The multiple bin facility within SYSPRO enables you to keep track of the different locations in which you store an inventory item within a warehouse.
With the multiple bin system you can store an item in an unlimited number of bins. You assign each bin location with a unique code that SYSPRO prompts you for when you record the receipt, quantity adjustment, issue, or sale of an item. In addition, when performing a stock take, the counted quantities of the stock items can be captured by bin location.
Costing is not affected by the multiple bins system. Costs are always held against the inventory warehouse record, and the method of maintaining this unit cost is determined by the costing method defined within the Inventory Setup program.
The multiple bin system can be implemented selectively by warehouse within a SYSPRO company.
This section describes how to implement the multiple bins system:
From General tab of the Inventory Setup program, select the option: Multiple bins
Optionally select the Warehouses function to use the Warehouse Maintenance program to switch the Multiple bins system off for the warehouses for which you do not require this system.
Select the Save function.
The following messages are displayed:
You have changed the Multiple Bins option. If you have any sales order with non-zero quantities to ship, such sales orders will not be updated correctly with multiple bins. You must run the Sales Order Purge program to maintain data consistency.
You have changed the Multiple Bins option. A conversion is needed to update the bins for each warehouse. If Lot Traceability is installed, a thorough check will be done in the Lot Purge program. This may take a while. Do you wish to continue?
After having acknowledged these messages, the conversion and Lot Purge program are automatically run.
The conversion program performs the following:
A single bin is created for each stock code/warehouse combination and the entire quantity on hand for the stock code/warehouse placed in this bin.
If a bin location has been defined against the stock code’s warehouse (Warehouse Maintenance for Stock Code) then this bin location is used to generate the default bin. If this is not defined, then the bin location defaults to the warehouse code itself.
The Lot Purge program performs the following:
The bin created in the conversion program is defined against the existing lot records for the stock code/warehouse combination.
The transactions associated with each lot record are updated to include the bin.
If lots were reserved for material allocations linked to a job, then the bin created in the conversion program is defined against these records.
Bin location codes can be defined for each stock item in one of two ways:
You can use the Warehouse Maintenance for Stock Code program to define the bin location code for each stock item within a warehouse as follows:
Navigate to the Stock Code Maintenance program.
Highlight the stock item for which you want to define the bin code.
Select the Warehouses option from the Edit menu.
From the Warehouses for Stock Code listview displayed, highlight the warehouse within which the bin location for the stock item must be defined.
Select the Change option from the Edit menu.
Enter the bin code at the Bin location field.
Select the Save function to save your entry.
Alternatively:
You can use the Inventory Bin Maintenance program to define the bin location code for each stock item within a warehouse as follows:
From the SYSPRO Ribbon bar, select the Run a Programoption from the File menu.
At the Program to run field, enter INVPBI
Select OK.
From the Inventory Bin Maintenance program, enter the code of the stock item for which you want to define the bin code(s).
Enter the warehouse code within which the bin location for the stock item must be defined.
Enter the code for the bin location.
Select the Save icon to save your entries.
An unlimited number of bins may be allocated per warehouse per stock code.
If you activate the Multiple bins option at any time after the system has been running without it, you need to process the Balance function of the Inventory Period End program to create a new bin with the warehouse quantity on hand stored in it.
For each stock item, the bin location defaults to the bin code defined against the warehouse for that item (Warehouse Maintenance for Stock Code). If this is not defined, then the bin location defaults to the warehouse code itself.
If you have existing Sales Orders (with quantities to ship) then you need to run the Balance function of the Order Purge. As no bins will have been allocated to any order lines when multiple bins are switched on, the Order Purge program places all sales order lines for stocked items into back order. When you subsequently update your sales orders and put quantities into ship, you are prompted to allocate the bin numbers.
If you want to be able to create new bins when receipting stock into a warehouse, then select the option: Allow creation of bins when processing inventory transactions (Inventory Setup - Options tab).
