financial and movement of stocks) made with this Warehouse. To tackle and ease the process, Align Book is treating all the Warehouse same like customers to one another.
Example: If Warehouse “A” is transferring goods to Warehouse “B”, Warehouse “A” must debit to Warehouse “B” by crediting its inventory for the goods value and vice versa for Warehouse “B’’s books.
We are now finished with the basic part and made a unique identification for the Warehouse. We will now look into the Address input of the Warehouse.
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 Address: Input here the complete address which needs to be printed on the invoices/bills and other reports. The address should suffice the requirement of all tax related requirement. Make sure that the address is complete and understandable to any third party Ex. Flat #, Building No./Name, Street name/No., Area, Land mark etc.
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 Country : Select from the drop down the Country of the address entered above. . If the required Country does not exist in the list, you can create a new Country by clicking on  Icon or  option within the dropdown menu.
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 PIN : Input here the required PIN to identify the relevant address. For postal communications Pin code is must.
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 Phone: Input here the most relevant contact number of the Warehouse for a speech conversation.
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 Email: Input here the most relevant email address of the Warehouse for written communication.
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 Longitude: Input here the longitude of Warehouse via Google Map to locate Warehouse easily. Click on  to find your Warehouse’s longitude.
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 Latitude: Input here the latitude of Warehouse via Google Map to locate Warehouse easily. Click on to find your Warehouse’s latitude.
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 Click on  to Save the values.
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  : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
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 Click on  to Exit from the New Warehouse Form.
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We are now back to the main screen for the Warehouse.
Edit: If you wish to Edit a warehouse detail, click on 
. The warehouse details will be opened in edit mode, you can make the required changes and click on 
to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on 
.
Delete : If you wish to delete a warehouse data, Click on 
and confirm the deletion. It is advisable not to delete an warehouse data, you can always opt to make it “Inactive”.
Export : Click on 
to Export the data as visible in the list to an Excel Sheet.
Search : Type a text to search a particular record.
Group : If you want to Group your display on any particular field, hold that field and drag alittle up outside the Grid, your display will be grouped on that field. To remove the grouping drag the field back into the Grid column.
Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.
Click on 
to Exit from the Warehouse.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
