Viindoo demo handbook for trading and distribution
Part IV. Warehouse and serial numbers
This part answers the question: which warehouse holds the goods, which documents move goods in and out, and how do you trace one machine from purchase through sale and repair? Storekeepers, delivery staff, customer care staff and warehouse accountants read this part.
Lesson 22. Five warehouses and the document types
About 15 minutes. By the end of this lesson your company knows the five warehouses, in how many steps each one receives and delivers, and which operation types each warehouse has.
| Warehouse | Code | Role | Stock location |
|---|---|---|---|
| Kho Hà Nội | HN | Delivers stock items to customers in the North; receives goods that were bought | HN/Tồn kho |
| Kho HCM | HCM | Delivers stock items to customers in the South | HCM/Tồn kho |
| Kho Bảo hành | KBH | Warranty repairs; repair orders numbered KBH/RO/... | KBH/Tồn kho |
| Xưởng lắp ráp | XLR | Assembles machines to order; assembly orders numbered XLR/MO/... | XLR/Tồn kho |
| Kho Demo | DEMO | Display goods and trial goods | DEMO/Tồn kho |
Step 1 - Open the list of warehouses
Open Inventory > Configuration > Warehouse Management > Warehouses.
Inventory > Configuration > Warehouse Management > Warehouses
What you should see: exactly five warehouses, each with a Location Stock of the form /Tồn kho and the company address.
Step 2 - Read the setup of one warehouse
Click Kho Hà Nội.
Inventory > Configuration > Warehouse Management > Warehouses
What you should see: Incoming Shipments: Receive and Store (1 step); Outgoing Shipments: Deliver (1 step); Resupply: Manufacture to Resupply and Buy to Resupply are ticked, Manufacture (1 step); Resupply From lists the other four warehouses and Kho Hà Nội receives goods from none of them. By contrast Kho Demo is supplied from Kho Hà Nội (open Kho Demo: in Resupply From, Kho Hà Nội is ticked); that is the route used by the lesson Internal restocking request through Approval (optional).
What you lose without it: one step means goods are on stock the moment they enter the warehouse and leave stock the moment they are shipped. If you switch to two or three steps, goods have to go through a receiving area and a check before they are put away, or be picked and packed before they are delivered. Multi-step receiving or delivery suits large warehouses; here simple is enough. "Buy to Resupply" is the condition for a made-to-order sales order to generate a request for quotation for this warehouse.
Step 3 - Read the list of operation types
Open Inventory > Configuration > Warehouse Management > Operations Types.
Inventory > Configuration > Warehouse Management > Operations Types
What you should see: 24 lines, one for each operation type of a warehouse: Kho Hà Nội has Receipts, Delivery Orders, Manufacturing and Repairs; the other four warehouses also have Internal Transfers. Document prefixes by warehouse: HN/IN (receipt), HN/OUT (delivery), XLR/MO (assembly), KBH/RO (repair).
Lesson 23. Delivery with serial numbers
About 10 minutes. By the end of this lesson your company delivers the sales order of the server of the customer Tây Đô from Kho Hà Nội with exactly the serial number of the machine received.
The sales order and the server come from the lesson Purchase order generated from a made-to-order sales order (part Purchasing). The goods have been received into the warehouse, so the delivery slip is ready.
Step 1 - Open the delivery slip
Open the sales order of the customer Tây Đô and click the Delivery smart button. Or go to Inventory > Operations > Transfers > Deliveries and find the slip.
Inventory > Operations > Transfers > Deliveries
What you should see: a slip HN/OUT/xxxxx in Ready status, Source Document is the number of the sales order, Product Availability: Available, Source Location HN/Tồn kho.
Step 2 - See the serial number reserved for the slip
On the product line click Details.
What you should see: the Pick From column shows HN/Tồn kho - MUA-SRV-0001, quantity 1.00. The system has already reserved exactly the server that was just received; when the warehouse holds several units, the storekeeper chooses which serial number from the list. Click Save.
