Warehouse Management How To

Warehouse Management

What

Warehouse Management can include managing Locations on ILS and RDT, Physically managing warehouse standards, Stock Moves and managing Total Different Products

Why

Warehouse Management is important to ensure stock is stored safely and can be accessed easily and therefore should be managed at all times.

Who

All Trade Counter staff are responsible for ensuring warehouse standards remain excellent at all times

Key Messages

Warehouse Standards

• This page has been created to ensure stores are ready for Peak/Store of the Year visits and that your warehouse is safe and efficient for trading.

Stage 1: General Safety Standards

• All stores must complete stage 1 of the Warehouse Standards criteria to ensure that your store is safe to work in.
• Within this stage you will know how to safely store:
• Hazardous Items, Liquids, Heavy Items, Radiators, Sharp Items and Rollable Items.

Stage 2: Right Stock/Right Place

• Stage 2 can only be started once Stage 1 has been completed
• Within Stage 2 you will know how to store products in the correct place to ensure a smooth picking process.
• This stage will advise you how to store safely and efficiently:
• Housekeeping Items, Consumables, TCND/CPC orders, How to Create Space, How to Store Vendor Packs and how to manage your Customer Facing Bays

Stage 3: Warehouse Efficiency

• Stage 3 can only be started once Stages 1 and 2 has been completed.
• This stage will advise you how to efficiently store all items in your warehouse to make picking easier and your warehouse clean, tidy and professional.
• Within this stage you will know how to effectively:
• Reduce your working height, how to manage fast selling lines and how to range certain products.

Managing Locations

Jump to: Accessing the Location Overview  Using the Location Overview  Managing locations from the Location Overview  Nailing a product from the Location Overview  Finding an available location using an RDT  Changing the state of location using an RDT  Identifying required and failed PI Counts from the Location Overview  Identifying Total Different Product from the Location Overview  Controlling Non-Existent stock levels

How to access the 'Location Overview' on ILS:

1. Click on Locations
2. Click on Location Overview from the drop down box

Step 1 - 2 Click on Locations Click on Location Overview from the drop down box

How to use the 'Location Overview':

The Location Overview allows you to manage:

• Locations
• Total Different Product
• PI Counts
• Other location information

On Location Overview: Allows you to manage locations

On Location Overview: Allows you to manage total different products

On Location Overview: Allows you to manage locations PI counts

On Location Overview: Other location information

How to manage locations from the Location Overview:

A list of shelving locations will appear

1. Select the type of location you require by clicking on one of the headings in the Area column
2. Aisle: Click on any one of the aisles for a list of all locations in that aisle
   
   Total Not Nailed: Click on any of the numbers to show all empty locations for the corresponding aisle
   
   Total Nailed: Click on any of the numbers to show all locations with nailed SKU codes for the corresponding aisle

Step 1 Select the type of location you require by clicking on one of the headings in the Area column

Step 2 Aisle: Click on any one of the aisles for a list of all locations in that aisle

How to nail a product from the Location Overview:

A list of existent empty locations will appear.

(Click on Non-Existent to view locations not currently available)

You can use the arrows at the bottom to navigate between pages, or use the magnifying glass at the top to open all pages up

The Location Detail will open. If the location was Non-Existent change the Loc State to Available

Press Enter and select OK on the pop-up message

The product will now be nailed to that location

1. Select a suitable aisle location and click on the corresponding number in the Total Not Nailed
2. Select a suitable location and click on it
3. Enter the SKU code of the product to be nailed into the Nailed SKU Code box (e.g. 12345)

Step 1 Select a suitable aisle location and click on the corresponding number in the Total Not Nailed

Step 2 Select a suitable location and click on it

Step 3 Enter the SKU code of the product to be nailed into the Nailed SKU Code box (e.g. 12345)

How to find an available location using an RDT:

1. Once logged into the RDT select the 'Stock Moves' option from the menu

    2. Select 'Empty Loc'

    3. Scan a location within an aisle (eg. AAA) that is suitable for the item and quantity to fit           into

    4. The RDT will then display either:

        The next available empty/un-nailed location in that aisle

        Or

An error message if no locations are available in that aisle. If this happens, scan a location in another bay/aisle, and continue until you find a suitable empty location.

