1 - Process flow

The Mobile application will support the following high level functions :

·         Ability to sync up with OMNI and retrieve a list of Purchase Orders (POs) and related items

·         Ability to work offline with a PO and perform the entire process of material receipt

·         Ability to work offline by letting a user create a PO record (in the situation that the most current list of POs is not available) and then continue with the rest of the                     process and then sync up with OMNI.

·         Ability to store material lots in specific warehouse locations, with each material lot having their own expiry dates.

·         Ability to issue material from specific material lots.

·         Ability to track material by expiry dates.

·         Ability to reconcile the stock with OMNI and provide the necessary correction screens to let the user adjust the warehouse and OMNI stock in case reconciliation                      fails.

·         Provide a full replacement for a manual Stock book in general with an online one

2 - Warehouse Management Menu

The user will login to the OMNI Mobile Application and be able to access the WMS menu, this menu will contain the following:

• Receipts

• Lots

• RMA

• Issue

• Stock Report

• Location Query

• Warehouse Map

• Generate QR Code

• Logout

3 - Receipts

The receipts screen will display all receipts received. This will correspond to the existing MRN screen in OMNI.

3.1 Receive Material

o Purchase Order - User will type a few letters of the PO Code (or scan the QR code) and all matching PO Codes will be displayed in the drop-down (auto-complete).  Should         there be no Purchase Orders that match the typed in order code the user may enter the compete Purchase Order code and be allowed to continue the process.

o Source – This can be one of the following:

o   From Vendor

      If selected then the drop-down Vendor is displayed, if PO# is entered and matches data available in the system then the Vendor option is pre-selected

o   Cash Purchase

o   Stock Transfer

• If Selected then the following two drop-downs are enabled

• From Warehouse - will contain the list of Warehouses in the System

• Issue Note (from Material Issue) - will show the list of Issue Notes that are of type Stock Transfer from the selected Warehouse in the From Warehouse                drop-down. User can also scan the Issue Note Code from the printed Issue Note which will contain the Issue Note ID.

o   Material Return  is selected then the following two drop-downs are enabled

• From Warehouse - will contain the list of Warehouses in the System.

• Issue Note (from Material Issue) - will show the list of Issue Notes that are of type Issue to Site from the selected Warehouse in the From Warehouse drop-down. User can also scan the Issue Note Code from the printed Issue Note which will contain the Issue Note ID.

o Delivery Date - This will be preset to the current date and the user may change it to a date in the past using a calendar control.

o   If the Purchase Order selected is available in the system then the items in the PO will be displayed in the Grid Below, each item will contain:

• Ordered Qty - Qty ordered in the original PO - for this item.

• Accepted Qty - Qty accepted across all receipts (GINs) for this item.

• Rejected Qty - Qty rejected across all receipts (GINs) for this item

• Pending Qty = Ordered Qty - (Accepted + Rejected Qty)  

o   If the Purchase Order selected (or entered) is not available in the system user may create the entries in the grid below, in that case the Accepted, Rejected and                     

    Pending Qty fields will be blank.

o   If the Purchase Order3. is scanned and the Scanned QR code contains the details of the items in the order AND the PO is not available in the system then the line                  

     items in the PO are automatically added to the Grid below.   

o  Clicking on Lots will display the Lots associated with the Item - see below.

o Every Time that has a Pending Qty greater than zero - will have a checkbox next to it, user will be able to choose the checkbox and then click on Receive to                               complete the Receipt process.

3.2 Put Away Lot

When the user clicks on Receive he is taken to the Put Away Lots screen. The user may define the Lots in the delivery for "Put Away" in specific warehouse locations.

• For every Item selected in the Receive Material screen (or Material Return screen) the user may define one or more lots, each lot will have an expiry date, delivery quantity (in the delivery shipment), accepted quantity, rejected quantity, reject reason and a warehouse location.

• Clicking on the (+) icon next to each Item will allow the user to define these lots.

• The Lot No will be a code that will be auto generated by the system.

• All other other fields i.e. Purchase Order code etc. will be Read-Only based on the data in the Receive Material (or Material Return) screens.

Clicking on Save will allow the user  to generate the QR Codes necessary for each Lot. The User will then be able to view the Lots in the View Lot Details screen and print the QR Code from that screen, user will be redirected to the View Lots screen - pre-populated with data for each Lot.

4. Lots

The Lots screen will display the list of material lots that have been created in the system. User can see the View Lot Details screen from the following:

·         Lots link in Receive Material  and the Receipts List Screen.

·         After he has clicked on the Save button in Put Away Lot screen. 

·        Clicked on Details in the Lot Screen above.

The View Lot details screen allows users to see all the lots defined for material receipt or material issue.  There are 2 Use Cases for this screen:

•          Accessing the View Lot Details screen from the Lot Screen in the menu or from the link labeled lots for a Item in a Material Issue or PO (Displayed in the Receipts and Receive Material Screen).

