Warehouses for Vtiger 7.x

1.Introduction

The Warehouses extension, is the perfect tool to manage multi warehouses in Vtiger CRM system. This tool allows you to create some kind of “Warehouses management”.

Warehouse management is the process, control, and optimization of warehouse operations from the entry of inventory into a warehouse — or multiple warehouses — until items are moved, sold, or consumed.

Do you want to be able create a Delivery Notes, Issue Cards or Receipt Cards and even more in Vtiger but you still struggle how?
Down below you fill find a full guide for our extension.

Main features of Warehouses extension:

  • Manage your warehouses
  • Unlimited number of warehouses
  • Monitor the movement of products between warehouses
  • Unlimited count of products & services
  • Useful sub-modules included:
    Warehouse transfers, WH Delivery notes, Receipt cards, Issue cards, Incoming products, Outgoing products
  • Compatible with PDF Maker & Email Maker
  • Easy installation & usage
  • Vtiger 7.x / 6.x compatible
  • Included in our package: All Access

Warehouses for Vtiger

*This is a very detailed manual for our extension from installation to usage. Some steps may be familiar to the experienced users or users which we’re using our extension for Vtiger 6.x.

All images in this manual can be enlarged by clicking on the image.

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2.How to install Warehouses

There are currently two options how to install extension:

  • (Recommended) Using our Free extension Installer
    (Please visit the Installer page for more info)
  • Manually installation using a .zip file
    (You still need to have Installer in order to activate license)

 Note: For versions 4.0 and higher, you will be needing to have installed our Installer in order to activate license keys.

Since December 2019 we launched our extended version of Installer which helps you install / update modules and manage license keys.

Warehouses include following sub-modules:

  • Warehouse transfers
  • Receipt cards
  • Issue cards
  • Incoming products
  • Outgoing products
  • WH Delivery notes

These modules will be installed automatically with Warehouses extension.

⚠️ Uninstalling Warehouses main module will uninstall all sub-modules!

⚠️ If you uninstalled sub-module separately and you need to install it again, go to Installer and click on button.

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2.1.Installation via Installer

Make sure you have Installer installed, you can download Installer via our E-shop when you log in under Free Downloads section.
Next, simply install Installer via Module Management in Vtiger CRM by importing the .zip file you downloaded.

After successful installation, you can access Installer in two ways:

  • by a click on Notifications IconITS4YOU Installer Notification Iconand then on the button
  • or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller

Note:

  • To see modules and manage licenses you have to log in to our Installer with @email and password via button (top right screen side in Installer module).
  • Login is same for Installer and for our E-Shop.

After log in, you can activate Extensions or our Packages licenses associated to your account via button.

When the license was activated you can see module available in the Modules tab below.
Simply hit the button and Extension is installed now.

You can only Activate these licenses, which are assigned to your Email Account you made purchase with and with which you are logged to the Installer.

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2.2.Manual installation

There is also a way to install / update the extension manually in some scenarios:

  • Manual installation or update of the extension can be requested if you contact our support because you are facing some issues with extension.
  • Standard way of installation and update is using our Installer. In some rare cases we can send you .zip file to update the extension manually.

Installation can be done via Module Manager by clicking on the button and selecting the .zip file.

Warehouses for Vtiger manual installation

Warehouses – install or update via Module Manager

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3.Modules included in Warehouses

After installation of Warehouses your Vtiger will contain these modules:

  • Warehouses – add Warehouses into your Vtiger
  • Warehouse Transfer – transfer Product between Warehouses
  • Receipt Card – serves to add Products to your Warehouse
  • Issue Card – serves to issue Product from Warehouse
  • Incoming Products – evidence of incoming Products
  • Outgoing Products – evidence of outgoing Products
  • WH Delivery Notes – allows you to create Delivery Notes
Vtiger Warehouse Modules

Warehouses for Vtiger CRM – sub-modules

Now, you can read a short description of these modules. Usage will be described in process of usage.

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3.1.Warehouses

This is a main module, here you can create and manage your Warehouses.

