Description

Describes Setup/Configuration for 3rd Party Warehousing/Logistics operations with WMS/MYOB.

Detail Steps

Setup activities

CREATING A VIRTUAL WAREHOUSE Agency/Wholesaler and Inventory Item List for 3PWL operations.

Warehouse Locations need to be created for each Agency that will use the facility – as stock is received into the physical warehouse it is then allocated to a VIRTUAL Warehouse – typically using the name of the agency.

STEP 1.

CREATE A VIRTUAL LOCATION for the agent – this is a SUPPLIER CARD.

STEP 2. In order to BILL the Agency/Wholesaler for 3PWL services you will need to create a CUSTOMER CARD using the same details as per the supplier card.

STEP 3.

After SUPPLIER/CUSTOMER Cards are created - PERFORM A MAINTENANCE REPLICATION between WMS and MYOB. Once completed the new Warehouse will be available in WMS.

NOTE

IT IS RECOMMENDED YOU WORK WITH THE AGENT/WHOLESALER and your DATAPEL/MYOB Partner to complete the following steps.

STEP 4.

CREATE ITEM CODES for the agencies stock lines – item codes can be imported into MYOB using the Item Import function. See MYOB documentation to assist with this activity. At minimum you need to include the following fields.

ITEM NUMBER - Required

ITEM NAME – Required IMPORTANT

IBUY – Yes (at $0) ISELL – Yes (at $0)

INVENTORY – Yes (to maintain stock counts)

ASSET/INCOME/EXPENSE/ACCT – Yes

UNITS OF MEASURE – consider using UOM – for example CASE as 12 Bottles – or – 6PK as 6 bottles.

SUPPLIER CODE/SUPPLIER CARD – Required and should be the code used by the agent. Supplier should be setup as the Agent (NOT THE OEM/MANUFACTURER).

ALL ITEMS CODED IN MYOB FOR 3PWL OPERATIONS MUST HAVE ZERO BUY/SELL PRICES. Unless the 3PWL owns the stock it should be accounted as $0.

Consult your Accountant for Inventory Valuation options.

After MYOB ITEMS are created - PERFORM A MAINTENANCE REPLICATION between WMS and MYOB.

Once completed the new STOCK CODES will be available in WMS.

STEP 5.

IMPORT PUTAWAY BINS to WMS – If you intend to track stock to BINS within the V irtual Warehouse you will need to import a list of BINS for the new Virtual Warehouse.

Refer to the Workflow document:

IMPORT_PUTAWAY_BINS for more information.

OPENING STOCK COUNT

STEP 6.

ONCE STOCK CODES are showing correctly in the WMS Item Register the OPENING STOCK COUNT needs to be applied to both WMS and MYOB. It is recommended that a WMS STF (Stock Take File) be created and imported to WMS.

IF THIS IS A NEW WAREHOUSE WITHOUT OPENING STOCK YOU CAN SKIP THIS STEP.

Refer to the Workflow document:

IMPORT_STOCKTAKE _FILE for more information.

Once the STF has imported and the correct stock levels are displayed for the new virtual location the adjustment should be SYNCHRONISED WITH MYOB.

To verify the synchronization was successful – open MYOB and review the Purchase register. The WMS adjustment will appear as an order – convert this to a Purchase Bill to finalise the Adjustment.

It is RECOMMENDED that RECONCILATION between MYOB / WMS Stock Levels is validated using the WMS-MYOB Reconciliation Report.

CREATING DELIVER TO LIST

CREATE CUSTOMER DELIVERY CARDS based on the agencies customer list.

STEP 7.

When creating Sales (DESPATCH ORDERS) as part of the Picking/Delivery process a customer order is typically received from the Agency or Wholesaler to the Warehouse by FAX/EMAIL/PHONE.

It is critical that the Agencies CUSTOMER LIST is obtained as a raw TEXTFILE for im port into MYOB – again see MYOB documentation to assist with this activity. At minimum you need to include the following fields.

Customer Company Name – required

Shipping Address – Required

Contact Name - Required

Contact Phone – Required

DELIVERY ZONE – MYOB CUSTOMLIST1 DELIVERY

DELIVERY NOTE – MYOB CUSTOMFIELD1

Default Shipping Method – Required.

