Warehouse Release (3PL)

One document each time goods leave for a customer: who the goods belong to, who carried them, and a line per item with its quantity, batch, warehouse and zone. It is a record of the movement. It does not post to the accounts and keeps no stock balance.

Where

3PL Warehouse › Release › Warehouse Release

Who uses it

The 3PL dispatch clerk

When

When a customer's goods leave the warehouse

Needs first

The customer, 3PL items, 3PL warehouses and zones

What it is for

It records what left for a customer, when, on which truck, and from where. The printed form is the release note the driver takes.

The one rule people get wrong

Nothing links a release to the receipt the goods came in on, and nothing checks that the customer has that much in the warehouse. The module keeps no stock balance for customers, so Save accepts a release of goods that were never received. Check the quantity on hand outside the system before you release.

The toolbar has New, Create, Edit and Delete. There is no Reverse: a wrong document is corrected with Edit, or deleted.

Every field in plain words

General tab

Field	What it means	What to put
Transaction	The document number	Required
Transaction Date	The day the goods left	Required
Transaction Time	The time they left	Required
Customer	Whose goods these are	Pick the customer. Required
Name	The customer's name	Fills in from Customer
Notes	Anything about this dispatch	Free text
Responsibility Central	The responsibility centre the document belongs to	Pick one, or leave empty
Responsible	The person responsible	Pick one, or leave empty
Project	The project, under Internal Reference	Pick one, or leave empty
Customer Reference	The customer's own reference, under External Reference	Such as their release order number

Carrier tab

All free text, for the record and the printed form.

Field	What it means	What to put
Carrier, Name	The transport company	A code and a name
Tracking Number	The carrier's tracking number	As on the carrier's papers
PRO Number	The carrier's progressive or freight bill number	As on the freight bill
Driver	The driver's name	Free text
Driver Licence Number	The driver's licence	Free text
Remarks for Carrier	Instructions or remarks, under Important	Free text

Entities tab

Three parties, each a free-text code, name and address: Consignee (who the goods are for), Shipper (who sent them) and Agent (a forwarding or clearing agent).

Basic Data tab: the lines

One line per item, batch and place. At least one line is required.

Field	What it means	What to put
Line #	The line number	Fills in by itself
Item	The 3PL item	Pick it. Required. Every 3PL item of the company is offered
Name	The item's name	Fills in from Item
Unit	The unit of this quantity	Fills in with the item's Inventory Unit. Change it to a unit the item has on its Units tab, such as Carton. Required
Movement Quantity	How many, in Unit	Required
Batch/Serial Number	The batch or lot number	Required when the item has Required Batch
Serial Number	The serial number	For serialised goods
Chamber	The chamber or room	Free text
Temperature	The temperature recorded	A number
Density	The density recorded	A number
Weight	The weight of the line	A number
Volume	The volume of the line	A number
Warehouse	The 3PL warehouse	Pick it. Required
Warehouse Zone	The zone in that warehouse	Pick it. Required. Every zone is offered, so pick one of this warehouse
Line Text	A note on the line	Free text

When the Unit is not the item's Inventory Unit, Save also keeps the quantity in inventory units, using the Factor from the item's Units tab. No screen shows that figure today.

How to configure it

Nothing to set per company. Decide with the client which carrier and party fields the clerks must fill, because the screen requires none of them.

Scenarios

• The customer sends a truck to collect. One release: the customer, the collecting carrier and driver, and a line per item and batch with the zone it came from.
• The customer asks for a delivery to their own client. Put their client in Consignee on Entities, with the address.

What it is connected to

• Item (3PL) - the items, their units and the batch rule.
• Warehouse (3PL) and Warehouse Zone - where the goods are.
• Warehouse Receipt - the goods coming in. Nothing links the two documents.
• Lists and reports - the printed Warehouse Release form.

If something looks wrong

• "Basic Data Lines cannot be empty" - the document has no lines. Add at least one on Basic Data.
• "Basic Data - Line ID: ... - Batch Number cannot be empty" - the item on that line has Required Batch ticked. Type the batch in Batch/Serial Number.
• A line without a serial number is saved although the item has Required Serial. The serial check does not look at the serial number today, so it never refuses.
• The Unit lookup offers only some units. Once an item is on the line, only units the item has on its Units tab are offered. Add the unit to the item first.
• There is no Block tick on this screen. The layout has a place for it, but the screen has no Block field configured, so it is never shown.