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How to change the state of location using an RDT (Management ONLY):

1. Once logged into the RDT select the 'Scan Barcode' option from the menu

    2. Scan the location you wish to change the state of

    3. Select 'F2 - Edit State Loc'

    4. Select the desired state from the below options:

• 'F1 - Available'
• 'F2 - Non-Existing'
• 'F3 - Damaged'
• 'F4 - Cancel' (return to previous screen)

    5. You will then need to confirm your action: Y=F1, N=F2

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How to identify Required and Failed PI Counts from the Location Overview:

If any number is higher than '0' in either the Total PI Req or Total PI Failed column, this means that there are PI counts to be completed

Step 1 If any number is higher than '0' in either the Total PI Req or Total PI Failed column, this means that there are PI counts to be completed

How to identify Total Different Product from the Location Overview:

If any number is higher than '0' in Total Different Product column, this means that there is Total Different Product to be sorted

Step 1 If any number is higher than '0' in Total Different Product column, this means that there is Total Different Product to be corrected

How to Control the level of Non-Existent stock:​​​​​​​

1. Select “Location” – “Location Overview”

Step 1

2. Select the area.

Step 2

3. Select “Total”

Step 3

4. A) You may need to select the “Magnify Glass in order to see “Total” at the bottom of the “Aisle” column.

B) Select Total.

Step 4

5. Select “Non-Existent”.

Step 5

6. Click “SKU Code” to produce any SKU that may Be nailed – You may have to click SKU Code twice in order to see any SKU’s.

Step 6

7. If a SKU is present, select the quantity.

Step 7

8. Double Check the location in the warehouse to see if the stock is there.

Step 8

9. If there is stock present in the location and the location is no longer suitable then preform a stock move to a suitable location. Remember make sure the stock quantity is correct before completing the stock move.

Step 9

10. A) If there was no stock in the location shown change the quantity to 0.

B) Always check the SKU isn't nailed and held in a 2nd location (dual location).

Note: Remember Using the RDT You will need to ensure that you check any nearby locations and any similar SKU’s that might be nearby as part of your standard stock investigation. Stock may have been moved so could be in a different part of the Wearhouse to that of the Non-Exist location.

Step 10

Ringfencing

Jump to: What is Ringfencing, How To Exclude locations from ringfencing in ILS, How To Exclude locations, How To Exclude Single locations, How to manage all locations excluded from ringfencing

What is Ringfencing?

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Ringfencing is when a single line order for a customer is held in location and picked for them when they come to store, removing the need to pick the order to the holding area. (If they have not collected the order it will turn in to a standard CPC and prompt you to pick it to the holding area after 72 hours).

There are times when an item may need to be excluded from this process to ensure the stock is available and can be retrieved quickly when the customer comes to collect their order.

There are two ways an item can be excluded from ringfencing so that the pick comes through at time of order:

1. Centrally controlled
2. Store controlled

Centrally controlled is where the Store Help Desk will exclude certain SKU’s from Ringfencing, i,e. front of house SKU’s, this is attached to the SKU and not dependant on the location.

Store controlled is where you can choose which locations you want to exclude from being ringfenced. If a location is set to "NO" this will be part of the Ringfence process, if a location is set to "YES" then it will be excluded from the Ringfence process.

Remember, if you exclude a location and then move the item out of it, the location will remain excluded and therefore anything nailed to it later will then be excluded.​​​​​​​

Key Message

STORE CONTROLLED RINGFENCING – KEY PRINCIPLES

To ensure our stores are as efficient as possible, there are some key principles when implementing store controlled ringfencing. It is only to be used for:

• Non-trading floor warehouse levels (mezz/ basements)
• Areas far from the counter – such as adjacent warehouses
• By exception - Locations that require ladders for picking – ideally fast-moving products should be moved down rather than excluding the location from ringfencing

How To Exclude locations from ringfencing in ILS

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​​​​​​​To exclude a location from ringfencing, you need to select the location(s) you would like, and then set the exclude from ringfencing toggle to Yes.