What you should see: the product line has Quantity 1.00 and the Available status; the slip is still Ready.
Step 3 - Validate the delivery
Click Validate on the slip.
What you should see: the slip moves to Done; the buttons Return, Traceability and Moves appear; the Journal Entries button still shows 0 (the delivery does not post the cost of goods yet; the cost is posted together with the sales invoice).
Step 4 - See the sales order after delivery
Open the sales order again.
Sales > Orders > Orders
What you should see: the Delivered column of the product line is 1.00 and the Invoiced column is still 0.00; the Create Invoice button stays lit because invoices are created on the delivered quantity.
Lesson 24. Customer returns and credit notes
About 20 minutes. By the end of this lesson your company creates an invoice for a delivered order, receives back 1 machine returned by the customer, sees the goods go back to stock under exactly the same serial number, and creates a credit note to give the money back.
In this lesson the sales invoice is created briefly so that there is something to adjust. For the full picture of sales invoices see the part Accounting.
Step 1 - Create the sales invoice from the order
Open the sales order of the customer Tây Đô and click Create Invoice. In the Create invoice(s) box keep Regular invoice and click Create Draft.
Sales > Orders > Orders
What you should see: the box has three options: Regular invoice, Down payment (percentage), Down payment (fixed amount); after you click, a Draft invoice opens.
Step 2 - Post the sales invoice and read the entries
Click Confirm, then click the Journal Items tab.
What you should see: Credit 511 equal to the revenue, Credit 33311 for the output tax, Debit 131 for the receivable from the customer; and the cost pair Debit 632 / Credit 155 equal to 112,638,000 VND, exactly the purchase price of the server in the lesson Purchase order generated from a made-to-order sales order. The invoice is in Posted status.
Step 3 - Open the delivery slip and click Return
Open the completed delivery slip again (lesson Delivery with serial numbers) and click Return.
Inventory > Operations > Transfers > Deliveries
What you should see: the Return box lists the delivered product; the Quantity column defaults to 0. Type 1 in Quantity. There are three buttons: Return (returns exactly the quantity typed), Return All and Return for Exchange (with delivery of another machine).
Step 4 - Create and validate the return
Click Return. The system opens a new receipt. Click Details to see the serial number, click Save, then Validate.
What you should see: a document of the form HN/IN/xxxxx, Receive From the customer Tây Đô, Source Document "Phiếu trả hàng của" followed by the delivery slip; the details box is already filled in with exactly the serial number that was delivered (MUA-SRV-0001) and Store To HN/Tồn kho. There is no need to type it again.
What you should see: the document is Done; the server is back in stock at HN/Tồn kho.
Step 5 - See the sales order after the return
Open the sales order again.
Sales > Orders > Orders
What you should see: the Delivered column falls back to 0.00 while Invoiced stays at 1.00; the Delivery smart button shows 2 (the delivery slip and the return), Invoices 1.
The system does not create a credit note by itself. Your company creates it from the original invoice.
Step 6 - Create the credit note
Open the sales invoice (the Invoices smart button on the order) and click Credit Note. In Reason displayed on Credit Note type Customer returned the server, keep Journal Sales and click Reverse.
Accounting > Customers > Invoices
What you should see: the box has Reason displayed on Credit Note, Journal, Reversal date and three buttons Reverse, Reverse and Create Invoice (creates a new invoice at once) and Discard. The credit note opens in Draft status, with a number of the form RINV/... and a product line at the same unit price as the original invoice.
Step 7 - Post the credit note
Click Confirm.
What you should see: the credit note has a green ribbon at the top right because it is offset against exactly the original invoice; Amount Due is 0. The entry is Debit 521 Revenue deductions, Debit 33311, Credit 131, and at the same time the cost of goods is reversed, Debit 155 / Credit 632, at the issue price.
