Chapter 18 Warehouses

Chapter 18 Warehouses (5564)

The Warehouse option for Big Business Server:

- tracks all Quantities: On Hand, Available, Allocated, On Order, Needed

- for any Inventory items

- across any number of Warehouses

- without changing any of the Accounting


This chapter covers Big Business Warehouse:

• Requirements

• Registration

• Setup

This chapter explains how to set up Warehouses. After you finish this chapter, you’ll be ready to start working.


  Warehouses: Auto-Complete PO

This Solution describes a feature for automatically completing a Purchase Order using the Qty Needed and Order At Least quantities for a Warehouse. (5910)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

When you select a Vendor on a new Purchase Order, Big Business checks the Quantity Needed for all Items that specify this Vendor and offers to automatically create the Purchase Order if any needed Items are found.

If a Warehouse is specified for the Purchase Order, Big Business checks the Quantity Needed by Warehouse for all Items that specify this Vendor and offers to automatically create the Purchase Order if any needed Items are found for this Warehouse.

When ordering for a specified Warehouse, Big Business will automatically insert the address from the Warehouse Card.

Entering a New Purchase Order to Auto-Complete:

• Choose the Vendor first to have the normal Auto-Complete function to find all Items for that Vendor and using the address on your Company Card.

• Choose the Warehouse first, then choose the Vendor, to have the Auto-Complete function look only for Items needed for the selected Warehouse.

Finding Vendors you need to purchase from:

• In the Q&A for Vendors you will find entries for each Warehouse, such as:
Which Vendors do I need to purchase Items from for Warehouse DEF?


  Warehouses: Show Warehouses

This Solution describes a feature for displaying the quantities for each Warehouse on an Item Card. (5913)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

To display the quantities for each Warehouse on an Item Card, click the arrow button between the Qty Needed and Qty On Hand.

The Warehouse Code appears in the column under the button. Warehouse quantities appear in columns under the corresponding quantity for the item.

Order At Least and When Below can be entered for each Warehouse.




  Warehouses: Registering

This Solution describes Registering the Warehouses Add-On, permanently or in Trial Mode, with your existing data file or the Demo Data File. (5941)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

To Register the Warehouses Add-On:

1. Check that you are running Big Business Server. The Warehouses Add-On requires Server and will not operate properly in Big Business Single-User.

2. Go to the Maintenance toolbar, to the Company Card, and click the Upgrade button.

3. Click the Warehouses button and the Registration dialog, pictured, will open.

4. For the Demo Data File enter the Registration code, 54. Contact Big Business Support for a Registration Code for your Data File.

5. Click Continue and a validation dialog will appear. If this dialog confirms that the code is correct, click OK to dismiss the dialog, and click OK to Save the Company Card.

6. Restart Big Business Server. The Warehouses Add-On will be loaded when the Server Engine is restarted.




  Warehouses: Warehouse Card

This Solution describes the Warehouse Card. (5942)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Warehouse Card tool, which appears on the Item toolbar, is used to:

• Create Locations (Default, Alternate, Returns/Defects, Warehouse1, etc.)
• Assign a three-letter Code for brevity (DEF, ALT, RET, WH1)
• Enter the Shipping Address to be included on Purchase Orders and Transfers
• View Inventory for this Warehouse
• Add the Warehouse to a Group for combined Purchase Orders
• Assign a Sort Order for display on the Item Card
• Set Auto-Create to track Quantities for the Warehouse for all new Item Cards



  Warehouses: Settings

This Solution describes the Settings found on the Company Card, when the Warehouses Add-On is enabled. (5943)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Warehouses Add-On is an additional module for Big Business Server that tracks inventory at multiple Locations or warehouses. The Company Card displays the following Settings for the Warehouses Add-On when it is enabled:

• Populate Default: select a default Location and click Populate to put the current inventory into your default warehouse. After doing this once, you might do it again to put an difference into a Warehouse (Err) for the the purpose.
.
• Name: enter a name such as Warehouse, Location, Store, etc., for the warehouses being tracked.

• Entry Verification: set to Allow, Warn User, or Prevent Save of transactions that have not been assigned a Location.

• Sell Neg. SO: select whether to Allow or Warn User when Sales Orders would overdraw the Qty On Hand for the selected Warehouse.

• Sell Neg. Invoice: select whether to Allow, Warn User or Prevent Save of Invoices that would overdraw the Qty On Hand for the selected Warehouse.




  Warehouses: Populate Default

This Solution describes the Populate Default function found on the Company Card. (5975)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Company Card displays Settings for the Warehouses Add-On. Populate Default is a function for syncronizing your inventory to a default Warehouse. This function is used for starting Warehouse tracking with an existing inventory and correcting discrepancies from new transactions without a Warehouse or old transactions that have a Warehouse added accidentally.

To Syncronize:
1. Enter a Warehouse Code or click the Pop-Up to select the target Warehouse.
2. Click the Populate buttton.
3. Wait for the completion dialog.
4. Save the Company Card (or Cancel to discard the changes).