You can exclude locations in ILS, individually, or in bulk. To exclude locations in bulk, you’ll need to use the location query for the type of Location you are working with. ​​​​​​​

How to select locations

See how to run the different type of queries below to list the locations you need in bulk:

When running a location query, you will need to select the right type of location query from the location drop down first. For example, shelf location for BA & BB aisles, or tray location for AA aisles.

Then use the steps below to select the locations you need:

Whole aisle

1. From the relevant Location Query select Spanner Icon
2. From Location Wizard Select Site (your ILS code)
3. Select Aisle – AA, AB etc
4. Select Bay - leave as * to select all bays in that aisle
5. Select Shelf - leave as * to select all bays in that aisle
6. Select Column - leave as * to select all locations in that aisle
7. Example of Bay selection BFT2AA*

Whole Bay

1. From the relevant Location Query select Spanner Icon
2. From Location Wizard Select Site (your ILS code)
3. Select Aisle – AA, AB etc
4. Select Bay – Enter the number of the bay you want to view i.e. 1/2/3/4 etc.
5. Select Shelf – leave as * to select all shelves in that bay
6. Select Column - leave as * to select all locations in that bay
7. Example of Bay section BFT2AA-01*

Single Shelf

1. From the relevant Location Query select Spanner Icon
2. From Location Wizard Select Site (your ILS code).
3. Select Aisle – AA, AB etc
4. Select Bay – Enter the number of the bay you want to view i.e. 1/2/3/4 etc.
5. Select Shelf – Enter the number of the shelf you want to view i.e. 1/2/3/4 etc.
6. Select Column - leave as * to select all locations in that shelf
7. Example of Bay section BFT2AA-01-01*

Note: You can select a shelf in a specific bay, but you cannot select a shelf across the entire aisle.

If you want to exclude a whole shelf down an aisle, you will need to do it 1 bay at a time.

How To Exclude locations:

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Once you have run the query, you will see all location in a list.

1. Expand the selection using the magnifying glass, there are 2 ways you can exclude locations:

2. Use the drop down to Exclude a single location

OR

3. Select “Set Location Ringfence” for the entire selection

4. Use the drop down on the pop up to exclude all locations listed on the screen in one go (this can also be used to set the locations back to No and reinclude them in the ringfencing process)

How To Exclude Single locations:

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1. Complete a SKU Query

2. Select stock

3. Select location

4. Use drop down for Ringfence exclusion

How to manage all locations excluded from ringfencing

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From the location overview screen you can see how many locations have been excluded from ringfencing in the column on the far right. You can get a full list of excluded locations by shelf type, which is useful if you want check what has been excluded or reset all locations back to No and reinclude them in the ringfencing process. To do this:

1. Select the quantity ​​​​​​​

2. Expand search using the magnifying glass

3. Select the drop down​​​​​​​

​​​​​​​OR

4. Scroll to the bottom of page and select “Set Location Ringfence”

5. Select drop down “No” on the drop down on the pop up to reset all locations

Stock Moves & Stock Swap

Jump to: To complete a stock move on an RDT  To complete a stock swap on the RDT To correct a total different product  If the actual quantity moved was different to the quantity showing on ILS 

How to complete a stock move on an RDT unit:

Before you start, it is a good idea to find an empty and suitable location on ILS. Follow the process outlined in 'How to manage locations from the Location Overview' to find an appropriate location.