What you should see: the original invoice has the REVERSED ribbon and no Pay button any more; the two invoices cancel each other, so the receivable of the customer Tây Đô falls to 0 for this order.
Lesson 25. Serial number traceability: from purchase to sale to repair
About 10 minutes. By the end of this lesson your company types in a serial number and sees the life of that machine: which vendor it was received from, which customer it was delivered to, and when it was repaired.
The lesson uses the serial number TVS260900667, which has gone through all three stages (receipt, delivery, warranty repair). Your company only looks and does not change anything.
Step 1 - Find the serial number
Open Inventory > Products > Lots / Serial Numbers, type TVS260900667 in the search box and press Enter. If the list is grouped by location, click the x of that group.
Inventory > Products > Lots / Serial Numbers
What you should see: one line with the serial number TVS260900667, and the product is the industrial computer with a 15.6-inch integrated display.
Step 2 - Open the serial number
Click the line.
Inventory > Products > Lots / Serial Numbers
What you should see: the smart buttons count the documents tied to this serial number: Purchases 1, Sales 1, Transfers 1, the repair button with its To Do and Done counts, and Location; the system records the Customer that holds the machine; On Hand Quantity is 0 because the machine has been delivered to the customer.
Step 3 - Open the traceability report
Click Traceability.
What you should see: four lines from newest to oldest: KBH/RO/00021 (a repair order, from Customers to Customers), KBH/RO/00014 (a repair order, from KBH/Tồn kho to KBH/Tồn kho), HN/OUT/00028 (delivered from HN/Tồn kho to the customer Công ty CP Sản xuất Chế biến Gỗ Tân Phú Lâm), HN/IN/00045 (received from Công ty CP Nghĩa Hưng Tech into HN/Tồn kho). The columns Date, From, To and Quantity tell where the goods went from and to. This is the path from vendor to customer to repair of one machine.
A machine assembled in the workshop has a different path: the first line is the assembly order XLR/MO/... (from the Production location into XLR/Tồn kho), followed by the delivery slip XLR/OUT/... and the repair order KBH/RO/....
Lesson 26. Stock by warehouse and stock value
About 10 minutes. By the end of this lesson your company sees the stock of each warehouse, the stock value, and where each serial number sits.
Step 1 - See the stock of the whole company and filter by warehouse
Open Inventory > Reporting > Stock. In the left panel, Warehouses, click Kho Hà Nội.
Inventory > Reporting > Stock
What you should see: each line is a product, with the columns Unit Cost, Total Value, On Hand, the column for the quantity available for use, Incoming and Outgoing. Choose All Warehouses and the numbers add up all five warehouses; choose Kho Hà Nội and only goods in HN/Tồn kho are counted. Total Value = quantity on hand multiplied by the average cost. Stock changes by the day, so the handbook quotes no fixed figures.
The Inventory at Date button at the top left opens the stock at a date in the past. Each line has the buttons History (see the moves in and out of the product) and Replenishment.
Step 2 - See where each serial number sits
Open Inventory > Reporting > Locations.
Inventory > Reporting > Locations
What you should see: the Internal Locations filter; each line is a product at one location (there is a Lot/Serial Number column) with the quantity sitting at that location. Use it when you need to know in which warehouse a specific serial number is.
Step 3 - See the moves history
Open Inventory > Reporting > Moves History.
Inventory > Reporting > Moves History
What you should see: each line is a completed move, with Date, Reference, Product, Lot/Serial #, From, To and Quantity. The receipts, deliveries and returns your company has just made appear at the top of the list.
Lesson 27. Physical inventory (view only)
About 5 minutes. By the end of this lesson your company knows what the physical inventory screen looks like. The lesson is for viewing only; your company does not click Apply, because an adjustment would change the stock and the stock value of the story.
Step 1 - Open the physical inventory screen
Open Inventory > Operations > Adjustments > Physical Inventory.
