Ongoing Warehouse

Complete user manual

Table of contents


Introduction

This manual is intended primarily for the administrator of the Ongoing Warehouse Management System.

The first part in this manual contains general information. This is followed by several chapters, each covering one part of the system's menu. Please note that the menus are user specific, therefore you might have fewer or more menus in your system than described here.


General information:

If a mandatory field is left blank, it will be marked in red after pressing the button.

  1. Most of the lists in the system can be exported to Excel
  2. To search for the parts of the texts, the % character is added at the beginning or end of the search. As a rule, it is automatically added to the end so that only the beginning of an example a part number needs to be entered in the search field. For it not to be automatically added to the end you can end the search with a ! for example %0889!. This will show all results ending in 0889.
  3. Filtering can be done directly in the lists by pressing the magnifying glass (seeking equal), the arrow (>) for from or arrow (<) to until.
  4. Sorting of the lists can be changed by clicking on the column heading to sort on (eg AZ). Clicking it again will be the reverse order (such as ZA).
  5. Buttons, features and reports that are located above the list apply for all of the marked lines (marked with a tick in the box), enabling quick handling, for example many orders at once.
  6. Reports are available in both PDF and Excel format as a standard.
  7. The system is configurable, which means that the functions and appearance (eg columns) can be adjusted to fit in your feeds.
  8. It is possible to set the columns and information displayed in the charts.

Goods owners

Ongoing use the term goods owner for your customer. When working in Ongoing you always choose which goods owner you are working against. The goods owner is selected via the drop down list to the right in the top menu. To change goods owner, just click on the one you want to change to in the list.

It is possible to work towards multiple goods owners, but only one can be active at any given time. However, you can view all goods owner orders if you select the "All goods owners" check box, which then displays all orders for all goods owners to which the active user have access to.


Translations

If the system has been set up in another language than Swedish you can suggest translation improvements. By pressing “Translate” at the very bottom of each page, a pop up window containing the translated text on the page is shown. You can search for the word for which you want to suggest a new translation. If you want to translate to another language than your system setting, you can choose language under “functions”. Enter the translations suggestion in the field to the right and press “Update”.

Hotkeys used in the system

  1. Opt F - Searching
  2. Opt R - Clear (delete info in the box - do not delete)
  3. Opt S - Saving options Create
  4. Opt U - Update
  5. "TAB button" is generally used to move to the next field/button in the system.
  6. % (known as "wildcards") can be used when searching in the system. Writing % 2 results in all the numbers containing the number 2, and so on.
  7. ! (known as a "must-character") can generally be used when searching in the system. E.g. writing 222! results in article(s) that is/are exactly 222. Etc.

From this chapter onwards, the system is described in the order of its menus. Please note, that the menus might differ based on system settings.

Order


Outbound


Create order

Often the goods owner creates orders in the system (although it is possible for the logistics company to create orders). To create a new order, choose “Create Order” under "Order".

The process of creating an order is divided into two steps. In the first step a customer is selected, i.e. recipients of the order, and in the second step the articles/order lines are added. Note that if the receiver is missing in the system or if the contact information is incorrect, it is possible to edit or add a new customer by clicking on the link "New Customer" and "Edit customer" (see picture below). Desired delivery date, freight payment, and notification options are also set in this step of the order process. Once all relevant information has been specified for the relevant order, press the button "Create" to get to the next step in the process of creating an order.

In the next step articles/order lines are added to the created order. To add a new article to the order, find the article in the list and fill in the amount of the article in the column “Count”. Then press the shopping cart icon to the right. The added article will now be shown on the right in the "Order information" window. To remove a selected article from the order, press the vending cart with arrow pointing up. To adjust the quantity, fill in the new required amount in the column number and then press the shopping cart.

In this view it is also possible to filter the content displayed. For instance, to display only articles in stock you can uncheck the "Show items not in stock" checkbox or to filter out a particular article you can enter text into one of the search boxes. Note that you must press the "Search" button to apply the filter. To remove any selected filter, press "Clear".

When all articles in the order have been added, press the "Close" button under the  “Order Info” box to move the order to the warehouse, i.e. production/picking. When pressing this button, the view will automatically be redirected to the submenu “Order List”, and the order status will be changed from “Open” to “Picking”. Please note that from this point, it is no longer possible for users with customer login to change the order (changes can only be made after the logistics company upon request changes the order status to "Open" again).