If you want to include bin transfers when retaining transaction movements processed for a stock item, then select the option: Record movements for bin transfers (Inventory Setup - Options tab). You indicate whether you want to retain movements for a stock item within the Stock Code Maintenance program.
Define the automatic depletion options you require for multiple bins (Inventory Setup - Depletion tab).
Define the default sequence you require for browsing on multiple bins (Inventory Setup - Browse tab).
Select your requirement at the option Place multiple bins on hold when receipting a job (WIP Setup - General 2 tab). This is only required if you are using the Work in Progress module.
When you switch multiple bins off for a single warehouse (Warehouse Maintenance), the system automatically performs the processes required to roll the bins (i.e. transfer the quantity on hand to the default bins).
All bins are deleted against the stock code/warehouse combination and all sales order bin allocations are deleted. The quantities on hand for stock items in the warehouse are transferred to the default bin. The bin location is generated from the warehouse code. The ship quantity against the bin is calculated by subtracting the quantity on back order in the warehouse from the quantity allocated.
The Purge and Archiveprogram is automatically run to ensure that the bins are cleared from existing lot records and their associated transactions for items defined as Lot traceable or ECC controlled (Stock Code Maintenance - tracking tab).
For example, say you had the following lots, bins and quantities in warehouse DD:
| Lot number | Bin | Quantity |
|---|---|---|
| 2 | D1 | 10 |
| 2 | D2 | 5 |
| 3 | D2 | 10 |
| 3 | D1 | 20 |
The Purge and Archive program consolidates the existing lot numbers into the default bin which is the same as the warehouse code as follows:
| Lot number | Bin | Quantity |
|---|---|---|
| 2 | DD | 15 |
| 3 | DD | 30 |
The transactions associated with each lot record are updated to include the newly created bin.
If lots were reserved for material allocations linked to a job and an individual lot is stored in more than one bin, then each of the bin quantities is accumulated into a single reserved lot that has the newly created bin associated with it. If any reserved lot entry is incomplete, then the single lot with the rolled up quantities is marked as incomplete.
Bins allocated to sales order lines are replaced with an allocation for the newly created bin.
You can run the Balance function of the Inventory Period End program and the Balance function of the Order Purge program, although this is not a requirement.
If you subsequently decide to re-enable multiple bins against the warehouse, no other action is required, as the default bin is already defined against lots, reserved lots and sales order ship quantities.
When, after using the multiple bins system for some time, you deselect the Multiple Bins option for the entire company (Inventory Setup), the conversion and Purge and Archive programs must be run.
The conversion program performs the following:
The bins are deleted for all stock code/warehouse combinations.
The bin allocations against sales orders are cleared.
The Lot Purge program performs the following:
The bin is cleared from existing lot records for all stock code/warehouse combinations.
If an individual lot is stored in more than one bin then each of the bin quantities is accumulated into a single lot that has a blank bin associated with it.
The bins against transactions associated with each lot record are cleared.
If lots were reserved for material allocations linked to a job, then the bins are cleared from these records.
Sales Order Purge (Order Purge)
Existing Sales Orders (with quantities to ship) are unaffected by switching multiple bins off as the bin allocations are removed as part of the conversion. However, running a Balance function maintains data integrity and is therefore, recommended.
When multiple bins are in use, any program that changes the quantity of stock on hand, requests the bin locations affected by the transaction. Therefore when you process a transaction that affects stock, you are required to specify into which bin(s) the stock must be receipted or from which bin(s) the stock must be drawn.
The bins are updated when processing Inventory movements, Sales Orders, Dispatches, Purchase order receipts, Landed Cost Tracking receipts, Job receipts and Job issues.
Each receipt can only be processed into a single bin in the Job receipts, WIP inspection, Purchase Order receipts and Purchase Order inspection programs. The same limitation exists in the corresponding business objects.
