Use Store stock site relationships (Administration > System > Stores > Store Stock Site Relationship) determine where inventory is pulled from when a transaction is completed. This helps prevent negative inventory by ensuring that items are delivered from the correct stock site. Each store must have at least one stock stock site relationship.


You need to set up the following before setting up a store stock site relationship...

  • Distribution methods - This is how an order is fulfilled or delivered - for example, customer pickup, POS, We Deliver, UPS, Fedex, and USPS.
  • Stores and store default distribution methods 
  • Stock sites - A stock site is any location that carries inventory, for example, retail stores, warehouses, and service vehicles.
  • Product lines - Use product lines to group your inventory items into high level categories - for example, Accessories, BBQs & Grills, Chemicals, or Covers.

Now that you're ready to start...

The application uses three factors to determine where the inventory is pulled from: Store, Product Line and Distribution Method.  The Distribution Method can be defaulted per store and transaction type or selected on the Profile Tab of each Order.


Example 1 - Spas always pulled from the main warehouse

If Spas are always pulled from your main warehouse no matter what Store the items are ordered from, no matter the type of transaction (Sales, Service, POS and Return) and no matter the distribution method (UPS, Customer Pickup, In House, etc.) then you can default Spas to always pull out of the main warehouse using Store Stock Site Relationships.  When these items are added to the order, the stock site is defaulted based on the above criteria.  

Store
Product Line
Distribution Method
Stock Site
Corporate HQ
Spas
*Default*
Main Warehouse
Portland Store
Spas
*Default*
Main Warehouse



Example 2 - Stoves always pulled from main warehouse when distribution method is In House

For companies heavily involved with shipping, the Distribution Methods are extremely important.  If Stoves are always pulled from your main warehouse when the Distribution Method is In House, but they come out of the showroom when the Distribution Method is a Customer Pickup, then you can set this using Store Stock Site Relationships.  

Store
Product Line
Distribution Method
Stock Site
Corporate HQ
Stoves
In House
Main Warehouse
Corporate HQ
Stoves
Customer Pickup
Showroom



Example 3 - Default distribution method by transaction type

You may also default a Distribution Method per Transaction Type for each store.  For instance, when performing a Sales Order at Corporate HQ, you want the default Distribution Method to be Drop Ship no matter what Product Line is sold.  For Service Orders the default Distribution Method would be Post Office, POS would be Customer Pickup and Returns would be In House. 

Store
Product Line
Distribution Method
Stock Site
Corporate HQ
*Default*
Drop Ship
Main Warehouse
Corporate HQ
*Default*
Post Office
Showroom
Corporate HQ
*Default*
Customer Pickup
Portland
Corporate HQ
*Default*
In House
Vancouver



Example 4 - All items pulled from store/stock site where sold

Given the above example, all Product Lines sold out of Corporate HQ on a Sales Transaction would pull from the Main Warehouse.  All Product Lines sold out of Corporate HQ on a Service Order would pull from the Showroom.  All Product Lines sold out of Corporate HQ in POS would pull from Portland and all Product Lines sold out of Corporate HQ on a Return Order would pull from Vancouver.

You can make your Store Stock Site Relationships as simple or complex as you would like.  If you would like all your items to pull from the store/stock site where they were sold.

Store
Product Line
Distribution Method
Stock Site
Corporate HQ
*Default*
*Default*
Corporate
Portland Store
*Default*
*Default*
Portland
Vancouver Store
*Default*
*Default*
Vancouver
Seattle Store
*Default*
*Default*
Seattle



Example 5 - Select location based on product line and distribution method

You may also make certain product lines pull from different locations based on the Distribution Method selected.  For instance, when chemicals are sold out of Corporate HQ and the Distribution Method is Customer Pickup your chemicals will pull from Corporate.  If the Distribution Method is set at Post Office, your chemicals will pull from the Main Warehouse.  All other Distribution Methods will cause your Chemicals to pull from Portland.

Store
Product Line
Distribution Method
Stock Site
Corporate HQ
Chemicals
Customer Pickup
Corporate
Corporate HQ
Chemicals
Post Office
Main Warehouse
Corporate HQ
Chemicals
*Default*
Portland


Important notes

  1. Each entry in the Store Stock Site Relationships matrix must have a Store and a Stock Site.  The Product Line and Distribution columns can be left as *Default*.
    • *Default* is used for the Product Line column when there is no Store Stock Site Relationship created for the specific product line.  For instance, if you would like ALL Product Lines sold at your Corporate HQ to pull from your Showroom IF the Distribution Method is Customer Pickup then you would set your Store Stock Site Relationship up as follows:
      Store
      Product Line
      Distribution Method
      Stock Site
      Corporate HQ
      *Default*
      Customer Pickup
      Showroom
    • *Default* is used for the Distribution Method column when there is no Store Stock Site Relationship created for the specific Distribution Method.  For instance, if you would like Spas sold out of Corporate HQ to be pulled from the Main Warehouse no matter the selected Distribution Method then you would set your Store Stock Site Relationship up as follows:
      Store
      Product Line
      Distribution Method
      Stock Site
      Corporate HQ
      Spas
      *Default*
      Main Warehouse
  2. The Stock Site is “recalculated” for all items on an order when the default Distribution Method OR Store is changed on the Profile Tab of the Order as long as the items have NOT been delivered.  In other words, the stock listed listed in the "Stock Site" column of the Items Tab will change if the Distribution Method or Store is changed.  This only applies if a different stock site is setup for the selected Distribution Methods and Stores.
  3. If you receive a Data Validation Error while saving your Store Stock Site Relationships that reads “There is a conflicting Store/Stock Site relationship.  Store:” it means there is a problem with the way the Store Stock Site Relationships were set up.  Evosus® will reference the Store in question and will highlight one of the conflicting entries.
    • An example of a Conflicting Store Stock Site Relationship is as follows:  you may have the same Store, Product Line and Distribution Method selected with two different Stock Sites.
      Store
      Product Line
      Distribution Method
      Stock Site
      Corporate HQ
      *Default*
      Customer Pickup
      Main Warehouse
      Corporate HQ
      *Default*
      Customer Pickup
      Portland

These are conflicting entries since Store, Product Lines and Distribution Methods are the same, but the Stock Sites are different.  Evosus® is not going to know where you really want the inventory to pull from.


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Category
Function
Administration-System
Can Access SYSTEM Tree Branch
Store Stock Site Relationship