Order list

The order list is the central point of the system. In this view all orders, created by the goods owners, the logistic company or imported from an external system, are listed and can be maneuvered. There are 6 sections ("windows") above the list of orders. The sections are from left; Search, Advanced Search, Order Update, Reports, Additional features and Functions. These are described in detail below the picture.

In the order list orders for the active goods owner are shown. On the far left the status of the orders are shown in text and they are also color coded (e.g. Open (yellow), Picking (blue), Picked (green), etc.). By clicking on any of the column headings, it is possible sort the orders (e.g. alphabetical order, date order).

Searching in the order list is done by using the fields in “Search” and “Advanced Search”. Here you can also tick the “All Goods Owner” checkbox in order to view orders from all goods owners. In the “Selection” dropdown list under “Advanced Search” a predefined set of filters can be selected, e.g. “Todays orders”. Contact Ongoing if you want to set up new sections.

“Order Update” is used to update one or more orders by e.g. new freight agreements, comments, etc. When new information is entered/selected, press the "Update" button on the right to update the orders that are selected in the list.

Under “Functions” we find the functions, such as Pick, Send, Collected, etc., to be carried out on the order(s) selected in the order list. “Extended Functions” are additional features such as Charge, Cancel, Return, etc.

Under “Reports” the available reports that can be generated are listed. By selecting a report, it is downloaded in PDF or excel format. It is possible to automatically generate the reports when pressing different buttons, for example, generating a picking list when pressing “Pick”. Please contact Ongoing to create or change any reports or to set up auto generation.

By pressing “select” on the order row, more detailed order information such as address, shipping contract, delivery instructions etc., is shown in the extended order view, see picture below.

In the extended order row all order lines, customer information, and debit are shown. All windows have an arrow to the left of the title bar (either pointing down or to the right), which can be clicked to open or close the pane content. For each order lines the article and ordered amount, current stock level and amount picked so far are listed.


Pick and Send Order

Select an order and press the button “Pick”. If a pick list has not been set up to be automatically generated, it can be downloaded by clicking on the desired pick list under “reports”. Pick lists for multiple orders can be generated by selecting all the orders in the list before selecting the report. The picture below is an example of what a pick list might look like. Format and content can be adjusted to your requirements. Please contact us on Ongoing for creating or modifying pick lists.


Inbound


Create an Inorder

Inorders are created by the goods owner to notify the logistic company of an inbound delivery. The inorders are generated by filling out the form under “Create Inorder”.

When the inorder information has been filled out (please note that order number normally is mandatory) and status has been selected from the drop down menu, the order is created by pressing the “Create” button. You will then be automatically forwarded to the next step where you can add articles to the inorder.

It is possible to search for a specific article by typing in the wanted article name or number in the column headers and press “Search”. Select an article by typing in the amount to be delivered in the “amount” column and press the shopping chart. You can change the amount by typing in a new amount and press the button again. To remove all articles press “Remove” in the Order info window, or press the shopping chart with an upward pointing arrow. When all articles have been selected, press “Close”. If you want to cancel the order press “Cancel”.


Inbound Order (Inorder list)

In the inorder list all inorders and their statuses are shown. The list can be sorted by using the fields above the list.

To register an inbound delivery, select the order in the list and press “Receive”.


Customers

This menu is used to create and administrate the goods owners’ customers. This can be done by the goods owner from the customer log in or by the logistic company.

To create a new customer, make sure to select the goods owner in the upper right dropdown field, and the select “Create new customer”. Fill in the information and press “Create”.

To change an existing costumer, press ”select” to the right in the list of customers, edit the costumer data and press “Update”.

If a customer has multiple shipping addresses, those can be added by selecting an existing customer in the list, press “Select” to view the customer information and select “New deviating delivery address”. Not that deviating addresses only can be added to existing customers. Therefore, save a new customer before adding deviating addresses.


Suppliers

In this menu the goods owner or logistic company can add or edit suppliers.


Warehouse

 


Goods Handling


Receive Goods

Receive Goods Without Inorder

Please note that the appearance of this page differs depending on if there exists any active inorders in the system. At the bottom of the page all received articles are listed. From this list pallet labels or inbound notes can be generated by selecting one or more articles and pressing on the wanted label/note. 

