Storage locations, stock by location and stocktake

With the add-on module Logistics you know not only how much of an item you have, but also where: storage locations as master data, stock by location, transfers, and a stocktake with scanning on your phone.

Add-on module Logistics, unlocked on request. The module is in a pilot phase and is unlocked for your workspace on request via support. Without the unlock, the pages do not appear and the item keeps the free-text field Storage location.

The Warehouse area

In the menu under Master Data you will find Warehouse with four tabs: Monitor (all packing lists of the coming days, see the warehouse monitor article), Stock, Stocktake and Locations. Tabs you lack the permission for are hidden. Everyone who may view inventory sees Stock, Stocktake and Locations; changing, transferring and counting require the permission to edit inventory. The Monitor follows the permission for events, as before.

Create storage locations

Under Locations you build the structure on three levels: warehouse or hall, below it area, below it bin. A bin may also sit directly under a warehouse. Every location can be renamed, sorted with the up and down arrows, and archived.

• Main warehouse: Every workspace has exactly one main warehouse. It can be renamed, but not archived or moved.
• Code: Every location automatically gets a scannable code (LP00001, LP00002 …). You can set your own code: it starts with a letter and contains only the letters A to X and digits. Y, Z and hyphens are not allowed because hand scanners swap them on a German keyboard. Every code is unique in the workspace.
• Archive: This works with a confirmation and only if nothing is left at the location (or below it) and no item is assigned to it. Otherwise Univents names the reason, for example “There is still stock at this location”.

Existing free-text storage locations are adopted

The first time you open it with the module unlocked, Univents creates the main warehouse and adopts the free-text storage locations of your items as bins below it. The items are immediately assigned to their bin as the default. The storage location you see in the packing list and the production list stays unchanged.

Assign bins to items

With the module unlocked, the section Storage bins in the item replaces the free-text field. You choose one or more bins and mark one as the default. The default appears as the storage location in the packing list and the production list. The assignment is saved immediately, not only when you save the item. When you create a new item, you assign the bins after creating it.

Read stock by location

Under Stock you see the quantity per location for every item. You can filter by location (sublocations are included) and search.

• Main warehouse (no bin) is a row of its own: total stock minus the sum of all locations. Stock not yet assigned to a bin sits there.
• The item’s total stock never changes because of storage locations. The sum over all locations always equals the total stock.
• A bin with a negative quantity is marked red.

Automatic bookings are distributed like this: an inflow (for example goods receipt) lands at the item’s default bin. An outflow (for example at event closing or consumption capture) comes from the default bin if enough is there, otherwise from the main warehouse. This way automatic bookings never create a negative bin.

Transfer

In the stock list or in the item, choose Transfer, then From, To and the quantity. Univents books the outflow at the source and the inflow at the destination in one step. The total stock stays the same. You cannot transfer more than is at the source; count first with a stocktake in that case. A double click does not book twice.

Stocktake step by step

1. Under Stocktake, choose Start stocktake and the scope: a warehouse or hall, an area or a bin. Sublocations are included. Only one stocktake runs for the same location at a time.
2. Univents shows the count list with all items of the scope.
3. On your phone: Scan the code of the bin or select it. Then scan the item by barcode or item number, or search for it. Enter the counted quantity.
4. Each line shows Expected, Counted and Difference. The expected quantity applies at the moment of counting.
5. With Complete and a confirmation, Univents books the differences. With Discard, the stocktake ends without booking anything.

Note: Do not transfer stock in the counted area while the count is running. Otherwise the expected quantity no longer matches what was just counted.

What is booked on completion

• Counted lines are booked. Lines not counted stay untouched; Univents does not treat them as zero.
• If more is counted at a bin than booked, Univents first takes the surplus from the main warehouse (no bin) and transfers it. Only what goes beyond that is a real inflow. This way old stock that was not yet assigned to a bin is not counted twice.
• If less is counted, Univents books an outflow at the bin.
• Everything happens in one step: if something fails, for example because the total stock would become negative, nothing is booked and Univents names the reason.

A completed or discarded stocktake can no longer be changed.

What cannot be counted

Items without stock tracking cannot be counted: items with empty stock, with unlimited stock, and services.

Warehouse monitor and movement history

In the warehouse monitor you filter by warehouse or hall, area and bin, sublocations included. If you scan the code of a storage location, Univents sets this filter. The movement history in the item shows transfers and stocktakes with the location.

Frequently asked questions

Does the total stock change when I create storage locations? No. Storage locations only distribute stock, they do not change it.

Why can’t I archive a location? There is still stock there, an item is assigned to it, a stocktake is running, or active locations still sit below it. Univents names the reason.

Can I test the module myself? No. The add-on module is in a pilot phase and is unlocked on request via support.