Pinogy POS Training Guide: Warehouse guide

Owned by Daniel Gowen
Last updated: Feb 15, 2024
5 min read

This article explains what the Central Warehouse add on is, along with the basics of how to configure and use the warehouses.

What does the Central Warehouse Add-On do?

The Pinogy Point of Sale software allows you to create Warehouses to facilitate centralized ordering and fulfillment. Once a warehouse location has been created, you can select one or more of your locations to order from the warehouse. The products available from the warehouse get updated daily at the locations to help ensure products getting ordered are available at the warehouse. Once an purchase order has been placed by a location to the warehouse, a warehouse order is created. That order works through a workflow to get picked and sent back to the location. That location can then receive the order just like any other suppliers order.

In addition, when generating purchase orders at the warehouse will take into account sales and inventory at all configured locations.

How do I enable the Central Warehouse Add-On?

To use this feature you will need to first activate the Central Warehouse add-on.

To do this:

  1. Open the Settings and Configuration module.

  2. Click on Add Ons.

  3. Click on the New Add Ons tab.

  4. Select Manage Central Warehouse.

  5. Click on Details.

  6. This will bring up the Manage Integration window. From here, review the information and click on the Create button to enable the Add On.

 

You now need to specify which location(s) will be considered warehouses:

  1. Open the Settings and Configuration module.

  2. Click on the Locations button.

  3. Manage the location you want to set as a warehouse (or create a new one if it is not already made).

  4. In the Manage Location window click on the Warehouse tab.

  5. Put a check in the “Use this location as a warehouse” checkbox.

  6. Set the locations which can order from the warehouse.

  7. Click Save when done.

The “This warehouse location also sells directly to consumers” checkbox is optional and should be selected if the warehouse location also does direct to consumer sales.

Populating the information needed for a store to order from the warehouse runs each night. After you have configured the warehouse and stores that will order from that warehouse, wait until the next morning before you try to generate your first purchase order.

After this is done any store selected can generate POs that go to the warehouse like any other supplier except that the products available will be limited to what is in stock at the warehouse at the beginning of each day.

Creating a PO for the Warehouse

The PO is generated like normal with the Warehouse selected as the supplier. This allows the location to place their warehouse order the same way as they would with any other supplier.

If you want purchase orders to automatically get generated and submitted, check out the “Schedule” button in the bottom right hand corner of the Purchasing Management screen.

 

Reviewing Submitted PO’s at the Warehouse

The list of Orders that have been sent to the Warehouse can be viewed at the warehouse by:

  1. Open Purchasing & Receiving.

  2. Click on the Warehouse button

  3. The list of open warehouse orders will be shown.

New Orders will be listed as Opened. Open one of those orders.

 

This will open the Manage Warehouse Order window. You can review the order and make any changes. When finished click Send to Reviewed. When this order is updated to Reviewed status, inventory will be allocated toward this order. As inventory is getting allocated, there is a confirmation prompt. Click Yes to confirm.

This is the step where you would want to adjust any quantities the location has asked for or add additional items onto the order.

This will send the Order to the Reviewed stage. The reviewed stage means the order has been reviewed and is ready to get picked. Double clicking or highlighting and clicking manage on the Order will then open it where it can be sent to Fulfillment.

Fulfillment is the stage where the items are picked and confirmed. After all of the items have been picked it can then be sent to shipping by clicking the Send to Shipping button.

This shipping stage is used for packing the order into boxes, pallets and preparing each item for how it will be shipped. The order will then be shipped in whatever method you use to send the order to your stores. You can then close out the order by clicking the Close Order button. It will ask to confirm and will send an E-Invoice to the store at the same time when Yes is clicked.

The order is then received and processed as normal at the store like any other shipment from a supplier.

Best Practice Tips

  • Use the Schedule PO option to have the orders get generated and submitted to the warehouse consistently.

  • Make sure you Close the Order on the Warehouse side when the order is being shipped to the location. This will prevent a location receiving their Purchase Order without an e-invoice and ending up with an unlinked e-invoice afterwards.