If any active inorders exist, the checkbox “Inbound Order” can be ticked. Below the checkbox, a drop down list is then visible, from which an active inorder can be selected.

By selecting “Show list” a list of all articles on the inbound order is shown. Type in the location for each article and adjust the amount of articles in the count column if needed. Press the button “Receive all” to save. The inbound delivery can also be done one article at the time by deselecting the “Show list” checkbox. If any articles are missing, deselect the “Show only articles in order” and add the missing item.

Inbound Delivery Without an Inbound Order

To receive goods without an inorder, deselect the checkbox “Inbound order”. Select the article to be received from the drop down list of articles, or search on article name, number, group or unit. Fill in the amount received, stock location and any other wanted information and press “Save”. Note that you can get a suggestion of stock location from the system, by selecting “Show location suggestion” to the right of the stock location field.  


Deliver

“Deliver” is used when you want to choose from which stock location and the number per stock location the articles should be picked from. In the first drop-down box select the order for delivery. In the two drop down lists below select the article to be picked and from which stock location the selected article will be picked. To quickly locate the goods of a particular batch or serial number, you can enter them in the search field. At the bottom a list of the selected article and its stock locations is shown. Select how many articles are to be picked from each stock location by adding a number in the “Count” column. Press “Picked” to confirm. By ticking the box "Add Pallet" pallets, weight, etc. can be added to the order.


Pick Orders

If multiple orders are picked on the same picking round a pick order can be created.  This can be done automatically when selecting multiple orders in the order list; however this setting must be activated by Ongoing. In this menu, pick orders can be manually created by selecting “New Pick Order”. You can also print reports or view existing pick orders.


Return Orders

It is possible, however not necessary, to in advance advise to the Warehouse Management System that goods delivered on an order is going to be returned. This is useful if the goods owner requires their customers to notify in advance when they want to return goods. In that case a return order is posted to the WMS via for example the API. The page ”Return orders” lists all return orders and provide functionality for the warehouse worker to process the returns.

Look at the below example picture. Three return orders are shown. They have three different statuses. The yellow (advised) means that the return order has been created. After the return has been processed it can either get a red status (deflection) or a gray status (returned) depending on if all the advised goods were received or not.  The table provides a short overview of the return information. As always in Ongoing Warehouse, table content can be easily customized after the requirements. In this case the table shows the status of the return, the id of the return, on which original order the goods were returned, a comment from the goods owner, the goods owners return number, the cause of the return, the customer, the ordered and picked amount on the original order, how much is going to be returned and the quantity returned. Furthest to the right three button/links are present. One to edit the return order, one to process the return and one to see the details about the return.

When the button furthest to the right is pressed the details about the return is displayed. Below an example is shown. Here, one shirt is going to be returned of the original shipped one. Nothing has been returned so far.

If the “Return” link on the return order is pressed, a return dialog is displayed. Below an example is presented. The dialog has three sections: the order section, the return goods section and the returned goods section.

In the order section, an order and a return order is preselected. It is possible to use the notify button to notify the goods owner of the return. By default, the goods owner will not be notified. It is further possible to show all the order lines or manually select a return cause if the checkboxes are unchecked.

Next section is used for returning goods. Ticking “Enter quantity” or “Enter location” lets you manually enter a quantity or location for the goods. When the count field and location field have been filled the operator should either click “Return goods” or check “Remove by inventory” and press “Return & Discard”. It is not possible to return goods if nothing is picked and shipped on the original order. The first option returns the goods to stock. The second returns the goods to stock and immediately counts down the inventory. That is useful if you receive the goods but it cannot be sold again.

Under the “Return goods” section there is a checkbox to create an exchange order. If it is checked it will display an additional dialog. Exchange orders are not further explained here.

The last section displays the goods returned in the previous section. Confirm the returned gods and finish the return by pressing “Mark as returned”. The return order will then change status to either deflection or returned.


Articles


Update Goods Info

At the bottom of the page all articles of the active goods owner are listed together with information such as weight, inbound date etc. By clicking on the icon in the ”Edit” column the data can be edited in the pop up window that shows up. The amount of the article can only be changed by the administrator, and after selecting the “Admin” checkbox. Above the list of goods, fields for searching can be found. By selecting “All goods Owners” all goods owners’ articles can be viewed.