See delivery zone setup in example 3PWL tutorial.

ALWAYS check for duplicate COMPANY/NAMES or “double-ups”. It is possible that when servicing multiple agencies they will have COMMON CUSTOMER LISTS.

MYOB/WMS 3PWL operations requires ONE CUSTOMER CARD PER DELIVERY ADDRESS.

IMPORTANT NOTE

WHEN INDIVIDUAL CUSTOMER LISTS NEED TO BE IMPORTANT MAINTAINED FOR THE AGENCY, DATAPEL RECOMMENDS THE USE OF MYOB IDENTIFIERS in the Customer Card to signify a Customers relationship to certain DISTRIBUTORS. This ALLOWS ONE DELIVERY ADDRESS to belong with MANY AGENCIES/WHOLESALERS.

Should this method be used there is a LIMIT OF 25 Identifiers and hence 25 Agencies/Wholesalers. It is recommended the IDENTIFIER be allocated at STEP#2.

To produce an Agencies Customer List Report use MYOB Report “CARD LIST SUMMARY” and select the Agency/Wholesalers IDENTIFIER.

SCHEDULE OF RATES AND CHARGES.

CREATE ITEM CODES to BILL the Agency/Wholesaler for RECEIVING/PICKING/DELIVERY services.

STEP 8.

Example Billable Non-Inventoried Items for 3PWL operations.

DELIVERY-PER-CARTON-RATE

PICK-PER-CARTON-RATE

PICKUP-PER-CARTON-RATE

INWARD-PER-CARTON-RATE

INWARD-PER-PALLET-RATE

MANUAL-STOCK-TAKE-PERHOUR

AFT-HOURS-CHARGES

ERROR-UNDELIVERED-CHARGE

MONTHLY-ACC-FEE

ELECT-STOCKREPORT-FEE

ELECT-STOCKMOVEREPORT-FEE

PROOF-OF-DELIVERY-FEE

STORAGE-FEE-PER-CARTON

STORAGE-FEE-PER-PALLET

PAYMENT-COLLECT-FEE

ZONE1-DEL-FEE

ZONE2-DEL-FEE

ZONE3-DEL-FEE

OUT-OF-METRO-FEE

LATE-ORDER-FEE

EXPEDITED-DELIVERY-FEE

Each of these codes needs to be created ONCE in the MYOB Inventory List. To facilitate different prices per Agency/wholesaler a SPECIAL PRICE SCHEDULE (SPS) is created in MYOB for the Agreement Duration.

The SPS Item Sale Quote is interpreted by the WMS and applied to every sale that occurs to the BILLING CUSTOMER.

The SPS must contain the agreed prices for an agreed period of time.

AGENTS SETUP SIGN-OFF Once configuration and setup is complete create wholesaler/agency account folder with :

STEP 9.

CUSTOMER/SUPPLIER CARD/CONTACT DETAILS

FORM AGENT

AGENTS ITEM LIST

AGENTS VIRTUAL WA REHOUSE / BIN ALLOCATION LIST

AGENTS OPENING STOCK COUNT

AGENTS CUSTOMER LIST

AGENTS SCHEDULE OF FEES/SPECIAL PRICING SCHEDULE

These reports should be filed as part of the Agents/Wholesalers 3PWL Agreement with the Warehouse Provider.

Related Information

THIRD PARTY Warehousing and Logistics (3PWL) operations are created when stock is managed and/or delivered for a third party by an independent Warehousing Operator.

The stock held and customer database are not “owned” by the warehouse operator – they are however serviced on behalf of the stock owner. The stock owner is sometimes termed “the Agent/Agency” or “Wholesaler/Distributor”. This is the CUSTOMER of the Warehousing operation.

In many cases a single warehouse will hold stock for many agents – it is important that stock be tracked and controlled for each agent. The warehousing systems and processes must guarantee that stock will never be used in orders for other agents. This is particularly challenging when different agents hold the same or similar stock lines.

The 3PWL operation can be easily accommodated using MYOB and the DATAPEL Warehouse Management System Professional Edition product.

This workflow procedure describes how MYOB and WMS should be configured to support 3PWL operations.