Warehouse issue document

In this module you manage Warehouse issue documents. A warehouse issue document records when products leave the warehouse — for example because of a delivery to a customer, internal use or write-off. This guide describes the editor page of a single document: how to create a new one, how to add items to it (including serial numbers for serial-numbered products) and how to close it for good.

• Header and partner: the document date, the performance date, the currency, as well as the partner (customer), the contact person and the partner address can all be set in one place.
• Several ways to add items: you can add items manually (New), with a simplified window (Quick add), with a search (Product search), from a list of barcodes (Barcode collector) or from an XLSX file (Import).
• Selecting serial numbers: for a serial-numbered product, you choose in the item window which of the serial numbers in stock leave the warehouse.
• Saving and closing are separate: saving only records the data; the document becomes final when you close it — until then you can edit it freely.
• Related actions: you can download, print and copy the document, and create a delivery note from it.

The possible statuses of a Warehouse issue are: Draft, Closed, Cancellation, Cancelled — a new document always starts as Draft; the meaning and restrictions of each status are explained in the Frequently asked questions section.

The screenshots in this guide were taken in the Hungarian interface; where a button is visible in an image, its Hungarian label is shown in parentheses.

1. Opening a new warehouse issue document

Click Main menu / Stock management / Warehouse issue / New to open an empty document. You can open an existing document from Main menu / Stock management / Warehouse issue / List. At the top of the page you find the Actions, Additional functions and View and layout tabs, below them the document header, and then the Items tab and the other tabs.

2. Filling in the header

The header contains the following fields — a detailed description of the required and optional fields is in the Field descriptions section:

• Document number: empty before saving; the system assigns it automatically on the first save (e.g. KIV000718/2026) and it cannot be edited manually.
• Document date and Performance date: the creation date of the document is filled in automatically; change the Performance date (the day the products actually leave the warehouse) if the issue does not take place today.
• Currency (and Exchange rate): the base currency of the company is set by default. If you want to create the document in another currency, select it — the Exchange rate field then appears as well.
• Partner company name, Partner contact person, Partner address: select the partner (the customer), then the contact person and address belonging to it. If the partner is not in the system yet, you can add it on the spot with the icon next to the field, and the partner data of the document is filled in automatically. You can open the partner record with the partner card icon next to it.

For internal movements (for example internal use or write-off) entering a partner is not required.

3. Adding items

You record the content of the document on the Items tab, using the buttons above the item table. There are several methods — choose the one that is fastest in your situation:

• New: opens the item editor window, where you select the product by item number or name and enter the quantity and the price. Choose it when you want to record a single item in detail, with all its data.
• Quick add: a simplified item window that jumps to the Item number field and opens again immediately after the item is saved. Use it when you have to add many items one after another and do not want to click the button again after every item.
• Product search: lets you search among the products and pick from the results. Choose it when you do not know the exact item number and only remember the name or a property of the product.
• Barcode collector: in a text field you can type or scan barcodes and quantities line by line, and the system adds the items from them all at once. The format of the lines is [barcode];[quantity] — if you leave out the quantity, 1 piece is added. This is the fastest method when issuing goods from a picking list.
• Import: adds items in bulk from an XLSX file. In the window, click the XLSX file schema link to download the expected structure of the file, then fill it in and upload it. Choose it when the list of products to be issued is already available in a spreadsheet.

On the Properties tab of the item window (New button) you can choose from the following buttons:

• Add: adds the item to the document and closes the window.
• Add and new product: adds the item, then immediately opens a new, empty item window for the next product.
• New product: if the product is not in the master data yet, you can create it here without leaving the document.
• Product card and Product search: open the detailed record of the selected product, or search among the products.
• Identifiers: shows the identifiers of the product (e.g. barcode).

On the Warehousing master data tab, selecting the Site is required — it determines the stock of which site the product is taken from —, and here you can also enter the Storage locations and shelves (location code) and the Pallets and containers data. The Accounting tab is available for the data needed for bookkeeping.

For serial-numbered products the item window also shows the Serial numbers tab. Here you choose exactly which serial numbers leave the warehouse from the list of available serial numbers (Elérhető egyedszámok): select a serial number and use the Add (Hozzáadás) button to move it to the selected serial numbers (Kiválasztott egyedszámok), use Remove (Visszavonás) to take it back, and use Add all (Mind hozzáadása) and Remove all (Mind visszavonása) to move all of them at once. The number of selected serial numbers is shown at the top of the tab, and the system fills in the Quantity of the item automatically from it. For products managed by lot (LOT), the split button at the top of the tab (Egyedszám bontása) splits the quantity of the selected serial number, so that only the required part is issued from stock.

Further buttons above the table: Open edits the selected item, Delete removes it, Cloning duplicates it, Product label prints a label, Template loads a saved item template, Product card opens the record of the selected product, and Add-ons and alternatives shows the add-on and substitute products linked to the product. These buttons can only be used when an item is selected (and for a document in Draft status).

4. Comments, settings and attachments

Besides the Items tab there are further tabs:

• Customer comment: text addressed to the partner that also appears on the printed or downloaded version of the document. You can also pick a saved text template from the drop-down at the top of the tab.
• Internal comment: a note visible only within the company, which can be loaded from a template in the same way.
• Settings: here you set the Billing address (which company address appears on the document — required), as well as the Project, Job number and Department number classification. If they do not exist yet, you can create them on the spot with the icon next to the field.
• Related documents: the documents this one was created from, or that were created from it; you can open them directly with the icon at the end of the row.
• Tasks: the list of tasks recorded for the document with date, subject, comment and the colleague who created it.
• Files: managing the documents attached to the document (e.g. a signed acknowledgement of receipt): uploading a New file, Open, Delete, setting the Classification, and Browse among the files already uploaded.
• Custom fields: the additional fields created by the company for the document.

5. Saving, closing and deleting

On the Actions tab you find the buttons that control the life cycle of the document:

• Save: the data is recorded, but the document stays in Draft status and can still be edited. In the drop-down menu of the button, Save and close saves and closes the document in one step.
• Close: finalises the document — after this it can no longer be modified. It is only available for a document in Draft status. From the drop-down menu, Close and print or Close and download produces the printout right after closing.
• Delete: the document moves to a deleted or cancelled status and cannot be restored. You can only delete documents in Draft and Closed status. The Delete and copy option in the drop-down menu also makes a copy next to the deletion — if you entered the document with wrong data, you can start over with it in one step.
• History: shows the history related to the selected document.

6. Download, print and document management

• Download: the document can be downloaded in CSV, XLSX and PDF format, and you can also view it in a PDF preview without downloading.
• Print: printing the Document prints the whole document, the Product label prints the labels belonging to the items.
• Document management: you can create a new, related Delivery note from the document, and with Cloning you can start a new issue based on the data of the document. The document created also appears on the Related documents tab.

7. Additional functions and customising the view

On the Additional functions tab you find extra options that help in daily work: viewing the Sent emails, sending a New email (through an external mail client or the internal mailer built into the system), creating a New product or New partner, creating a New task for the document, and opening the Partner card of the partner.

On the View and layout tab, the Interface and behavior button customises how the record is displayed, and the Columns button customises the columns shown in the item table. These settings are saved for your user, so they are kept the next time you sign in.

The fields in the header and on the tabs of the document, and what they mean:

The default columns of the item table on the Items tab and what they mean:

The set of visible columns can be customised under View and layout / Columns — the list above shows the default view.