In the box ”Update article item information” article information can be edited. To edit one or more articles from this box, you first have to select the article(s) you want to update in the list by ticking the checkbox.

To create a movement order, select the articles to be moved, fill in the information in the “Create movement order” box within the “Update article item information” box and press “Create”. Movement orders are then handled from “Warehouse” -> “Movement  order”.


Articles

To import articles from excel, see chapter 9.2.3. This chapter describes how to manually add articles.

In the submenu "Articles" a list of the active goods owners’ articles and related information such as the number and stock value is found. By clicking on the arrow to the right in the article list extended information about the selected article is shown. Here, changes in the article information can be made and saved by pressing the "Refresh" button. Inbound delivery of the selected article can be done by clicking “Received” from the extended information view.

To create a new article, press “Create new article” at the top of the page. Article Name and Article Number are mandatory information; the rest of the fields can be filled in if desired.  If a predefined stock location is wanted for the article, it is filled in to the field “Stock location”.


Kit/Article structures

A "kit", or structure article, lets you link one or several articles to one orderable item. Please see our separate guide on how to manage kits.


Production Article

A production article is similar to a kit article, but with one significant difference. A production article is kept in stock. When a production article is created, it “consumes” the required underlying (“child”) articles. For example, if a table, consisting of four table legs articles and one table top article, would be a production article, four legs and one table top is deducted from their respective stock unit and the table stock unit is increased by one. It is not possible to dis-assemble the production article to its previous “child” articles.

To create a production article, create a new article and select the “Production Article” checkbox. Fill in the remaining article information and save the article. Find the article in the article list and press “select” to the right in the article row. A box will now be visible to the right of the article information where the articles to include in the production article can be selected. Contact Ongoing if you want to use Production Articles.


Inventory


Stock Taking

At the bottom of the page, all inventory adjustments for the active goods owner are listed. The list can be sorted by entering the required search in the column heads.

At stock taking, the correct number of articles on the stock location is filled in and the new amount is saved by pressing “Inv” to the right in the list. When an adjustment has been done, it is showed in the ”inventory adjustments” box above the list of articles. The amount shown is the difference between the old and the new stock level.

In the picture below, the article at the top of the list has just been set to 10 from 11. In the stock list, the new number, 10, is shown and at the top the change is listed, -1.

In the menu “Goods Flow” an inventory log of all adjustments done can be found under “Inventory adjustments”.


Inventory Assignment

”Inventory assignments” must be activated by Ongoing to be used. Please contact Ongoing if you want to use inventory assignments. Inventory assignment is used to create an article or stock location based inventory assignment, where the amount of counts can be specified.

To create a new inventory assignment, press ”Create”, and fill in the pop up window. Select if an assignment should be based on an article group or on stock locations. After clicking on “Create” the articles for the assignment can be selected. By default, 3 counts are set up for the inventory assignment.

Fill in in the first count in the “count” column and press “Inv”. Note that you can fill in many fields and press any “Inv” to post all. You can mark lines as “Accepted” or “Not accepted” by ticking the checkbox to the right and press “Approved”/”Not Approved”. The lines can then be sorted on approved/not approved lines. Once the first count has been completed, press “Next” under “Start Next Count” to start the second count. You can add articles found, that are not already in the list, or auto fill the result from the last count by using the buttons above the inventory list.

When all counts have been completed press “Finish Inventory” to adjust the stock levels.

Please note that all articles in the inventory task are marked as “Locked” and cannot be picked in an order until the inventory task has been completed (by pressing “Finish” Inventory).


Stock Movements


Stock movement

Stock movement can be used to move articles from one stock location to another. This can also be done from “Update Goods info”.

By typing in a stock location in the ”From” field a list of all articles on the selected location is shown. Fill in the new stock location and the amount to be moved per article and press “Move”.  By selecting the checkbox “move all” the number of articles on the location is automatically filled in to the fields.

It is also possible to move to different stock locations by expanding the ”Mass location move” pane.


Movement Orders

Movement orders can be created to predefine a goods movement, e.g. to refill a picking location from a buffer. A move order is generated under “Warehouse” -> “Update Goods info”, see chapter 3.2.1. In this menu the movement orders can be removed, marked as done or edited.