When a warehouse does not use bins, but the company does (Inventory Setup), then the dummy bin on file is used internally by SYSPRO programs. That dummy bin always contains the warehouse code. You therefore never have to indicate a bin number when posting for a warehouse with no bins as the program involved uses the dummy bin number automatically.
The following modules are affected by multiple bins:
The following programs are affected by multiple bins:
Bins are requested whenever you process a transaction that affects stock. You are required to specify into which bin(s) the stock must be receipted or from which bin the stock must be drawn.
The following Inventory Movement transactions request bins:
Warehouse Transfers
The following preferences relating to Warehouse transfers can be selected from the Inventory Movements program:
Use default warehouse bin location can be selected to default to using the bin location held against the warehouse assigned to the stock item when processing a transfer in.
Create bin location if not on file can be selected to automatically create the bin location if it does not exist.
Bin Transfers
The Preference: Warn if transferring bin on hold can be selected to display a warning message when processing a bin transfer if one of the bins is on hold.
When performing a stock take, the counted quantities of the stock items can be captured by bin location.
When capturing stock take quantities by stock code you define the bin number for each counted quantity of an item.
GIT Receipt with Apportionment
When you change the receipt quantity for a GRN, you need to specify the bin location.
The Balance function of the Inventory Period End program checks that the total on hand quantity of the bins for a warehouse match the on hand quantity stored against the warehouse in the multiple bins for that warehouse/stock code. If not, the bins are adjusted to equal the on hand quantity stored against the warehouse.
If multiple bins are installed in the warehouse, then an ADJUST bin is created for the adjustment quantity. Otherwise, the adjustment is processed against the default bin. The bins are always adjusted to match the warehouse quantity. If multiple bins are only used in selected warehouses and not in others, bins still exist in those warehouses. However, there is always a single 'dummy bin' for the warehouse/stock code with the warehouse code as the bin number. In the case of an out of balance situation for these items, the dummy bin is updated, and no report is made - it is thus not visible to the operator.
ADJUST bins are only created by the Inventory Period End program.
If the item is also lot traceable, then the controlling value is the lot quantity, and both warehouse and bins are adjusted if required.
When an adjust bin is found, the quantity in the bin should be transferred to the correct bin (see Inventory Movements - Bin Transfers), and then the ADJUST bin should be deleted (see Inventory Bin Maintenance).
The following programs are affected by multiple bins:
Purchase Order Receipts and Purchase Order Inspection
When processing a purchase order receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed.
When processing a shipment receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed.
The following programs are affected by multiple bins:
When you enter a positive ship quantity on a sales order line for a stocked inventory item, you are prompted to enter the bin location from which the sold quantity must be taken (see Lot, Bin, Serial Allocations).
Your selection at the option: Apply automatic depletion in (Inventory Setup - Depletion tab) determines how the allocation of stock from multiple lots/bins is handled.
When releasing backorders for a stocked item, you are prompted to enter the bin location from which the sold quantity must be taken.
The Single Level Bill of Materials process is used when processing a credit note or sales order for a kit item. Components may be required for both an exchange and a credit note.
Where applicable, you are requested to enter bin locations immediately after you confirm the components.
The following programs are affected by multiple bins:
If you selected to Reserve lots for allocations (WIP Setup - Lots and Serials tab) then you are prompted to reserve the required lot(s) once Trial Loading has taken place. Although it is not possible to reserve bins, but because bins and lots are linked to each other, you are required to reserve a bin that is associated with the lot you choose to reserve.
Bins are requested when processing transactions using either the Kit Issue or Specific Issue functions (refer to Lot, Bin, Serial Allocations).
Your selection at the option:Apply automatic depletion in(Inventory Setup - Depletion tab) determines how the allocation of stock from multiple lots/bins is handled.
When processing a job receipt for a stocked item, you need to enter the bin location into which the receipt quantity must be placed.