In the image below you can see a list view of the module. Via button you can create/add new Warehouses.

Warehouses List view

Warehouses – List view layout

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3.2.Warehouse Transfer

Warehouse Transfer is used for transferring Products from one warehouse to other warehouse.
The quantity of products included in the Warehouse Transfer will be transferred from the warehouse to the warehouse, according to the selection of warehouses.

Example:

  • In warehouse WH0001 we have 100 products quantity in stock, we want to transfer 50 products quantity to warehouse WH0002 stock.
  • We create Warehouse Transfer for 50 products from WH0001 to WH0002.
  • When warehouse transfer is created, 50 products are deducted from WH0001 automatically (because they are transferring and they left the warehouse already).
  • After confirmation, that the products have been delivered to the warehouse WH0002 from the warehouse WH0001, the total quantity of products in stock for warehouse WH0002 is updated.

Note: Important are dates: Required Delivery Date and Due Date.

There is also option to cancel warehouse transfer via button in the detail view.

Warehouses for Vtiger CRM Warehouse Transfer

Warehouses for Vtiger CRM – Warehouse Transfer

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3.3.Receipt cards

The Receipt Card module is used for adding Products to your Warehouse.
You can see here Warehouse transfers (*creating Warehouse Transfer will create also Receipt Card).
Also, you can see receipt products from your Purchase Order(s).

Actions for this module in detail view are:

  • – instantly receive products into the warehouse
  • – cancel receipt card = products will be not received into the warehouse
  • Other default actions are: Edit, Duplicate, Delete & Follow
Warehouses for Vtiger Receipt Card

Warehouses for Vtiger – Receipt Card detail view

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3.4.Issue cards

Issue Card serves to issue products from warehouse.
The reason may be Promo action or similar, also you can create Delivery Note based on Issue Card.

Actions in detail view are:

  • – return products back to Warehouse by creating Receipt Card.
  • – cancel Issue Card, status will be changed to Canceled.
  • – create Delivery Note via button.
Warehouses for Vtiger CRM - Issue Card

Warehouses for Vtiger CRM – Issue Card detail view

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3.5.Incoming products

Incoming Products serve as evidence of Products, which are ordered but not receipted yet.

For example, when you create Purchase Orders, products will be presented here.

Warehouses for Vtiger CRM Incoming Products

Warehouses for Vtiger CRM – Incoming Products

You can also perform Mass Receipt action via button, when the records are selected.

Warehouses for Vtiger CRM - Incoming Product, Mass Receipt feature

Warehouses for Vtiger CRM – Incoming Product, Mass Receipt feature

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3.6.Outgoing products

Here you can see Products that are Ready to Deliver.
These Products are in you Warehouses and you are able to deliver these Products.

Products from this Delivery Note you can see in Outgoing Products module too.

Warehouses - Outgoing Products

Warehouses – Outgoing Products

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3.7.WH Delivery notes

Warehouse Delivery Notes module allows you create Delivery Notes and manage them.

In list view, you can see which Delivery Notes have status:

  • Ready to Deliver
  • Delivered
  • Invoiced

Also, you can perform additional actions when selecting records by click on button or access settings and features via button in the list view.

Warehouses - Delivery Notes

Warehouses – Delivery Notes list view

More about Delivery Notes module you can read here: https://it-solutions4you.com/vtiger-extensions/delivery-notes/

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4.How to start using Warehouses

In the following chapters, we will show you how to use Warehouses extension step by step.

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4.1.Create Warehouse

The first step to start using Warehouses is create warehouse(s).
Warehouses extension allows you to have one or more warehouses.

Follow the steps below to create a warehouse:

  1. Select Warehouses from the menu:
    —->
  2. Here you can see your Warehouse(s). To add new please click on
    Vtiger How to create Warehouse

    How to create Warehouse

     

  3. Now, fill information about your warehouse.
    (If you check Negative Quantity – quantity of Products in your Warehouse can have negative count, if you don’t check Negative Quantity – then the quantity of Products can’t have negative count)

    How to create Warehouse

    How to create Warehouse

    Proceed via to create warehouse.