Warehouse


Warehouse Map

In the warehouse map all stock locations are shown. A white box indicates an empty location, and a blue box a location with articles. The amount of articles is displayed in the box. By clicking on a stock location a list of articles on the location will be shown in the upper right corner.

The map shows the articles for the active goods owner. To view all articles from all goods owners, select the “All Goods Owners” checkbox in the search box.


Economy


Price List

Here the prices towards your customers are listed. The price lists are goods owner specific, so be careful to select the right goods owner in the upper right corner when creating a price list.

To create a new price list, fill in a name (e.g. rent, inbound delivery) and article code if required. Choose a unit in the unit drop down field, e.g. pieces, hours. If you are missing a unit, add it under “Settings”->”Units”->”Units”. Enter the price per unit in the “a Price” field and the account to be used on the invoices.

If the price should be added to every invoice, e.g. base rent per month, tick the “Required” checkbox at the bottom of the form.

If you want the price to be calculated based on statistics (e.g. number of days the article has been in stock) select “From Statistics”. From the drop down list, you can choose the statistics to be used. You can also select filter and set the statistic configuration in this box.

In case the price is based on an article or article group, a new window is shown where the article/article group can be selected.

In ”price calculation type” a formula can be added for calculating the price. Contact ongoing for setting up the formulas. You can also set up a price matrix. In the example below, the total price for up to 50 pieces is 100 and from 50-150 pieces the price is 300. You can test to matrix by filling in an amount and press test. In the example below, the price is calculated to 300 for 55 pieces.

You can run a test on your price list, by selecting an invoice period and press “Test”. To save the pricing, press “Create”


Invoice

Here you can create and view invoices per goods owner. The system can generate a detailed invoice based on the price list you have added. Start by selecting the right goods owner in the upper right corner.

In the list at the bottom, all existing invoices are shown. To view the pdf, press the pdf icon to the right in the list. You can also select many invoices and press the pdf icon at the top of the list to open all selected invoices in pdf.

To generate a new invoice, enter a title (mandatory) and an invoice number and text if required. Fill in the invoice period or select the predefined choices below, “This Month” or “This Week” (you can also select a previous month/week by clicking on the arrows next to the next). If you want to continuously add to this invoice select the “Activate” checkbox. When a new invoice is set as active, the old one will be deactivated. Click on “Create” to create the invoice.

To see a detailed view of an invoice, select it form the list and press “Rows”.  From this view you can edit the invoice rows.

By pressing “Calculate”, prices calculated from statistics will be added to the invoice.


Invoice Overview

Under “Invoice Overview” an overview of the active invoices is found. Press the “Calculate” button to add the costs calculated from statistics to the active invoice.

From this view a new active invoice can be created by pressing “create new active invoice”. A new invoice for the active goods owner will then be created.


Debit

”Debit” is used to continuously add costs for services to your costumers’ invoices. You can also debit an order by selecting the order from the order list and then pressing the “debit” button. In that way, the debiting will be assigned to the specific order, which will be shown on the invoice.

To use this menu to debit, an active invoice should exist for the active goods owner. In the “Invoice info” the goods owner name, invoice name and number, as well as the invoice period of the active invoice is shown.

Select the service to be debited from the “Charge” box to the right by clicking “Add”, and fill in the information in the box in the middle of the window. Click “Create” to save. See the example below.


Invoiced / Month

By selecting a period of time, an overview of invoices per month will be shown for the active goods owner. The data can also be shown as a chart, by filling in the min and max Y values, which represent the invoice amount. Click on “Show diagram” to view.


Goods Flow


Goods Transactions


Goods Transactions

List of all goods transactions.


Received Goods

List of all received goods.


Delievered Goods

List of all delivered goods.


Inventory Adjustment

List of all inventory adjustments. In the count column, the amount that was increased/decreased is shown.


Goods Flow


All Goods

In this menu you can search in all received, delivered and in stock goods. Use the search fields at the top, or the columns header to search.


Stock Value


Goods in Stock

Here a list of all articles currently in stock and their stock location is found. Use the “Search” box to search by e.g. article, article group, stock location etc.


Goods/Stock Location

Here you can search for an article by its name or article number to see all stock locations where the article is placed.


Statistics


Warehouse


Stock Turnover

The list at the bottom of the page shows the amount of days an article has been in stock, the date of inbound delivery, stock location and amount of articles.  Use the fields in the search box or the column headings to search in the list.


