Warehousing

1 What is the Warehousing module?

Warehousing is the storage side of Ritzy. Where a Cargo job records the shipment, the Warehousing module records what happens to the goods while they sit in your shed — when they arrived, how much space they take, how long they stay, and when they leave.

• Receive — a Goods Receipt books cargo in, one line per commodity, capturing quantity, packages, weight, volume (CBM), pallets and floor area.
• Store — the on-hand balance updates automatically; a Movement Ledger keeps a permanent in/out history.
• Bill by space & time — a periodic Storage Billing run works out how much each customer owes from how much they stored and for how long, then posts a sales invoice.
• Release — a Goods Release books cargo out, drawing straight from what is on hand.

2 The warehouse flow at a glance

Every consignment follows the same four steps. The middle two — storage and billing — repeat for as long as the goods stay with you.

1 · Goods Receipt (IN) 2 · Stored — on-hand balance 3 · Storage Billing (space × time) 4 · Goods Release (OUT)

Behind the scenes each receipt and release writes one movement (an IN or an OUT), and the stock balance is simply the running total of those movements. That running total, measured day by day, is also what the storage bill is calculated from.

3 Set-up: Warehouse, Cargo Status & Tariff

Open the Warehousing group from the top menu. Under Masters you will set up three things once, before day-to-day work begins.

A starter Cargo Status list (Bonded, Free Zone, General, Customs Hold) is created for you; add or rename entries to match how your operation talks about held cargo.

Also set, once, the account storage invoices are credited to: the Storage Income Account in Tools → Preferences → Warehouse Settings (§10).

4 Goods Receipt — receiving cargo in

Go to Warehousing → Transactions → Goods Receipt and click New.

1. Pick the Warehouse and the Customer (the party whose goods these are).
2. Optionally record a Job No, a Reference and a Customs Status.
3. In the Cargo Lines grid, add one line per commodity. Fill in whichever measures apply — Qty, Packages, Gross Wt, CBM, Pallets, Area m². Capturing them all means you can bill on any of them later.
4. Click Save. The system allocates a receipt number (GRN-000001), adds the goods to stock, and writes an IN movement per line.

5 Stock on Hand

Warehousing → Stock → Stock shows the live balances — one row per warehouse / customer / commodity, with the totals for every measure and the dates first received and last moved. Filter by warehouse or customer at the top.

6 Goods Release — sending cargo out

Warehousing → Transactions → Goods Release → New. Pick the warehouse and customer as before.

Rather than re-typing what is leaving, click Pick from Stock. A list of that customer’s on-hand balances appears, showing each line’s Location and UOM — tick the lines going out and click Add Selected. Adjust the quantities if it is a part release, then Save.

• Each added line carries the UOM, description and location of the latest receipt for that stock, so the release reduces the right stock location.
• If the release header has no warehouse yet, it is taken from the picked stock.
• Users with Goods Release rights can pick from stock without needing rights to the Stock screen.

Saving allocates a release number (GRL-000001), writes an OUT movement per line, and reduces the on-hand balance.

A release saved in error is cancelled from the list the same way as a receipt (§4): the goods go back into stock and the release stays on record, marked cancelled.

7 Printing & attachments

Print a Goods Receipt or Goods Release from the printer icon in the list, or the Print button on the form. The document opens in a print preview and shows the customer, warehouse and job no, the goods lines (commodity, location, qty and UOM, packages, weight, CBM), totals and signature lines.

Layouts can be changed under Tools → Preferences → Report Templates — WH_GRN (receipt) and WH_GRL (release).

The Attachments button in the receipt/release form’s title keeps delivery orders, photos or signed copies with the document.

8 The Movement Ledger

Warehousing → Stock → Movement Ledger lists every IN and OUT event, newest first, with the document that caused it. Filter by date range, warehouse or customer. This is the permanent audit trail behind the balances — and the record the storage bill is calculated from.

IN — a receipt added stock  OUT — a release removed stock

9 Storage Tariff — how charges are set

A tariff is a rate card. Set up as many as you need under Masters → Storage Tariff. Each card answers: what do we charge, per what, and to whom?

10 Storage Billing — preview, save & post

Warehousing → Transactions → Storage Billing. Storage is billed for a period — usually a calendar month.

1. Choose the period (from / to) and optionally a warehouse, then click Preview.
2. The grid shows, per customer / commodity: the occupancy in unit-days, the days stored, free days, chargeable days, the rate, and the amount. A note flags any stock with no matching tariff.
3. Happy with it? Click Save Run to store the calculation (status Draft).
4. Open the run. In its Post to Invoice section check the Storage Income account — left blank, the run posts to the Storage Income Account set in Warehouse Settings; pick another to use it for this run — and check the per-customer Bill to Account grid — each row is pre-filled with the matching accounts customer; pick one wherever none matched. Then click Post to Invoice: one sales invoice per customer is raised — the customer’s account is debited and the income account credited.
5. Each posted invoice has a Print button (layout: WH_STOR_INV in Report Templates).

Warehouse Settings

Tools → Preferences → Warehouse Settings has one card, Posting Accounts, with the Storage Income Account. A storage billing run posted with no Storage Income account picked on the screen uses it. With no account here and none picked on the screen, Post to Invoice is refused and asks for one. Pick the account and click Save on the card.

The Sales menu

Warehousing → Sales → Sales Invoice lists the Accounts invoices posted from storage billing runs, and only those, for the financial year in the top bar. Search by voucher number, account or narration, and open one to view or print it. There is no New button: storage invoices are raised from a billing run with Post to Invoice. In the Accounts invoice list, the Source column shows Warehousing for these invoices. Give users this menu item in User Manager as for any other screen.

11 Linking to Cargo jobs

The warehouse sits between the import and export sides of the business.

Warehousing does not need the Cargo module. The links below are offered only for the modules your company has: Cargo’s Sea, Air, Misc and Land jobs, and Inland Transport’s Truck and Rail jobs. With neither, receipts and releases stand alone and Load from Job is not shown. The Consignee / Shipper, UOM and Commodity lists a receipt picks from are under Warehousing’s own Masters.

12 Tips & FAQ

Which measure should I fill in on a receipt?

Fill in every measure you know. Billing uses whichever one the tariff’s Bill Unit names, so capturing CBM, pallets and area up front keeps every pricing option open.

How are free days handled with a changing balance?

The bill is worked out from the occupancy over the whole period (unit-days), then reduced in proportion to the free-day grace — so a short stay within the free days is not charged.

Can I re-run a billing period?

Yes — Preview is read-only and can be run any number of times. Saving creates a Draft run; a draft can be deleted and re-created before it is posted.

Do I have to bill monthly?

No. The period is whatever from/to dates you choose — monthly is just the common case.