You use the picking slip as a tool to help you extract items from stock ready for delivery to your customer. This report can be generated in a number of report sequences that include the bin location.
If you select the report sequence Warehouse, bin location then you can select to start a new page on change of bin location.
The bin location is indicated on the report against each transaction.
In addition, you can select the option: Print multiple bin transfer journals to list all Bin transfer transactions posted in the Inventory Movements program.
This program is used to record the results of a stock count performed on a selected range of inventory items and can be generated in bin number sequence.
A print position for the bin location can be defined and then printed on inventory documentation using the Inventory Document Print program.
The bin location is printed against the movements on this report.
Information on multiple bins can be queried using the following programs:
You can view the bins held against a stock item by selecting:
Movements are only generated for bin transfer transactions if the option: Record movements for bin transfers is selected (Inventory Setup - Options tab).
When you query sales orders from the Inventory Query program, you can select to query the lots/bins and serials for the highlighted sales order line from the Functions menu. If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query (Traceability Query).
The bins are sequenced according to your selection at the Multiple bin browse default sequence option (Inventory Setup - Browse tab).
When viewing sales order detail lines, you can query the bins for the highlighted sales order line from the Functions menu.
If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query (Traceability Query).
You can query the bins for the highlighted invoice line by:
If an item is traceable, then the bins and serials are inextricably linked to the lot and you will have to query the bins and serials from the lot query (Traceability Query).
You can query the bins for the highlighted material transaction by typically using your right mouse button on the stock item line in the Material Transactions listview and selecting the Bins option.
When viewing material allocations against a job (see Material Allocations), you can query the bins for the highlighted material allocation by selecting the Bins option from the Functions menu.
The Balance function of the Inventory Period Endprogram can be used to correct any imbalance between the on hand quantities in your bins and the warehouse.
For traceable items, any imbalance between the on hand quantities in your bins and your lots can be corrected and once those are balanced, any imbalance to the warehouse can be corrected.
If the stock code is traceable or ECC controlled, the lot quantities are assumed correct and the bins and/or warehouse quantities are balanced to the lots.
The following processing takes place for stock codes:
If no bins exist for the stock code then a default bin is created with the entire quantity on hand for the stock code/warehouse against it.
If a bin location has been defined against the stock code's warehouse (Warehouse Maintenance for Stock Code), then that bin location is used to generate the default bin. Otherwise, the warehouse code becomes the bin location.
If bins are defined for the stock code then the on hand quantity against each bin is accumulated.
The on hand quantity against each of the lots defined for the stock code is accumulated.
If the accumulated total for the lots equals the on hand quantity against the warehouse and the accumulated total for the bins equals the on hand quantity against the warehouse then all is in balance.
If the lot total does not equal the bin total then the bins are balanced to the lots by either replacing the bin quantity on hand with the lot quantity on hand or creating the bin if it does not exist.
Once the bins and lots balance, the lot total is compared to the on hand quantity in the warehouse. If they are not equal then an adjustment is processed against the warehouse so that it equals the lot total.
An adjustment movement is created against the stock code and a journal is generated.
If the stock is not traceable or ECC controlled then the warehouse quantities are assumed correct and the bins are balanced to the warehouse.
The following processing takes place:
If no bins exist for the stock code then a default bin is created with the entire quantity on hand for the stock code/warehouse against it.
If multiple bins are installed in the warehouse and a bin location has been defined against the stock code's warehouse Warehouse Maintenance for Stock Code), then that bin location is used to generate the default bin. Otherwise, the warehouse code becomes the bin location.
If bins are defined for the stock code then the on hand quantity against each bin is accumulated.
If the accumulated total for the bins equals the on hand quantity against the warehouse then all is in balance.
If the on hand quantity against the warehouse does not equal the bin total then the bins are adjusted to equal the warehouse.
If multiple bins are installed in the warehouse then an ADJUST bin is created for the adjustment quantity. Otherwise, the adjustment is processed against the default bin.