Warehouse Statistics

Under ”Warehouse Statistics” a set of statistics can be shown for a specific time period. Select the wanted time period and press “Search” to view the statistics. In the picture below, the available statistics are shown.


Warehouse Statistics/Day

”Warehouse Statistics / Day” is used for daily follow up. It is possible to filter the search on good owner, customer group, transporters or article groups as well as for a specific time period. Deselect the checkboxes “All Transporters” or “All Article Groups” if you want to select a specific transporter/article group. By pressing “Search” a daily overview is show for the selected period of time.


Statistics / Goods Owner

Use this menu to get statistics filtered by goods owner, e.g. amount of orders, received articles ect.


Degree of Occupancy

The degree of occupancy is used to see the current or historical warehouse occupancy, e.g. to see how much space that currently is available.


Articles


Article Statistics

Under “Article statistics” e.g. picking frequency, amount, number of orders and can be shown for an articles for a specific period of time.


Historical Stock Balance

Select a date to view the historical stock balance. The search can be filtered on article or article number. Historical stock balance can for example be used at the end of the month for book keeping purposes.


Economy


Financial follow up

Financial follow up shows what has been sold to a certain goods owner or all goods owners during a specific time period. Use the “Search” box to filter the detailed list below.


Picking Statistics

Picking statistics is used to follow up on the work per warehouse worker, e.g. amount of orders or inbound orders that have been processed.


Misc

This menu might have a different name and contains external system to which Ongoing is connected. If you do not have any connections to external system, this menu might not be visible.


Registers


Registers


Goods Owners

Goods owner is a central concept in Ongoing Warehouse. Normally you work with one active goods owner at the time, which is selected from the drop down list in the upper right corner. In this menu you find a list of all goods owners. Above the list is a form used to add a new goods owner to the system. Fill in the information (goods owner name is mandatory) and press “Create”.

For the new goods owner to be visible in the drop down list, go to “Settings” –> “Users” to select which users should be able to see to new goods owner (except from the users who have “All Goods Owners” selected).


Transport Companies

Here transport companies are listed and can be added. In case your company is transporting the goods yourself, you can add your own company here.

The field “Code” and “Service Code” is used if Ongoing Warehouse is connected to an external transport administration system. The external system is then selected und the “External System” drop down list further down in the form. Connections to external systems are done by Ongoing Warehouse, please contact us if you wish to set up a connection.


Transport Agreements

For the transport companies that have been added to the system transport agreements can be added. Start by choosing a transport company from the drop down list and add a Costumer number, i.e. your or the goods owners customer number at the transport company. The field “Edi code” is used if the warehouse management system is connected to a transport planning or administration system. Press “Create” to save the new agreement.

In the list at below the  “Add transporter agreement” all existing agreement are listed.


Return Causes

In this menu you can create or administrate return causes.


Adjusment Causes

In this menu you can create or administrate causes for inventory adjustments.


Groups


Customer Groups

In this menu customer groups can be created and administrated. To edit a group, press “Select” to the right in the list of customer groups. You add costumers to the group by selecting the group when editing/creating a new customer from “Order”->”Customers”.


Supplier Groups

In thsi menu supplier groups are created and administraded. To add a supplier to the supplier group, the supplier group is selected when creating/editing the supplier under ”Order”->”Suppliers”


Articles


Goods Status

In this menu goods statuses are created and administrated. Goods statuses are used for e.g. handling of customs or damage goods, when the goods need to be marked with a special status. Goods statuses might also be used for debiting goods having a specific status. Goods having a certain status can also be prevented from being picked on an order.


Article Categories

Article categories are often used to set prices or get statistics based on an article group. An article can only belong to one article category. Articles are added to the category by selecting the article category when creating/editing the article from “Warehouse”->”Articles”.


Article Groups

Article groups are used as article categories, to set prices or get statistics. An article can only belong to one article group. Articles are added to the group by selecting the article group when creating/editing the article from “Warehouse”->”Articles”.


Article Classes

Unlike article groups or article categories, an article can have many article classes. Article classes can thereby be seen as attributes, e.g. “bulky” or “fragile”.  To assign a class to an article, select the article class when creating/editing the article from “Warehouse”->”Articles”.


Item Classes

Item classes are used to categorize specific items/individuals.  