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4.2.Adding products to the Warehouse

Now, you need to add your Product(s) into Warehouse.

We would recommend to provide next steps:

  1. Prepare count of your Product(s).
  2. In menu go to and then
  3. Click on
    How to add Products into Warehouse

    How to add Products into Warehouse

     

  4. ill fields on the screen.
    Mandatory fields are: : Date of receipt, Warehouse (to which warehouse you want to add products), Assigned To.
    Then add Products, if you do not have Products, add your Products into Vtiger.
    Finally, click on

    How to add Products into Warehouse

    How to add Products into Warehouse

     

  5. Now, confirm Receipt Card via button and your Products will be added
    How to add Products into Warehouse

    How to add Products into Warehouse

     

  6. Products were added to the Warehouse, see below:
    Products added to the Warehouse via Receipt Card

    Products added to the Warehouse via Receipt Card

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5.The process of using Warehouses

There are 2 ways to use our Warehouses that we recommend.
Also, it depends on how you add Products into Warehouse if there is not enough stock of Products in Warehouse:

  • Add Products simply by Receipt Card
  • Buy products from your supplier/vendor, create a Purchase Order and when the Products arrive, then add them into the Warehouse

In following situations, you can see the way to use Warehouses as well as both ways to add your Products.
Warehouses extension supports Total delivery and also Partial delivery.

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5.1.Sales Order to Delivery Note, DN to Invoice

The first way we recommend is to create Delivery Note from Sales Order.

  • If you have enough Products then you can deliver these Products.
  • If you do not have enough Products, we will describe how to add Products simply by Receipt Card.

After, you are able to deliver the Products. The final step is creating an Invoice.

Warehouses for Vtiger CRM

Warehouses – SO → DN → INV process

 

Please follow the next steps.

 Note: Some parts will be explained during the process.

1.) Creating Sales Order

  • Go to module Sales order and click on “Add Sales Order” button:
    Warehouses - Create Sales Order

    Warehouses – Create Sales Order

     

  • When you choose more Products than you have in Warehouse you will see: “Not enough stock” alert.
    However, you are able create Sales Order.
    Warehouses - Creating Sales Order

    Warehouses – Creating Sales Order

     

  • Now, you can see Warehouses Actions block in Detail view of Sales Order.
    More about blocks of Warehouses you can read here: 6. Blocks of Warehouses.
    Click    on or 
    If you choose the Actions button, you can create Delivery Notes or order Products.
    Warehouses - WH Actions block

    Warehouses – WH Actions block

     

  • If you choose “Show Delivery Overview” button, you can see a window with information about Sales Order and Products in Warehouse as well as Overall Purchased and Ordered Products.
    Warehouses - Delivery Overview

    Warehouses – Delivery Overview

     

You can see that Ordered Products (150) are more then Available (137). Now, you have 2 options:

  • Order/add missing Products and then delivery all Products A) Total delivery.
  • Deliver part of Products, order/add rest of Products and then deliver the rest B) Partial delivery.

2.) In the next steps, we will show you A) Total delivery situation and how to add Products via Receipt Card.

  1. Open Receipt Card module and click on 
    Warehouses - add Products into Warehouse

    Warehouses – add Products into Warehouse

     

  2. Create Receipt Card with Qty. of your Products and choose your Warehouse.
    Warehouses - creating Receipt Card

    Warehouses – creating Receipt Card

     

  3. Receive your Products, from detail view of Receipt Card click on
    Warehouses - receive products via Receipt Card

    Warehouses – receive products via Receipt Card

    Now, Products of quantity (13), were delivered to the Warehouse, the total stock of Products (150) in a Warehouse is shown below:

    Warehouses - Products in Warehouse after delivery via Receipt Card

    Warehouses – Products in Warehouse after delivery via Receipt Card

     

3.) Now, you are able to create Delivery Note for whole Sales Order. Open Sales Order detail view and click on “Show Delivery Overview” button.

