Claritum allows your Warehouse Suppliers to connect directly with Claritum’s web services to automate the stock order-to-despatch process and the stock replenishment process, removing the need for manual intervention. This workflow begins after the Customer placed the order for the stock item.

This article highlights the workflow for the Warehouse Integration.

For information about how to configure Warehouse Integration, please refer to the Warehouse Integration Setup and Configuration

Releasing Orders to the Warehouse

Once the order is placed by the Customer through the Customer Catalogue it will automatically be placed 'on hold' ( if you have the ‘On hold by default’ option enabled in the Customer's profile).

You can send the order to the Warehouse in one of two ways:

• Release a single order
• Release multiple orders

Releasing a single order

1. Go into 'Inventory' → 'Orders' and view the order
2. Find the warehouse delivery you wish to release
3. Uncheck the ‘HALT’ checkbox
4. Click ‘Save’

Releasing multiple orders

1. Go into Inventory → Batch Processing
2. Select ‘Halted Deliveries’
3. You can filter orders by 'Customer' if required
4. Select the orders that you wish to release
5. Click 'Release Deliveries'

Handling Warehouse Errors

Occasionally you may receive ‘Web Service Export Failure’ email notifications from the system. You will get a separate one for each order that was rejected by the Warehouse and can be for many different reasons. Here is how to handle the different ‘reasons’:

• 'company expected but not supplied' or 'city expected but not supplied'  
  The delivery address did not have this field defined. Click through to the order, edit the address, enter the missing information and save the order again. Then find the user who placed the order and correct their default address.
• 'ProductCode xxxxxx does not exist'
  That product does not exist in the warehouse. You’ll need to edit the order and remove the offending item or cancel the order altogether and ask the customer to place a new one for an item that does exist or contact the warehouse to have the item added. It will then go through on the next pass.

Replenishments / Goods In

Where a job is linked to a stock item that job is considered as a replenishment of that item into the Warehouse.

When the goods arrive at the warehouse, their system can update the job on Claritum, registering the ‘Goods Receipts’ and eventually marking the job as ‘Delivered’.

The warehouse integration locates the appropriate job part by matching the product code and the quantity. It then registers the goods receipt for the quantity received.

Over Delivery

If a higher quantity of a stock item arrives at the Warehouse than is expected then only the expected quantity is registered and the job part marked as ‘Delivered’.

The warehouse system, however, will show a higher than expected quantity in stock and you can pick this up on the next Reconciliation Report.

Under Delivery

If the delivery into the Warehouse is ‘short’ then the Goods Receipt will show the shortage.

If no further deliveries are due then the Claritum Account Manager will need to adjust this manually by adding a goods receipt for the balance, noting that it was a short delivery and then adding a stock adjustment to match the warehouse balance.

Delivery Cost

The Customer Catalogue can use a Rate Card item to calculate a delivery charge for the stock items in the order.

The Delivery Rate Card Setup for Stock Items knowledge article explains how to configure the Delivery Rate Card

Reconciliation Report

A list of all of items (product code, quantity and unit of measure) is sent to Claritum every night by the Warehouse Supplier's system. Claritum then checks these levels against the Claritum items.

The differences are then listed in the Reconciliation Report where the stock levels do not match.

This will be emailed each night to the address specified on the Supplier screen → Warehouse Integration tab.