Types


Order Types

Here order types are created and administrated. Order types are used to classify orders e.g. “express orders”. This can be used to set prices baes on order types.


Inorder Types

Here inbound order types are created and administrated. This can be used e.g. for set prices based on the inorder type.


Import


Inorders, orders, articles and customers

Inorders, orders, articles and customer data can be imported from Excel. Please see our separate article on that topic.


Dangerous Goods

Use this menu to import dangerous goods.


WSI Import

This menu is used for importing from templates that have been specially tailored e.g. to match a customer template. Contact Ongoing Warehouse if you want to create a tailored template.


Settings


System Registers

Under ”System Register” registers that are valid for the entire system, and not goods owner specific, are found.


Reports

Here reports that can be generated in the system are found. When pressing ”Select”  for a report details about the report is shown above the list. The checkboxes shows from what pages in the system the report can be generated from.  If the report should only be visible for some goods owners, untick the “All Goods Owner” checkbox and select the goods owner from which the report should be generated for. The reports can be adjusted to your requirements, please contact Ongoing Warehouse for creating new or editing reports.


Users

At the bottom of the page a list of all users are shown. To edit, press ”Select”, do the reuired changes and press ”Update”.

To add a new use, fill in the user name and password. It is important to choose a strong password, containgn both letters and numbers. Thereafter, select the default goods owner from the drop down list. This will be de goods owner that are shown by default when the user log in to the system.

From the drop down list ”menu” select what set of menus should be visible for the user.

Administrator : Can access all menus
Customer: Can only access the customers own articles and orders. Can create orders and review their own order list. Can create articles and its’ customers.
Customer extended: Have in addition to the menus accessible for “Customer” access to inbound orders, warehouse map, article register, goods transactions and inventory adjustments.
Warehouse without economy: Access to all menus except economy.

The checkbox “Is read Only” is selected if the user should not be able to change or add anything in the system.

Next the user rights are selected. “Administrator” is selected for the system owner/administrator and has full rights to the system and can do changes e.g. change items in stock, without doing an inventory adjustment. For the warehouse staff, “Stock worker” should be selected. Other user rights might be added at request, please contact Ongoing Warehouse to add groups.

Below the user rights you find a list of all goods owners. If you want the user to be able to see all goods owners, tick the “all goods owners” tick box, else select the goods owners to which the user should have access.

Press “Create” to save to user.

Add a customer user account

Use the same form to create a customer account. A customer account enables your customer to log in to the system to place their orders and administrate its articles and customers. It is important to select “Customer” or “Customer extended” under the “menu” drop down list and “warehouse worker” under user rights. Also, make sure to only select the customer itself under “goods owner” to ensure the customer cannot see any other customer data. Also make the customer its default customer. It is possible to change the rights for a certain customer to fit any specific needs. Please contact Ongoing Warehouse to create specific user rights.


Countries

Here you can add or edit countries and their country codes, to match country codes used in other external systems.


Currencies

Here currencies, their currency code and exchange rate that should be used in the system can be added and administrated.


Order Statuses

Under ”Order Statuses” you can administrate the statuses that can be selected for an order.  If you want an order to get a status automatically, e.g. when the “Pick”-  or “Deliver” button is pressed, tick the respective checkbox.  “Customer Status” indicated that the customer can change the order.


Inorder Statuses

If inbound orders are used, the statuses that should be available to choose for an inbound order are created and administrated here.


Pallet Owners

Here pallet owners are added and administrated.


Packat Types

Here pallet types are added and administrated.


Goods Owner Groups

Goods owners can be placed in a goods owner group to which system settings can be applies. Contact Ongoing Warehouse to use this setting.


User Groups

Users can be added to user groups, to which system settings can be applied. Here the user groups are added and administrated.


Warehouse

In the following sub menus you find the settings to map your warehouse in the system. To see the already mapped parts of the warehouse, go to ”Warehouse”->”Warehouse Map”. The warehouse is build up in four dimensions; warehouse, zone, aisle and location. The warehouse must be built from this structure, that is, a location must belong to an aisle, which must belong to a zone, which must belong to a warehouse. Therefore, start with creating a warehouse and then go down the structure.


Locations

This menu is for adding and administrating stock locations.