  • You can see that there is enough Products to deliver. Click on “Create Delivery Note” button.
    Warehouses - creating DN from SO

    Warehouses – creating DN from SO

     

  • Confirm Quantity and click on
    Warehouses - creating DN from SO

    Warehouses – creating DN from SO

     

  • If you have Products in more Warehouses, here you can see the available list of Warehouses to choose from.
    (We have Product 001 just in Warehouse WH0001, so we see only one/this Warehouse available).
    Also you can choose from which Warehouse Products will be delivered.
    If you click on button once you remove warehouse, if you click on this button again you will remove whole line. To add line again or add new line to add warehouse please click on button.
    Fill info and and click on button.
    Warehouses - creating DN from SO

    Warehouses – creating DN from SO

     

  • Delivery Note is created. Now, you can click on to deliver products.
    You can also open Issue Card, export to PDF (with PDF Maker) for employees to know how many products should leave from Warehouse.
    Warehouses - Delivery Note, deliver products

    Warehouses – Delivery Note, deliver products

     

  • On next window, click on  
    Warehouses - Delivery Note, deliver products

    Warehouses – Delivery Note, deliver products

     

  • Now, Delivery Note have status Delivered.
    You are able to invoice it. Click on and fill info you need and click on 
    Warehouses - Invoicing products from Delivery Note

    Warehouses – Invoicing products from Delivery Note

     

Now, in Sales Order or Invoice you can see in WH Actions block that you have Invoiced Products.

You can also click on for more information.

Warehouses - Invoiced products, Delivery overview

Warehouses – Invoiced products, Delivery overview

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5.2.Invoice to Delivery Note

The other way that we recommend is creating Delivery Note from Invoice.

  • If you have enough Products then you can Deliver these Products.
  • If you do not have enough Products, we will describe how to add Products using a Purchase Order.
    Then you are able to deliver the Products.
Warehouses - INV → DN process

Warehouses – INV → DN process

Please follow the next steps.

 Note: Some parts will be explained during the process.

1.) Start with creating an Invoice

  • Select module Invoices and in the list view click on
    Warehouses - Creating Invoice

    Warehouses – Creating Invoice

     

  • When you choose more Products like you have in Warehouse you will see: “Not enough stock” alert.
    However, you are able to create an invoice.

    Warehouses - Creating Invoice

    Warehouses – Creating Invoice

     

  • Now, you can see Warehouses Actions block in Detail view of Invoice.
    More about blocks of Warehouses you can read here: 6. Blocks of Warehouses.
    Click on or
    If you choose the Actions button, you can create Delivery Notes or order Products.

    Warehouses - Invoice module, WH Actions block

    Warehouses – Invoice module, WH Actions block

     

  • If you choose “Show Delivery Overview” button, you can see a window with information about Invoice and Products in Warehouse.
    Warehouses - Invoice module, Delivery Overview

    Warehouses – Invoice module, Delivery Overview

     

 You can see that Invoiced Products are more than Qty. In Stock.

Now, you have 2 options:

  • Order/add missing Products and then delivery all Products A) Total delivery.
  • Deliver part of Products, order/add rest of Products and then deliver the rest B) Partial delivery.

2.) In the next steps, we will show you B) Partial delivery situation.

  1. From the Delivery overview in the Invoice (Image above), click on 
    Warehouses - Invoice module, Delivery Overview

    Warehouses – Invoice module, Delivery Overview

     

    You can see Qty. In Stock and quantity to deliver.
    You can deliver less than Qty. in Stock but not more.
    Click on

    Warehouses - Delivery Note, partial delivery

    Warehouses – Delivery Note, partial delivery

     

  2. Check information and confirm Delivery Note via button.
    Warehouses - Delivery Note, partial delivery

    Warehouses – Delivery Note, partial delivery

    Delivery Note is created. Products from this Delivery Note you can see in Outgoing Products module too.

    Warehouses - Outgoing Products

    Warehouses – Outgoing Products

    Also Issue Card is related to Delivery Note.

