E-WMS

Getting started with Central Warehouse Purchase

Central Warehouse Purchase (SE5733) is a relative new addition to the Central Warehouse modules. When this module is part of your license, you can use the new functionality.

CW Purchase would typically be used if the sales company wants to buy products to put on stock, not necessarily related to a specific sales orders (as is the case when using CW Order/Order). With CW Purchase it is possible to automatically generate sales orders in the central (stock) company, based on purchase orders in the 'sales' company. When the sales order is fulfilled in the central company, the receipt of these goods can be automatically processed in the sales company. For a schematic view, have a look here.

With CW Purchase, the 'trigger' to process purchase orders is not the warehouse but the supplier. Therefore a new button 'Central Warehouse' is available in supplier maintenance. All items used in the purchase orders have to be linked to this supplier (being the main supplier).

In the purchase order, do not use an existing 'central' warehouse (linked to CW Order/Order handling) to receive the goods. Just use the main warehouse of the sales company itself, or a 'transit' or temporary warehouse.

What's new
After installing (and activating) CW Purchase, these options are new:

• menu [System/General/Settings/PI CW Purchase]
• menu [Purchase/To be processed/CW Purchase admin/Export purchase orders]
• menu [Purchase/To be processed/CW Purchase admin/Process purchase orders]
• menu [Purchase/To be processed/CW Purchase admin/CW monitor]
• menu [Finance/Accounts payable/Maintain]: new button "Central Warehouse"

Setting up CW Purchase
The set-up of CW Purchase is done in the 'sales' company, in menu [System/General/Settings/PI CW Purchase]

Purchase database
In the sales database, the option 'Purchase databases' has to be activated. This is not necessary in the central database.
Re-open the company after you have changed this option.

Printer
This is the default printer where the Control Center reports will be printed (only when manual processing transactions)

Moment of sending orders
After entry of a purchase order in the sales company, there has to be a moment when this purchase order can be seen as ready to be exported to the central company.
"When printing": the export will be done automatically (when the CW services are installed) after processing (printing) the purchase order
"Using Control Center": the purchase orders can only be exported manually in the control center.

(Error) Report names
these reports could be changed and can be named differently, to avoid overwriting on updates

Automatic processing receipts
On  = purchase orders are automatically received when 'export delivery notes' is done in the central company (automatically if the services are running)
Off = purchase orders have to be received manually in   [Purchase/To be processed/CW Purchase admin/Process purchase orders]


Setting up supplier
Go to [Finance/Accounts payable/Maintain] and choose (or create) the supplier you are going to link to the central database.
This can very well be an existing supplier. To avoid older purchase orders being processed, a 'start date' is used in the CW configuration.
Press the 'Central Warehouse' button (only visible in 'simple' mode).

Central Warehouse
Enables this supplier as a link to the central company

Company
The internal company number of the central database (mostly equal to the database name)

SQLServer Central Warehouse
SQL-server where the central company is located, the PC where CW is used, or the server where the CW services are running, must be able to connect to this server.
This may be the server name or IP address.

Central Warehouse database
The SQL database name (not the physical file name) for the central database (in most cases equal to the company number)

Purchase journal
The journal where the generated purchase invoices should be created

Default warehouse in Central Warehouse
You have to set up a link here, or in [System/Pick-IT/Central Warehouse/CW warehouses] to the warehouse code in the central company.
For CW Purchase, never use a warehouse which is already used as 'central warehouse' for CW Order-Order.
Use a regular 'internal' warehouse of the sales company to receive the goods with CW Purchase.

Receipt location sales database
If the main location of an item (in the reception warehouse) is filled, than this main location will be used to generate the receipts.
If the main location is empty, this general location will be used.
This may depend on your receipt procedure, will you receive the goods directly at the item default location, or will the goods be transferred later from a general receipt location to the item main location.

CW PurchaseOrder Startdate
When you use an existing supplier to start with CW Purchase, all 'open' purchase orders with this supplier would be generated as sales orders in the central database.
With this setting, you can decide which purchase orders (from which purchase order entry date) must be handled by Central Warehouse.

View stock
On : users are allowed to view the stock in the central company, on purchase order entry (button "CW Stock data")
Off: viewing stock is not allowed

"User" button
If the sales and central database are located on the main server and/or in the same domain then it will not be necessary to have a special 'user account' handle the CW processing.
But if central company is located on another SQL-server or in another (sister) domain, then the 'current' user may not have sufficient rights to create sales orders in the central company
(this 'current' user can be user handling the control center  [Purchase/To be processed/CW Purchase admin/Export purchase orders] or the domain account used to run the CW services).
In those cases, you can enter the data of the account to use when accessing the central database.


Please also have a look at  Central Warehouse FAQ