•           If the View Lot Details screen is displayed after the user is redirected from the Save button clicked in Put Away Lots then All the Items and all the Lots for each item are displayed in this screen.

The user can click on the Issue Button (enabled if balance in the lot is > 0) and be redirected to the Issue Screen.

5. RMA

A Return Merchandise Authorization (RMA) is created for the material that is rejected from a Vendor Delivery against a PO. The RMA screen is accessed from the menu.

The user will search for items rejected against a PO (see the Material Receipt screen for the Rejection process), choose one or more items and click on Generate RMA, this will then generate RMA code and be visible from the RMA screen above.

6. Material Issue

The material issue screen will allow the user to see existing issues in the system and also issue a material from the stock for consumption in a Job or for transfer to another warehouse.

·         The Generate Issue screen (above) is displayed in the following 2 cases:

    Clicking on New Issue in the Issue List screen.

·         Through this screen user will see the Lots available for a particular Material in a Warehouse sorted by Expiry Date and Delivery Date.

·         The user will then chose the Issue Type

o   If Issue Type is Issue To Project/Site then the Job drop down is enabled and the column Job Scope enabled for each Lot in the grid. The user will the enter the Qty (in Issue UOM) to be Issued and to click generate the Issue Records.

o   If Issue Type is Stock Transfer then the Warehouse Drop-down is enabled for the Warehouse to transfer the stock to.

·         This will save the Issue Record and reduce Stock.

7. Stock Report

The user can search a warehouse and optionally for specific material and see the stock position.

• Stocking Unit  is different from Purchasing unit. The PO projected qty * Conversion factor needs to be applied to convert from PO to stocking.

• Issue unit is different from Stocking Unit. This needs to be converted too.

• Consumption today will be obtained from the Consumption Plan component - if there is no data there it will be zero.

8. Location Query

User may choose a warehouse location or scan a QR code attached to a warehouse rack and see the following information related to that location.

12.1. Generate QR Code

The following documents will have the document code (and additional information if possible) encoded into the document using a QR code.

·         Purchase Order

·         Issue Note

·         RMA

For example the PURCHASE ORDER in a print display will contain the PO code, Vendor Details, PO Date and total value encoded in the PO.

·         Consumption Plan module will be added to OMNI - Catering ONLY.

·         Lots will be added to DC, GIN and MRN in OMNI - Catering ONLY.

·         Stock Statement will be changed as per format above in OMNI Catering ONLY.

12.2 Misc. Requirements

•  When the data is synced to the OMNI server the required documents will be automatically created i.e. DC, GIN and MRN will be created automatically.

13. Application Technical Requirements

13.1     Sync up with OMNI

13.1.1       Get new PO list

The application would get a list of new  POs that are not available in the local store. This would contain the list of POs, each of the Items related to the POs

·         PO Level: PO Id, Vendor Id, Expected Delivery Date, PO Generated Date

·         Item Level: Item Code, Item Description, Expected Quantity, Actual Quantity (received already), UOM

13.1.2       Setup a PO (not available)

The application would allow the User to set up all the above fields and let the User create a DC for a PO that could not be downloaded

13.1.3      Sync up

Application will sync up with OMNI (when connectivity is available) and perform the following sync functions.

• PO-SYNC: Check for any locally setup PO and check for inconsistencies. If there are inconsistencies – the PO will be flagged (with a “RED” ICON at the top of the PO view). This would need to be edited before proceeding ahead.

• DC-SYNC: For each PO, a check would be made if one or more DCs needs to be sync-ed up. If a DC sync is needed, the DCs add/update service will be invoked. If there are errors, the Records (DC) would be flagged and this would go upto the PO view level for the User to review and fix.

• Lot & Warehouse Location Information will be preserved and uploaded to OMNI.

• GIN-SYNC: For each PO, a check would be made if one or more GINs needs to be sync-ed up. If a GIN sync is needed, the GINs add/update service will be invoked. If there are errors, the Records (GIN) would be flagged and this would go upto the PO view level for the User to review and fix.

• Lot & Warehouse Location Information will be preserved and uploaded to OMNI.

• MIN: Material Issue notes will be written to OMNI when a connection is available

• MR: Material Return notes

•  will be written to OMNI when a connection is available

• RMA created in Mobile Application will be uploaded to OMNI, those created in OMNI will be downloaded back to the Mobile Application.

13.2       Local data-store

The application will model the above data structures to be stored in a local database. This would be used to then sync with OMNI.

13.3       Material Reconciliation

This will display the list of differences at each Item level between OMNI and the Mobile application.

***This is a screen to be available in Setup on the Mobile Application and on OMNI.