    Warehouses - Issue Card related to Delivery Note

    Warehouses – Issue Card related to Delivery Note

     

  3. Now, you are able to deliver Products from Delivery Note or from Invoice.
    From Delivery Note just click on

    Warehouses - Deliver products via Delivery Note detail view

    Warehouses – Deliver products via Delivery Note detail view

    From Invoice detailview, click on in WH Actions block and click on

    Warehouses - Deliver products via Invoice Delivery Overview block

    Warehouses – Deliver products via Invoice Delivery Overview block

     

  4. We will deliver products via Invoice module, so after clicking on
    Choose Delivery Note(s) to deliver and click on button.

    Warehouses - Deliver products via Invoice Delivery Overview block

    Warehouses – Deliver products via Invoice Delivery Overview block

    The products were delivered, you can see a message:

    Warehouses - Products delivery

    Warehouses – Products delivery

     

3.) In next steps, we will show you how to order (add) the rest of the Products by Purchase Order.

Now, we have delivered quantities for Product 001 (178) and for Product 002 (241).
We have Invoiced for Product 001 (200) and for Product 002 (400).

So we need to order the rest of the Products.

Follow steps to order more Products:

  1. Click on in detail view of Invoice and choose
    Warehouses - Invoice, Delivery Overview, ordering products

    Warehouses – Invoice, Delivery Overview, ordering products

     

  2. Now, you can see Order products window.
    To create Purchase Order choose Quantity and click on button.

    Warehouses - Ordering products via Invoice Delivery overview block

    Warehouses – Ordering products via Invoice Delivery overview block

    Warehouses - Variables

    Warehouses – Variables

     

  3. Purchase Order create window will appear, choose a Vendor and click on
    Note: You have to choose Vendor manually if the Product does not have Vendor assigned.
    If there is Vendor assigned for the Product, the Purchase Order will be created automatically.

    Warehouses - ordering products via Purchase Order

    Warehouses – ordering products via Purchase Order

    Purchase Order was created.

    Warehouses - Purchase Order

    Warehouses – Purchase Order

     

4.) Purchase Order was created and now we need to receive purchased Products.

There are few options how to perform it:

  • From Incoming Products module
  • From Purchase Orders module
  • From Invoices module

For more detailed information please check chapter: 7.1 Receiving purchased products.

We will demonstrate it with the Invoice module in next steps.

  1. Open Invoice module and find your Invoice.
    Click on or in WH Action block and choose

    Warehouses - Invoice, receiving incoming products

    Warehouses – Invoice, receiving incoming products

    Delivery Overview in Invoice

    Delivery Overview in Invoice

     

  2. Next steps to receipt are same for all previous modules.
    If you have more Warehouses then choose Warehouse, where you received the products.
    Click on button.

    Receive products

    Receive products

    The products were received. You can see more info Product module, Receipt Card module or in Purchase Orders module.

  3. Now, you are able to deliver the rest of invoiced Products.
    In Invoice detail view, click on or in WH Action block  and choose

    Warehouses - Invoice module, creating Delivery Note

    Warehouses – Invoice module, creating Delivery Note

    Warehouses - Invoice module, creating Delivery Note

    Warehouses – Invoice module, creating Delivery Note

     

  4. Check information and click on
    Warehouses - Invoice module, creating Delivery Note

    Warehouses – Invoice module, creating Delivery Note

     

  5. Now, please check again information and confirm Delivery Note via button.
    Warehouses - Invoice module, creating Delivery Note

    Warehouses – Invoice module, creating Delivery Note

    Delivery Note is created. Products from this Delivery Note you can see in Outgoing Products module too.

    Warehouses - Outgoing products

    Warehouses – Outgoing products

    Also Issue Card is related to Delivery Note.

    Warehouses - Issue Card

    Warehouses – Issue Card

     

  6. Now, you are able to deliver Products from Delivery Note or from Invoice.
    From Delivery Note, just click on

    Warehouses - delivering products via Delivery Note detail view

    Warehouses – delivering products via Delivery Note detail view

    From Invoice, click on in WH Action block and click on

    Warehouses - delivering products via Invoice module

    Warehouses – delivering products via Invoice module

     

  7. Choose Delivery Note(s) to deliver and click on button.
    Warehouses - delivering products

    Warehouses – delivering products

    The products were delivered and invoiced successfully.