In the list at the bottom of the page you find all existing locations. To edit or remove, press select at the locations row in the list. To update, edit the information above the list and press “Update”. Removal of a location can only be made by the administrator. Select the location to be removed and tick the checkbox “admin” at the top of the “Update location” box. Then fill in a location under “Location to move goods to”. All articles currently on the location that are to be removed will then be placed on this location. Press “Delete” to delete the location.


Aisles

Here existing aisles are administrated. It is possible to create an empty aisle from this view, however all locations on the aisle must then be added manually. To create an aisle with locations we recommend to use ”Settings” -> “Create Aisles”.

To update or delete an aisle, select the aisle from the list by clicking on ”Select”. To update, edit the information and press “Update”. Deleting the aisle can only be done by the administrator by ticking the “Admin” checkbox. Fill in a new location under “Location To Move Goods To” to select where the goods currently on the aisle will be moved. Press “Delete” to delete the aisle and move the goods to the new stock location.


Create Aisles

To create an aisle, select a zone, location type and then enter the name under “Aisle”. If you want to use section, tick the ”Use Section” checkbox.

Fill in the number of locations in  X (horizontal) and Y (vertical) dimension. If you want to start from a number other than 0, select the “From/To X/Y” to manually add the start and ending numbers. The size of the location can be added by selecting the “Length/Height” checkbox.

At the bottom, choose your preferred naming structure. The aisle prefix will be placed in front of the X and Y locations. If you want to use a separator, this can be entered in the field between the X and Y location. You can choose to start with either X or Y locations, as well as if you want to use a constant number of digits. In the example below, the Aisle “M” is created with 4 locations in either direction. The naming structure is “M XXX-YYY”. This will give the first location the name M001-001.


Zoones

Here zones in the warehouse are created and administrated. Please note, that it is not possible to delete a zone if any aisles exist in the zone. Select a warehouse and name the zone to create it. X and Y coordinates can be added, which will give the zone a position in relation to other zones in the warehouse.

In the list at the bottom of the page you can see all zones, the amount of aisle and locations in the zone as well as free and used locations.  


Warehouse

In the bottom of the page, a list of existing warehouses is shown, together with some statistics such as number of zones, aisles and locations and free locations in the warehouse. By pressing ”Select” details about the warehouse can be edited or the warehouse can be deleted. Please note, that a warehouse cannot be deleted if any zones are connected to the warehouse.

To create a new warehouse, fill in the information in the “Create new warehouse” box. If you want to add an address to the warehouse, tick the “Address” checkbox and enter the address.

X and Y coordinates can be added for a warehouse, which will give the warehouse a position in relation to other warehouses.


Location Types

Here location types are created and administrated. Location types are used to charge the customer based on different location types, e.g. rent for pallet location or shelf.


Shipment Register


Goods Category

Here goods categories, that can be selected to each waybill row, are created and administrated.


Units


Goods Units

Here units used for articles, e.g. pieces or kg are added and administrated.


Profit Centers

Profit centers are used to categorize profit, e.g. to keep track of how much profit is being generated from “rent” or “goods handling”. Fill in a name and code and press “Create”.


Units

Here units used for debiting in the economy part are added and administrated. For example, you might wish to debit your customers based on hours, pieces, pallets etc.


Dangerous Goods


UN Numbers

Here UN numbers are added and administrated. Note that you first have to add UN classes to be able to select them from the “Class” drop down list when creating a UN number.


Classes

Here UN classes are added and administrated.


Packing Types

Here packing types for dangerous goods are added and administrated.


Other


Help

Under ”Help” manual, customer manual and education material can be downloaded as well as Standard templates for import of articles, customer, in orders and orders.

You also find contact details for our support and a contact form that can be used for contatcting our support.


Translation

This menu is mostly used by Ongoing Warehouse. Here you find all translations in the system with their respective key. You can search for a translations by using the fields in the “Search values” box and update the translation of you system language. The updates will not be visible in the system before being accepted by Ongoing Warehouse.


WSI Import

WSI Import is described here.


Printer Settings

This menu is only used if printer service for automatic printout is used.

Based on printer type, goods owner, user, computer and report a default printer can be selected.


Logs


WSI log

In the WSI log information integrated from external systems is logged, e.g. orders imported form external systems.


Article Events

All changes made on an article is logged under ”article events”. You can search by using the search field above the list.


Error log

This menu is only used by the system administrators at Ongoing Warehouse.