Populate Default syncronizes your total inventory as tracked on the Item Card to your Warehouses and changes the quantities in the selected Warehouse as needed.

For example, if you have been running Big Business without the Warehouses features and then turn them on, you can use Populate Default to put all of your inventory into your main Warehouse. If you then edit an old transaction and add a Warehouse or enter a new transaction and omit the Warehouse there will be a discrepancy. You can run Populate Default to synchronize them again.


  Warehouses: Sort Order

This Solution describes the Sort Order field found on the Warehouse Card. (6116)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Warehouse Card tool, which appears on the Item toolbar, includes a field for Sort Order. This field is used for sorting the Warehouses when displayed on the Item Card. If you enter a number on each Warehouse Card, they will be displayed in numerical order.


  Warehouses: Auto-Create

This Solution describes the Auto-Create checkbox found on the Warehouse Card. (6117)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Warehouse Card tool, which appears on the Item toolbar, includes a checkbox for Auto-Create. Clicking this checkbox will automatically create a Warehouse entry for each new Item Card created.

Clicking the checkbox overrides the default behavior, which is to create the Warehouse-Item as needed--the first time you buy, sell, adjust, or transfer the Item using this Warehouse.

By automatically creating Warehouse entires for new Items, you can immediately set Order At Least and When Below values for your Warehouses.


  Warehouses: Warehouse Group

This Solution describes the Warehouse Group field found on the Warehouse Card. (6118)

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses.

The Warehouse Card tool, which appears on the Item toolbar, includes a field for Warehouse Group. This field is used for grouping Warehouses when creating Purchase Orders using Auto-Complete.


  Authorize Settings

This Solution describes entries for Authorize.net Settings. (6122)

After Registering the Authorize.net Add-On, re-open the Company Card and go to the Preferences tab and click the button for Authorize.net.

Authorize.net Settings include:

• a Description (optional) to identify the account (e.g. "Authorize.net")

• a URL, provided by Authorize.net, that is used for connecting.

• a Login, provided by Authorize.net, that is stored securely.

• a Transaction Key, provided by Authorize.net, that is stored securely.

• Payment Methods (optional) for Amex, Visa, MasterCard, and Discover

Choose the Payment Method(s) you want automatically assigned. They might all be the same (e.g. "Credit Card") or they might be different (e.g. "Amex", "Visa/MC") if they result in separate Deposits and having different Payment Methods listed in the Deposit is helpful. The Deposit tool includes a feature to automatically select Receipts by Payment Method.


  Authorize Dialog

This Solution describes the Authorize dialog used in the Authorize.net Add-On. (6126)

The Authorize dialog includes:

• a pulldown for choosing Authorize Only or Authorize and Capture

• an Amount--enter the amount to process

• a Test checkbox--check to use Test Mode and not actually process

• confirmation of the type code and credit card details

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When you choose Authorize from the Credit Card pull-down menu, this will automatically close the current window and prompt you to Save changes.


  Warehouses: Warehouse Qty's

The Warehouse Quantities Search includes quantity values from Warehouse Quantities, as described below.

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses. (6128)

Big Business 13.65 and 14.22 fix the Show button and add new Warehouse Counts for the MRP Add-On.

Big Business 10.15 updates Warehouse Qtys for instant display. Big Business 10.19 automatically deletes Warehouse Qty's for Obsolete Items.

The Warehouse Quantity Search includes quantity values from Warehouse Quantities:

Warehouse Qty On Hand
Warehouse Qty Allocated
Warehouse Qty Available
Warehouse Order At Least
Warehouse When Below
Warehouse Qty On Order
Warehouse Qty Needed

It is important to understand that the Warehouse Quantities work in lockstep with the accounting for Items. The search criterion, Quantity On Hand, refers to the value on the Item Card, and your total inventory of the Item, while the Warehouse Qty On Hand refers to the quantity in an individual warehouse.


  Authorize Registering

To use the Authorize.net you must first register the Add-On. (6129)

The first step in connecting from Big Business to Authorize.net is Registering.

To Register the Authorize.net Add-On:
1. Go to the Maintenance toolbar, to the Company Card, and click the Upgrade button.
2. Click the Authorize button and the Registration dialog, pictured, will open.
3. Enter your Registration code.
6. Click Continue.
7. Click OK on the Confirmation dialog
8. Click OK to Save the Company Card.
9. Quit and restart Big Business Client.


  Capture Dialog

This Solution describes the Capture dialog used in the Authorize.net Add-On. (6130)

The Capture dialog includes:

• a pulldown for choosing Capture

• an Amount--the authorized amount is filled in; you can enter a smaller amount (but not a larger amount).

• a Test checkbox--check to use Test Mode and not actually process


  Warehouses: Transfer

The Warehouse Transfer tool simplifies moving inventory from one Warehouse to another.