    Warehouses - successful delivery and invoicing products

    Warehouses – successful delivery and invoicing products

     

Now, button in Invoice deail view WH Action block is missing.
Also, if you click on a button, you can not see any button to order or deliver.

Warehouses - Invoice module, delivery overview for delivered and invoiced products

Warehouses – Invoice module, delivery overview for delivered and invoiced products

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6.Blocks, Tabs & Variables of Warehouses

Warehouses actions block (Delivery Notes block) you can find in detail views of Invoice, Sales Order, Purchase Order and Delivery Notes modules.
WH actions block, allows you to provide actions like order products, deliver, receive products and create invoices.

If there is an option to provide any action with your Invoice, Sales Order, Purchase Order or Delivery note, then you can show in WH actions block as well as buttons.

On the other hand, if there is no option to provide any actions there is only button where you can find information about your INV, SO, PO or DN.

In Warehouses action block, you can see status itself and the numbers of each status.
(This number does not mean how many products are in this status. It means which products (entity) are in this status):

  • Not available – you can see this status when you do not have products in warehouse
  • Partially Available – you will see this status when you have part of ordered quantity
  • Available – you are able to deliver the products in this status
  • Ready to deliver – Delivery Note was created and now you can confirm delivery
  • Delivered – if you delivered product, but it’s not invoiced yet
  • Invoiced – under this status you can find products after invoicing
  • Receipted – this status you can see when you confirm receiving of products from the Purchase Order
  • Waiting availability – you can see this status, when you created Purchase Order but did not confirm receiving of products
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6.1.Blocks and Tabs of Warehouses

Product Movements block/tab

In detail view of Product you can see ProductMovements block.
Here you are able find movements of Product.

To access this block, click on More and from pop-up select ProductsMovements:

Product Movements Block - Accesibility

Product Movements Block – Accesibility

 

The following screen will appear, you can see all movements here and navigate between them, click on the movement to open details, filter movements via search option and more.

Tip: If you are not sure that the quantity is right. Click on to recalculate quantities.

Product Movements Block - Quantity movements of all stocks

Product Movements Block – Quantity movements of all stocks

Products in Warehouse tab

In detail view of Product you can see Products in Warehouse relation’s tab.
Here you are able find quantity of Products in Warehouse(s):

Warehouses - Products in Warehouse relation's tab

Warehouses – Products in Warehouse relation’s tab

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6.2.Variables

Some variables in the Warehouses Action block are probably already known to some users.

But there are few important we want to explain:

  • Negative Quantity
  • Qty. in Stock
  • Reorder Level
  • Optimal Level

Qty. in Stock, Reorder Level and Optimal Level variables are found also in Products module.

Negative Quantity

You can find Negative Quantity variable in Warehouses module. You can select/check it or not.

When you check it, then Warehouses allows you to create Delivery Note although the quantity of the Products in Warehouses decrease to negative value.

Warehouses - Negative Quantity of Products

Warehouses – Negative Quantity of Products

 

Qty. in Stock

Qty. in Stock variable you can find in Products module.

It is the actual quantity of products in your Warehouses or overall in your system.
(Based if your all products are in warehouses or not, as you can also change quantity manually in Products module).

Warehouses - Total Quantity of Products in Warehouses or in your system overall

Warehouses – Total Quantity of Products in Warehouses or in your system overall

 

Reorder Level

Reorder Level variable you can find in Products module.

Reorder Level variable we use to know when it is a good time to create a Purchase Order and fill your Warehouses.

When Quantity of “free” products (Qty. In Stock – all Products from SO and INV) is less than Reorder Level then is the time to create Purchase Order.

Optimal Level

The Optimal Level variable you can find in Products module.

Here you can set how many products you want to have in the Warehouses.

Purchase Order will be automatically created with a quantity of Products that after delivery all Products from Sales Order and Invoices in Warehouses stay Optimal Level products quantity.

