INVENTORY CONTROL > Master files > Locations/warehouses > Add/modify/delete
If you keep stock in more than one physical location (stock room, warehouse, etc.), SpendMap can keep track of inventory levels, open orders and other transactions by location.
If you are using multiple locations, the high-level stock status details (e.g. available quantity, on-order, etc.) that show on most screens will show a sum total of stock across all locations and in many cases there will be a [VIEW LOCATIONS] button to view location-specific details. Similarly, on many inventory-related reports, you will have the option to include a summary by location and in many cases the reports can be filtered to only one location (e.g. to show what needs to be re-ordered for one location, to get an inventory value by location, etc.).
When entering transactions that affect stock (e.g. receipts, usages, requisitions from stock, etc.), users will be prompted to select a location code from this master file. If someone works primarily in one location (e.g. a warehouse manager), you can specify a default location in the user’s profile so that they don’t have to fill in the location code for each transaction.
Setting up your items
Even if you maintain stock at multiple locations, you may not necessarily keep stock of all items at all locations. That is, some items may be multi-location and some may not and some multi-location items may only be kept in stock at certain locations.
You can enable/disable the multi-location feature for each item in the [INVENTORY] folder of the Item Master File. For multi-location items, you can specify the location-specific details in that same folder (e.g. re-order level, bin number, etc.).
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How many locations should I set up?
In most environments, it will be obvious how many locations you will add to this Master File as there will be a predefined number of physical stock rooms, warehouses, etc.
However, in some cases the decision is not so clear cut. Some organizations wish to segregate their inventory data by location even though they don’t have physically separate facilities. For example, some SpendMap customers create “phantom” locations within a single inventory facility, to keep track of stock in different areas. For example, they might create an “inspection” or “staging” area/location that items are initially received into and then subsequently transferred out of when inspection is complete. Or perhaps a “damaged goods” or “repair” area/location can be used to keep track of items that are physically in stock but not available for consumption.
There is no limit to the use of the location feature (it can be used to separate and keep track of items for many reasons) and theoretically no limit to the number of locations that you set up here.
That said, there are practical limitations. For example, benefit of knowing how many widgets you have on each person’s desk might be outweighed by the additional effort of having to select from a long list of locations when entering transactions, running reports, etc.
See also “Locations vs. Bins”, below.
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Locations vs. Bins
Within each location, you can have an unlimited number of “bins”. A Bin number can be entered for each item at each location, using the [LOCATIONS/BINS] button in the [INVENTORY] folder of the Item Master File.
Bin numbers identify where an item is kept within a location, such as a shelf or a rack number. When removing items from stock, the bin number will be displayed on screens and reports to make it easier for you to find items in the stockroom/warehouse. You can also sort Inventory Pick Lists by Bin.
Related to the previous section (“How many locations should I set up?”), bins are often a better mechanism for organizing stock within a location (as opposed to setting up too many locations).
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Tracking changes
Inventory Location Master File Screen
Fields