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses. (6132)

Features of the Warehouse Transfer include:

• settings for the From warehouse and To warehouse to appy to all line items

• enterable From and To on each line item for quicker data entry

• the option to copy all items from a Sales Order by entering its number

• a print option for a Packing List for shipping between warehouses

• a Transfer QuickSearch for finding past entries


  Warehouses: Q&A

Big Business includes a Q&A for Warehouses to find Items whose Warehouse Quantites are out of sync with their total Qty On Hand.

This feature is part of the Warehouses Add-On, which is an additional module for Big Business Server that tracks inventory at multiple Warehouses. (6134)

Use the Warehouse Q&A


  Warehouses: Don't Copy Warehouses

Don't Copy Warehouses is a preference in Sales Order Preferences that clears Warehouses when Orders are Duplicated. This feature is a customization for a company that uses Duplicate to save time entering repeat orders, for the same items from different warehouses. (6191)



  Add PDF

Add PDF is a customization to automatically includes a PDF containing Terms and Conditions or other needed information when printing or emailing a Sales Order or Purchase Order. (6331)

Add PDF automatically includes a PDF containing Terms and Conditions or other needed information when printing or emailing a Sales Order, Purchase Order, or Statement.

Add PDF requires the PDF Tools Add-On.

The PDF is installed with Big Business Server--in the Extras folder in the Server Database folder--which automatically distributes it to Clients.

When Printing, Saving As PDF, or Emailing, your PDF is automatically included in the print job, so a 1-page Sales Order becomes a 2-page PDF attachment when Emailing.


  BizApp9 for iPad and iPhone

BizApp9 is for iPad and iPhone for reviewing Invoices, Customers, and Items from Big Business. (6490)

BizApp9 is for iPad and iPhone for reviewing Invoices, Customers, and Items from Big Business.

To Use BizApp9:

• Your Big Business Server needs Secure Web Server running and accessible.

• Your Employee Card needs a security Token assigned on the Mobile App tab.

• You need to install BizApp9 on your iPad.


  Big Business Mail Errors

10042 'SMTP 550 - Requested action not taken: mailbox unavailable' may indicate your account is protected and needs to be authorized. For Hotmail.com, Outlook.com, etc. accounts sign in with a browser to check for alerts.

This Solution provides troubleshooting information (6504)


  Hotmail Setup

Big Business Mail lets you send email using multiple accounts including Hotmail.

This Solution provides setup information (6505)

Name - a name for identifying this Account, such as "Hotmail" or "Sales@Hotmail"
This name will appear in the list of accounts to send from.
Server - smtp.live.com
Port - 587
Use SSL - this setting should be OFF
Send From - your Hotmail email address
User Name - your Hotmail email address
Password - your Hotmail password


  Big Business Mail

If you rely on Sent Mail to remind you what information you've given customers, you'll love Big Business Mail, which lets you:
- share the information you've sent to customers with other Big Business Users
- share the information other Big Business Users have sent to customers

Big Business Mail respects that people like email from people and lets each user send from their own email, be it corporate email or a service like Hotmail, Gmail, or Outlook.com.

This Solution provides an overview. (6506)

To activate Big Business Mail:

1. Go to the Notes toolbar
2. Open the Notes Prefs
These settings are specific to you (the name you signed into Big Business with)
3. For Email Client choose Big Business Mail
Read the alert that Big Business Mail is in BETA and needs your input, then click OK.


  Bigcommerce: Account Details

This Solution describes entries for Bigcommerce Settings. (6510)

To edit Bigcommerce Settings open the Company Card on the Preferences tab click the Bigcommerce button. Bigcommerce Settings include:

• Description -- optional. Enter a nickname for the store.

• Code -- optional. Enter a Code to add in front of imported Customer or Order ID's

• B2B -- optional. Click the checkbox to create Customer Groups used for Price Levels.

• Username -- stored securely. Copy from Account Details decribed below.

• API Path used for connecting. Copy from Account Details decribed below.

• API Token -- stored securely. Copy from Account Details decribed below.

In your Big Commerce Control Panel (e.g. mystore.mybigcommerce.com/admin) go to Setup & Tools, choose Legacy API Tools, and create a Legacy API Account. Copy the entries in Account Details to the Bigcommerce Settings window in Big Business.


  Bigcommerce Settings

This Solution describes entries for Bigcommerce Settings. (6511)


• Get Order Status - select the Status for Orders you would like to import

• Set Order Status - select the Status to assign to Orders that have been imported

• Customer Import - select the Import for creating and updating Customers

• Order Import - select the Import for Bigcommerce Orders

• Item Export - select the Export for updating Bigcommerce Products

• Notifications To - select the Employee to send Notes with any errors

• Last Update - Bigcommerce Timestamp for last import.

• Auto Import - checkbox to run automatically

The settings pictured will automatically import new Orders thar are Awaiting Fulfillment and change their Status to Awaiting Shipment. Using the Bigcommerce app or site you can change the Status of an Order, for example from Awaiting Payment to Awaiting Fulfillment, when you want it to be imported.