Products variables

Products variables

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7.Additional features

7.1.Receive purchased Products from different modules

There are 3 ways how to receive purchased Products from different modules.

  • From Incoming Products module
  • From Purchase Orders module
  • From Invoices module

From Incoming Products module

All purchased products (from all Purchase Orders) you can see in Incoming Products module.

You are able receipt products in Incoming Products module using button and selecting “Mass receipt”.

Incoming Products – receipt Products

Incoming Products – receipt Products

From Purchase Orders module

You are also able to receive products from Purchase Order.

Open Purchase Order module and find your Purchase Order.
(To better overview we recommend ListView Colors extension).
Click on or in WH Action block and choose

Purchase Orders list view

Purchase Orders list view

WH Action block in Purchase Order detail view

WH Action block in Purchase Order detail view

Receipt of Incoming Products

Receipt of Incoming Products

From Invoices Module

  1. Open Invoice module and find your Invoice.
    Click on or in WH Action block and choose

    Warehouses - Invoice, receiving incoming products

    Warehouses – Invoice, receiving incoming products

    Delivery Overview in Invoice

    Delivery Overview in Invoice

     

  2. Next steps to receipt are same for all previous modules.
    If you have more Warehouses then choose Warehouse, where you received the products.
    Click on button.

    Receive products

    Receive products

    The products were received. You can see more info Product module, Receipt Card module or in Purchase Orders module.

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7.2.Recalculate Warehouses quantities

Aren’t you sure about quantity of Products in your Warehouses?

In list view of Warehouses or in Product Movements related tab, you can find an option to recalculate the quantities of Products.

Recalculate in Warehouse module

Recalculate in Warehouse module

 

Recalculate in Product Movements tab, Products Module

Recalculate in Product Movements tab, Products Module

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7.3.Enable/Disable Services in Delivery process

In the Delivery Notes module, we have special settings called Preferences, there you can enable Services for Delivery Notes.

You can access these settings via Delivery Notes list view:

Delivery Notes - Preferences settings

Delivery Notes – Preferences settings

These settings are turned off  as default after you install Delivery Notes module to your Vtiger CRM system. You can change these settings via  button.

Delivery Notes - Preferences settings

Delivery Notes – Preferences settings

Services enabled

This is for Services module in your Vtiger CRM.

  • NO: you CAN’T use Delivery Notes for your Services.
  • YES: you CAN use Delivery Notes for your Services.

Example: Delivery Notes are used for Products & Services in Vtiger CRM.

But, Services are turned OFF as default. You can still turn them ON.

We recommend having this feature turned ON. There can be situation when you creating Invoice or Sales Order and you add Products & Services to it. Then you will be need to create Delivery Note for Services, but you will be not able to do that because you didn’t turn ON this feature in the Preferences settings.

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8.Settings

Settings for Warehouses can be found in the List view of module via    button.

Warehouses - Settings

Warehouses – Settings

In the Settings you can find:

  • Fields & Layouts – manage fields and layouts
  • Workflows – create workflows for warehouses
  • Picklists values – create pick list values
  • Numbering – set numbering for warehouse records
  • Warehouses List – list of already created warehouses (list view of extension)
  • Recalculate Warehouses – recalculate quantity of items in all warehouses
  • License – see if a license is currently active
  • Upgrade – updates extension if needed
  • Uninstall – remove extension from your CRM along, with all sub-modules
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8.1.License Settings

Since December 2019/January 2020 all our modules will be using Installer to manage licenses. Please check our Installer pages for more information.

You can access the License settings like its shown below:
(there can be more options from the pick-list, depends on the module)

Settings – License settings

After accessing the License window you can see screen bellow with following information:

  • Module name, Your Vtiger domain URL
  • Description, if license is activate or not:
    – your license is currently active,
    – your license is not active and you need active it via Installer.

To activate or manage license, click on the button.

Settings – License settings window

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8.1.1.Deactivate license

If you want to deactivate your license, please provide following steps:

  • Go to your Installer, by a click on Notifications Icon and then on the button
    or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
  • The following screen will appear (see below):

    Installer – deactivation of license

    You can deactivate license by click on the button

Note: The module will be deactivated but not uninstalled and license will be removed from the Activated Licenses tab.