Inventory > Operations > Adjustments > Physical Inventory
What you should see: a list by location and product with the columns Location, Product, Lot/Serial Number, Scheduled, User, On Hand, Counted and Difference; the Apply All button at the top of the screen.
By the design of this screen, in a real count the storekeeper fills in Counted with the actual count; the Difference column shows the surplus or shortage by itself; clicking Apply makes the system create an adjustment move so that the book stock matches the count, and records the value of the difference in accounting.
Lesson 28. Warehouse reports
About 15 minutes. By the end of this lesson your company knows which warehouse report answers which question, including the reports in the Vietnamese accounting templates.
| Report name | Answers the question |
|---|---|
Inventory > Reporting > Stock |
How many of each product are left, what are the unit cost and the total value, warehouse by warehouse |
Inventory > Reporting > Locations |
In which location a product or a serial number sits |
Inventory > Reporting > Moves History |
Which moves in and out a product has had, and from which document |
Inventory > Reporting > Moves Analysis |
Moves in and out by period, by product or by operation type |
Inventory > Products > Lots / Serial Numbers (Traceability button) |
Which documents a machine has passed through |
Inventory > Vietnam Legal Reports > General Inventory Journal (S11-DN) |
Opening stock, receipts, issues and closing stock of each good in the S11-DN template |
Inventory > Vietnam Legal Reports > Stock Card (S12-DN) |
The stock card of one product in the S12-DN template |
Inventory > Vietnam Legal Reports > Product Journal (S10-DN) |
The detailed ledger of materials and tools in the S10-DN template |
Inventory > Vietnam Legal Reports > Stock-In Report |
The stock-in moves of the period |
Inventory > Vietnam Legal Reports > Stock-Out Report |
The stock-out moves of the period |
The five Vietnamese legal reports are also in Accounting > Reporting > Stock Reports under the same names. The inventory aging report and the print templates for receipts and issues VT-01 and VT-02 are not yet available on this system.
Step 1 - Open the General Inventory Journal (S11-DN)
Open Inventory > Vietnam Legal Reports > General Inventory Journal (S11-DN).
Inventory > Vietnam Legal Reports > General Inventory Journal (S11-DN)
What you should see: the GENERAL INVENTORY JOURNAL box has Date From (with the end date next to it), Warehouse and Product Category; the two buttons Print and Export XLSX. Choose a warehouse and a date range, then click Print to produce the report.
Step 2 - Open the Stock Card (S12-DN)
Open Inventory > Vietnam Legal Reports > Stock Card (S12-DN).
Inventory > Vietnam Legal Reports > Stock Card (S12-DN)
What you should see: the STOCK CARD (S12-DN) box has Date From (with the end date next to it), Warehouse and Product; the buttons Print and Export XLSX. A stock card is made per product, so a product must be chosen.
Lesson 29. Exercise: deliver, receive back and trace
About 30 minutes. Your company does this on its own, without step-by-step screenshots.
- Open the sales order of the Tây Đô server (lesson Purchase order generated from a made-to-order sales order), open the delivery slip and state the serial number the system reserved. Check:
HN/Tồn kho - MUA-SRV-0001or the number of your company. - From Inventory > Reporting > Stock, filter on Kho Hà Nội, find Storage Drive LEXAR M.2 2280 NVME 512GB and read On Hand and Total Value. Check: the unit cost is a weighted average, so it may differ from 644,000 VND if the warehouse holds a lot at another price.
- From the serial number
MUA-SSD-0001(or the number of your company) open Traceability. Check: one line received from Kim Long Tech into HN/Tồn kho. - Open the General Inventory Journal (S11-DN), choose Kho Hà Nội, a date range from the start of the month to today, click Export XLSX and find the line of the SSD drive you have just received. Check: the receipts column shows 2 units.
- Suppose a customer returns 1 of the 2 SSD drives that were sold: state the four documents your company has to create, in order. Check: the return, the validation of the return, the credit note, the posting of the credit note.