If you do not have a location in mind then when scanning a location, if a message saying Location OK appears, this location is suitable. If a message says Bad Location, press 'back' to return to the previous screen and try another location. Alternatively, you can go onto ILS and find an empty location - see 'How to manage locations from the Location Overview'

To perform a stock move, complete these steps:

1. From the top menu, select STOCK MOVES and press ENTER

Step 1

2. Select STK TRANSFER and press ENTER

Step 2

3. Scan the location that the stock is currently in (being moved from)

Step 3

4. Scan the barcode of the item, or press F1 if there is no EAN barcode to scan

Step 4

5. Confirm the quantity that is being moved and press ENTER

Note: If you notice a discrepancy, please move the expected quantity first and then request a PI in the new location

Step 5

6. Scan a suitable empty location for the stock to be moved to

Step 6

7. Scan a suitable empty location for the stock to be moved to

8. Press ENTER to confirm the move and auto nail the item

Note: You will not be able to perform this task if a PI is set on the starting location. You will need to perform any PI action required before you will be able to move the product.

If the location you want to move the stock into is occupied, you will be able to perform a stock swap at step 7, see how to complete this in the next section.

Step 7

How to complete a stock swap on an RDT unit:

When performing a stock move as per the section above, you might want to move an item to a location that already has another item nailed to it.

You will be notified of this at step 7 in the above. If you would like to proceed, see screen steps below where step 1 picks up in place of step 7 above and continue the process to swap the items over:

1. Press F1 to start the stock swap process

2. Scan the product in the new location or press F1 if no barcode is present to confirm the item

3. Check the quantity is correct and press ENTER to confirm

4. Review the locations which have had their stock swapped over and press ENTER to confirm

Note: As per the stock move process, you will not be able to use the second location if there is a PI set against it. This will need to be cleared first in the appropriate way.

If you identify an issue with the stock levels when performing a stock move, request a PI check on the location when you have finished.

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How to correct a Total Different Product:

If when on the Location Overview screen, there is a number in the Total Different Product column, this means that either:

Stock of 1 SKU code is split across more than 1 location, and has been stock moved incorrectly

OR

Stock has not been nailed in the location where it resides in the warehouse

The below guide will take you through the steps to fix either scenario:

1. Click 'locations', then 'location overview' from the tabs in the top left of ILS
2. Click on a number in the TDP column
3. Once the number has been clicked on, it will open up a list of all items with a 'Total Different Product'
4. Click into the location

5. Attempt to nail the stock by entering the SKU code into the Nailed SKU Code box

6. If no error messages occur, then the product will be nailed to the location and should no longer appear as a 'Total Different Product'
7. If the error message appears, the product is already nailed to another location and must be un-nailed before it can be set to the new location
8. Press OK to clear the error message

9. Click on the SKU code

10. The nailed location should then be different to the location previously shown. Note it was saying BAA-01-01-01, but this screen is saying BAA-01-04-03
11. You must go to both locations and determine where the stock actually is, making sure stock is only in one location
12. Stock must then be moved to one location on ILS
13. Click into the Nailed Location

14. Click into the quantity

15. The stock must then be moved to the correct location. Click on Move Stock.

16. Enter the quantity to be moved from the incorrect location in 'Qty To Be Moved', and enter the correct location in ‘Location’ and click ‘OK’

17. Run a SKU Query for the SKU being moved

18. Click into the SKU code

19. Click into the Nailed Location

20. Delete the Nailed SKU code as the item is no longer in this location
21. Repeat steps 1-6 and the Total Different Product is now fixed
22. Ensure the stock is now in the correct location.

Once fixed, this item should no longer appear on the Total Different Product list.

NOTE: The 'Location Overview' screen may take some time to update. If after fixing the Total Different Product, a number is still showing on the location overview screen, click into the number. If the next screen is blank, then the Total Different Product has been fixed. 

Step 2 Click on the number

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What if the actual quantity moved was different to the quantity showing on ILS:

If you enter a moved quantity that is different to the ILS quantity, it will generate a 'Total Different Product' on the Location Overview. 

• 20.09.2023 - Section Added - Ringfencing
• 20.09.2023 - New functionality live - Store Controlled Ringfencing
• 19.12.2022 - Section Added - Control the level of Non-Existent stock

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