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8.1.2.Reactivate license

To reactivate a license after deactivation, you need to follow the same process as you activated it first time:

  1. Click on the   button and enter your license key.
  2. Confirm with button.

When the license was activated you can see module available in the Modules tab below.

 Note: To see modules and manage licenses you have to log in to our e-shop with @email and password via button (top right screen side in Installer module).

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8.2.How to update Warehouses

The upgrade of the module is initiated via our Installer or manually.

Updating via Installer (recommended):

  • open the Installer in the CRM
  • in the Modules tab find your installed module and you should see the button available
  • If the new version is available, you will be notified via Installer Notifications icon

Updating Warehouses manually:

Updating module manually is sometimes required when our support team sends you .zip package, if you are having some issues or there is any update or customization available.

Otherwise, we always recommend to use update via Installer.

Update can be done via Module Manager by clicking on the button and selecting the .zip file.

Warehouses for Vtiger manual installation

Warehouses – install or update via Module Manager

This applies for main module Warehouses & all sub-modules too.

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8.3.Uninstall

If you need to remove the module from your Vtiger you have two options:

  • Uninstall via Installer.
  • Manually via going to module Settings and choose Uninstall option.

⚠️ Uninstalling Warehouses main module will uninstall all sub-modules!

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8.3.1.Uninstall via Installer

You have also option to remove the module via Installer window by accessing the Settings – Uninstall window:

  • Go to your Installer, by a click on Notifications Icon and then on the button ,
    or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
  • Find the module you need to uninstall in the Modules tab
  • Via pick list button choose the Uninstall option, you will be redirected to the Uninstall window.
  • Click on button

Installer – Uninstall module screen 1

  • Confirm uninstall with button

Installer – Uninstall module screen 2

Now, the module has been removed from your Vtiger and your license has been deactivated. To use this module again, you need to provide installation and validation steps (see Installation chapter).

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8.3.2.Manual Uninstall

There is also available option to remove Warehouses from your Vtiger manually.
To uninstall please provide following steps:

  1. Go to the List view of Warehouses and via Customize option select Uninstall.
  2. Click on  button.Confirm uninstall with  button.

Now, Warehouses and all sub-modules are removed from your Vtiger and your license is deactivated.
To use Warehouses again, you need to provide installation and validation steps (see chapter 2. How to install Warehouses).

This can be applied for sub-modules, each one can be uninstalled separately.

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9.Change Log

  • Check latest versions available and fixes applied
  • What was changed/added to manual
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9.1.Warehouses

  • 8 August 2021: 4.7
  • 28 July 2021: 4.6
    • Vtiger 7.4 compatibility
  • 30 June 2021: 4.5
    • Issue cards, return products operation will now properly create a Receipt Card, also the whole process was enhanced if you are returning a partial quantity
  • 6 June 2021: 4.4
    • the changes have been made for Receipt Cards where the Date of receipt is no longer mandatory field
    • improved the process creating Receipt Cards and Warehouse Transfers and their relations, now it will be more clear for users
    • ordering products will now load price from Product field Purchase Cost
    • Receipt cards now fully support TAX regions
  • 30 April 2021: 4.3
    • resolved issues with Reports compatibility for Receipt Cards, Issues Cars and Delivery Notes
    • WH Delivery notes can now operate with decimal quantity
    • fixed an issue with Delivery Notes where the Deliver product’s operation automatically set the status to Invoiced even if Invoice was not created. That way, operation to Invoice products was skipped
  • 21 April 2021: 4.2
    • fixed issue where Warehouse Transfer status was not changed when the Products were delivered
  • 10 February 2021: 4.1
    • minor bug changes which improved stability and removed some unwanted errors and warnings
  • 1 February 2021: 4.0
    • release of Warehouses extension for Vtiger 7.0
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9.2.Manual of Warehouses

  • February 2021: manual based on Warehouses 4.0 version
    • first initiate for Vtiger 7.x
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