Once you have decided to use the Warehouse Feature and taken the required training, the support team will activate the feature. You will then need to prepare your Asset Management database. There are two areas you will want to visit to get started, "Sites" and "Users."

Convert an Existing Site to a Warehouse

Warehouses are created by editing an existing site or when creating a new site.

1. Click on Sites, located in the top navigation bar.
2. Search for the respective site and click on Edit.
3. Select the Warehouse field.
4. Click on Update. The "Warehouse Site Confirmation" window opens.
5. Type “Warehouse” into the confirmation field.
6. Click on Confirm.

Create a New Site for the Warehouse

1. Click on  Sites, located in the top navigation bar.
2. Click on Add Record.
3. Enter the new site’s details. Red fields are required information.
4. Select the  Warehouse field.
5. Click on Add. The "Warehouse Site Confirmation" window opens.
6. Type “Warehouse” into the confirmation field.
7. Click on Confirm.

Assign Drivers for Warehouse Deliveries

Drivers have specific permissions during warehouse transfer processes. They are accountable for confirming and insuring quality control for warehouse transfers.

The administrator designates specific Asset Management users as approved "Drivers." Those individuals can then be assigned to deliver a warehouse transfer from the respective site(s) to the desired location (indicated in the transfer).

A driver’s responsibilities:

• Physically move items from point A to point B
• Verify the physical contents of the transfer
• Edit the transfer to match the physical items being shipped
• Update the transfer status to “In Transit”
• Update the transfer status to “Delivered”

Drivers must be assigned access to a site to be eligible to pick up warehouse transfers from the respective site.

Assign an Existing User as a Driver

1. Click on Users under "Management Quick Links."
2. Search for the respective user and click on  Edit.
3. Select the  Driver field.
4. Click on Update.

Assign a New User as a Driver

1. Click on Users under "Management Quick Links."
2. Click on Add Record.
3. Enter the new user’s details. Red fields are required information.
4. Choose a User Role respective to their position.
5. Move respective sites over to the "Assigned Sites" area for this user.
6. Select the  Driver field.
7. Click on Add.

Transfer Settings - Warehouse

The "Transfer Settings" section, located within "District Settings" under "Management Quick Links," allows for customization of transfers from a site to a district warehouse and/or a warehouse to a site.

Site to Warehouse

Initiated Transfers Require Approval - Any transfer initiated from a site and designated to a warehouse must be approved by the warehouse prior to being scheduled

Allow Partial Transfers - Allow the schedule and pickup of some of the assets on a transfer

Record Removed Assets on the Transfer Ticket - If any item is removed from the approved transfer, the removal will be noted on the transfer ticket

Record Added Assets on the Transfer Ticket - If any item is added to an approved transfer, the addition will be noted on the transfer ticket

Transfers Require Driver and Pickup Date - A transfer must be assigned a driver and a pickup date prior to being shipped to the warehouse

Allow Site Admin to Edit a Scheduled Transfer - After a transfer has been approved and scheduled, the site administrator may continue to add assets for transfer

Transfers Require Digital Signatures to be Captured - A digital signature must be collected upon shipping and receiving of assets

Removed Assets Requires Digital Signature from Sites - The digital signature of a site administrator must be collected, indicating an approval of the removal of assets from the transfer

Removed Assets Requires Digital Signature from Warehouse - The digital signature of a warehouse user must be collected, indicating an approval of the removal of assets from the transfer

Warehouse to Site

Initiated Transfers Require Approval - Any transfer initiated from a warehouse and designated to a site must be approved by the site administrator prior to being scheduled

Transfers Require Digital Signatures to be Captured - A digital signature must be collected upon shipping and receiving of assets

Inventory Received from a Warehouse Requires Approval from - “Site Admins” or “District Only” select from drop-down

Transfers Require Driver and Pickup Date - A transfer must be assigned a driver and a pickup date prior to being shipped from the warehouse

Allowing Sites to Request Warehouse Items

If desired, a warehouse can allow site users to request tagged and/or untagged assets from the warehouse be delivered to the site. The site will see any tagged or untagged asset that is in a status of “Surplus” in the warehouse and be able to request a certain quantity be delivered.

A warehouse can upload a "Transfer Agreement" outlining the responsibilities of the requesting site regarding the requested product. The site administrator can view and electronically sign the "Request Agreement."

If a Transfer Agreement has been signed, Print Transfer Agreement shows in the "Actions" area of the "Transfer Requests" screen. To view the "Transfer Agreement," who signed the agreement, and when it was signed, click on Print Transfer Agreement. 

To Upload the Transfer Agreement

1. Click on District Settings under the “Management Quick Links.”
2. Click Warehouse Transfer Request Settings to expand the section.

3. Select Browse to upload the "Request Agreement."
4. To associate the agreement with one or more products, click Search to the right of the "Product Number" field to search for and select the product(s) desired.