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Setting Up Warehouse Integration

In order to set up the Warehouse Integration, the following parts of the system need to be configured:

  • Warehouse Supplier
  • Customer
  • Stock Items

Warehouse Supplier

There are several sections of the Supplier screen which need configuring to use Warehouse Integration.

Capabilities tab

You must enable "Warehousing" as one of the Supplier's activities.

To do it go to Suppliers → View Suppliers → Capabilities tab

Users tab

  1. Create a Supplier User for the warehouse Supplier to use when calling the web services. For this, follow the instructions for Adding a Supplier User
  2. Name the Supplier User "Web Services".
  3. Enter the email address into the 'Email' and ‘External ID’ fields.
  4. Create a password that the warehouse system can use and inform the warehouse supplier of the email address and password so they can configure their system.

Note: If you have more than one Supplier on the system sharing the same integration then you must ensure that you use a different email address for each, e.g. ‘webservices1@warehousesupplier.com’ and ‘webservices2@warehousesupplier.com’. If you use the same email address for both then there’s a risk the system will not be able to log them in under the correct account.

Warehouse Integration tab

  1. Select 'Integration Type' ( this will be 'Standard' or the name of your custom integration type if applicable)
  2. Enter 'API URL' and 'API Key' obtained from your Warehouse Supplier
  3. Enter 'Email' - this is the email address that you wish the Reconciliation Report to be sent to
  4. Enter 'Email Subject' - this is the Subject of the Reconciliation Report email ( you can change it to allow your emailing system to filter it)

Customer

Details tab

  1. If your Warehouse Supplier requires a specific identifier per Customer you can enter the customer id they provide in the ‘External ID’ that you can find by going to Customer → Details tab.
  2. Set Notification options in the 'Stock Management' section to send the ‘Packing In Progress’ and ‘Despatched’ emails to the Customer.
  3. Set the ‘On hold by default’ option. This ensures that all stock orders placed by this customer will immediately go ‘on hold’ and require your team to review and release them. They won’t be visible to the warehouse supplier/system until they have been released. Releasing can be done on each order individually or you can use the batch process to do this in bulk.

Stock Items

For each product being handled by the Warehouse, you must set:

Catalogue tab

The 'Product Code' must exactly match the Warehouse system’s product code for the item.

Details tab

Select the Warehouse that is handling this product for you by choosing a value from the 'Warehouse Supplier' list.

Note: The warehouse integration treats anything with a 'box quantity’ as the unit of measure. In other words if your item has a box quantity of 15 and the customer orders 45 then the ‘quantity’ that goes to the warehouse will be 3. Any quantities being confirmed back from the warehouse will also be in multiples of the box quantity. ( check with Matt)

This is regardless of whether the item is ‘box ordering’ or not.

Warehouse Integration Workflow 

Releasing Orders to the Warehouse

If you have ‘On hold by default’ then the orders placed by the users will immediately be ‘on hold’, hidden from the warehouse. The status of the order will still show as ‘Pending’ however.

You can release the order in one of two ways:

  1. Go into the order and release the ‘on hold’.
  2. Release lots of orders using the Batch Processing.

Releasing the single order

  1. Go into the order and find the warehouse delivery you wish to release.
  2. Un-tick the ‘HALT’ checkbox.
  3. Click ‘Save’

Batch Processing the Releases

  1. Go into Inventory / Batch Processing
  2. Select ‘Halted Deliveries’

Handling Warehouse Errors

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

  • company expected but not supplied
  • city expected but not suppliedThe 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 stock item linked to a warehouse supplier is also linked to a job in progress, that jobs is considered as a ‘replenishment’ of that item into that warehouse.

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

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

Over Delivery

If more arrives at the warehouse than is expected then only the expected quantity is registered and the project 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

tbc

Delivery Cost

This is explained in the Delivery Rate Card Setup for Stock Items knowledge article.

Reconciliation Report

tbc

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