A company has different sales offices around the country, each one using its own warehouse. The price of an item and itsc ost differs according to the location as the shipping cost is added to the item cost and the item price. This is facilitated through the Manage Item Cost Per Warehouse and the splitting of the purchase orders which facilitates the creation of several Good Receipt PO and therefore several landed cost documents.
The reporting per location is done according to the warehouse. Each location has a different series for sales documents.Since the company uses one SAP Business One database it is important that each location uses its own stock and itemprice. The employees of each location should use the warehouse specific to that location. However, when creating a sales documents, the default warehouse is selected from Administration -> System Initialization – > General Setting -> Inventory tab.
In SAP Business One, to enable each sales person with access to goods from the correct warehouse it is important to understand the hierarchy of the warehouse selection, in order to comply with the customer’s business process.
In the company’s database in General Settings (Administration -> System Initialization -> General Settings -> Inventory tab -> Items tab), the General Warehouse is set as default:
No User Defaults Exists
The user manager has no Defaults assigned in its Users – Setup (Administration -> Setup -> General -> Users)
In SAP Business One, the sales document by default selects:
1. The default warehouse defined for the item in its Item Master Data.
a. In the following example, the item 1DWH has warehouse 06 defined as its default warehouse in its Item Master Data -> Inventory Data tab.
b. When item 1DWH, is called in a sales document, warehouse 06 is assigned to the line.
2. If no default warehouse is assigned for the item, then the default warehouse assigned in the General Settings – Inventory tab – Items tab (Also known as the company warehouse) will be selected in the sales document_._
a. In this example, Item ‘AWHNS’ has all the warehouses defined but none of these warehouses are selected as default for the item.
b. When this item is selected in a sales document, for example a Sales Quotation, the system automatically takes the default warehouse assigned to the company under Administration -> System Initialization – >General Settings-> Inventory tab -> Items tab.
3. When the company warehouse is not assigned to the item and no default warehouse is defined in the item’s master data, no warehouse is automatically selected at row level.
a. In this example, item ‘1WH’ has only one warehouse assigned, warehouse 02. This warehouse is not set as default for the item.
b. A second item, ‘2WHlocked’, has three warehouses defined but two are blocked and none of these warehouses are assigned as the default warehouse for this item.
c. The warehouse assigned as default for the company in the General Settings, is not available for either of these items.
d. When selecting either of these items in a sales document, the system does not automatically assign a warehouse. Instead it waits for user to select the warehouse. In Sales Quotation No. 17 neither of the items has a warehouse automatically assigned. Only item 1DWH, from point 1 above, has a warehouse automatically assigned, because that is the item’s default warehouse.
If the user tries to add the document without a warehouse selected, on row level of the Quotation, an system message is displayed:
In summary when there are no user default the warehouse is selected as below:
User Defaults Exists:
In the Users – Setup , the user Yomismo contains the User Defaults, Essai. The Essai User Defaults has warehouse 02 defined as default, as can be seen in the following screenshot:
When User Defaults , which contains a default warehouse, are assigned to a user it takes priority if no other defaults exist for an item. In SAP Business One, the sales document by default selects:
1. The default warehouse assigned to the item in the item master data.
2. In all other cases the default warehouse assigned to the user.
In summary when user default exists, the warehouse is selected as below:
Assigning a warehouse per location
Based on the hierarchy described above, it will be necessary to assign a user default setting per user or per location and assign it to the user of the relevant location. If this is selected, there should be no default warehouse assigned to the item in its Item Master Data – Inventory tab. If the item is meant to be sold in this location, the warehouse should be defined for this item.
In the following example, a warehouse exists per physical location. The user Myself is assigned the Cork Users Defaults, the warehouse for the Cork sales office . The Cork User Defaults has warehouse 05 defined as its default warehouse.
Item 1DWH is now updated so that there is no default warehouse defined. The descriptions of warehouses 05 and 06 have also changed to answer this business process.
When any item is selected in a sales document, for example a Sales Quotation, all items are assigned the user default warehouse, except if the item is not available in this warehouse.
To prevent the user manually changing the warehouse at row level in a sales document, the Warehouse field can be set as inactive and or not visible in the Table Format and Row Format tabs of the Form Settings (Tools -> Form Settings), for the document.
You can continue reading on in the PDf document available. To see the entire document click here: Default Warehouse Scenarios
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