Warehouse Documents - Overview

Introduction

This article will display the features of the module 'Warehouse documents'. This is used to manage stock on PerfectGym.

• This article describes what warehouse documents are and how to use them.
• This article will be useful for PG Champion, System Administrator, Accountancy, Club Manager, Club Owner and Sales Team.

Before you start 

• All necessary Products, Warehouses, and Companies must already be configured in the system.

• The permissions to add, edit or view or delete warehouse documents is found in PGM->Clubs->System Permissions.
  • System administration
    • Warehouse
      • Warehouse documents
        • View
        • Add
        • Edit
        • Delete
        • Cancel warehouse documents
        • Warehouse documents corrections
        • Edit price in warehouse outgoing documents

Feature description

To access Warehouse Documents to add or delete stock levels in PGM, go to PGM->Sale->Warehouse Documents.

This screen will look at all previous documents created in PerfectGym for stock movement such as goods received, inventory added/removed or transfers between warehouses.

Document Types

Based on the provided system code, warehouse documents are categorized by their Symbol (a short code) and their FlowType (which dictates how they affect inventory). These types determine whether stock is increased, decreased, or moved.

Here is a detailed breakdown of the different document types and their functions as implied by the system's logic.

Inbound Documents (Increasing Stock)

These documents are used to add inventory to a warehouse.

Goods received receipt | PZ (External Receipt)

• Purpose: This is the primary document for receiving goods from an external entity, such as a supplier or another company.

• Flow Type: CompanyToWarehouse.

• Contrary Document: WZ (External Issue).

• Usage: You create a PZ when a delivery arrives from a supplier. Approving it increases the stock level in the designated warehouse.

• When creating a new document:

  • Document Type – Company to Warehouse – Code on all documents is PZ.
  • From Company – Select the company this delivery is being received from. Companies are set up in PGM->Sale->Companies.
  • To Warehouse – Select which warehouse will receive the goods.
  • Invoice Number – Enter in the invoice number of the goods.
  • Warehouse date – Add in when the goods were received.

  • Check Invoice number – Check to see if this invoice is already on the system.

    

Sales Return Note | PW (Internal Receipt)

• Purpose: Used to add stock from an internal source, not from a supplier. This could be for items returned to stock after being used, or correcting a previous internal write-off.

• Flow Type: NullToWarehouse (meaning the stock originates from an internal process, not an external company or another warehouse).

• Contrary Document: RW (Internal Write-off).

• When creating a new document:

  • Document Type – Null to Warehouse – Code on all documents is PW.
  • To Warehouse – Select which warehouse will receive the goods.

  • Warehouse date – Add in when the goods were received

    

Inventory + | IN+ (Inventory Surplus)

• Purpose: This document is used to correct inventory levels when a physical stock count (inventory) finds more items than the system shows.

• Flow Type: WarehouseInventoryPositive or NullToWarehouse.

• Contrary Document: IN- (Inventory Shortage).

• When creating a new document

  • Document Type – Warehouse Inventory Positive – Code on all documents is IN+.
  • To Warehouse – Select which warehouse will receive the goods.

  • Warehouse date – Add in when the goods were received.

    

Intra-Warehouse Transfer | WM+ (Positive Correction)

The WM+ document can be used for transfers of goods between warehouses based on other documents not invoices (useful for holdings).

• Purpose: The logic suggests this is another type of inbound document, possibly for a positive correction. Its contrary document is WZ (External Issue), similar to a PZ.

• When creating a new document:

  • Document Type – Company to Warehouse – Code on all documents is WM+.
  • From Company – Select the company this delivery is being received from. Companies are set up in PGM->Sale->Companies.
  • To Warehouse – Select which warehouse will receive the goods.
  • Document Number – Enter the document number of the goods.
  • Warehouse date – Add in when the goods were receive

Outbound Documents (Decreasing Stock)

These documents are used to remove inventory from a warehouse.

Goods Release Receipt - WZ (External Issue)

• Purpose: This is the primary document for issuing goods to an external entity, such as a customer, or for returning goods to a supplier.

• Flow Type: WarehouseToCompany.

• Contrary Document: PZ (External Receipt).

• Usage: You create a WZ when shipping goods out. Approving it decreases the stock level in the warehouse.

• When creating a new document:

  • Document Type – Warehouse to Company – Code on all documents is WZ.
  • From Warehouse – Which warehouse stock is located at.
  • To Company – Which stock will the stock be transferred to.
    If the company is not created, this can be done in PGM->Sale->Companies.
  • Warehouse Date – Date of transfer

Goods issued receipt | RW (Internal Write-off)

• Purpose: Used for internal consumption or removal of stock. This is the correct document for writing off damaged, expired, or lost goods, or for items used internally by staff.

• Flow Type: WarehouseToNull (the stock is consumed and does not go to another company or warehouse).

• Contrary Document: PW (Internal Receipt).

• When creating a new document:

  • Document Type – Warehouse to Null – Code on all documents is RW.
  • From Warehouse – Select which warehouse will remove the goods.
  • Warehouse Date – Select when this removal from warehouse occurs.

Inventory – | IN- (Inventory Shortage)

• Purpose: This document is used to correct inventory levels when a physical stock count finds fewer items than the system shows.

• Flow Type: WarehouseInventoryNegative or WarehouseToNull.

• Contrary Document: IN+ (Inventory Surplus).

• When creating a new document:

  • Document Type – Negative Stock – Code on all documents is IN-.
  • From Warehouse – Which warehouse stock is located at.
  • Warehouse Date – Date of transfer

Transfer Documents (Moving Stock)

These documents are used to manage the movement of inventory between two internal warehouses. They always come in pairs.

Dispatch of Goods | MM- (Inter-Warehouse Transfer Out)

• Purpose: This document is manually created to initiate the transfer of stock out of a source warehouse.

• Flow Type: IntraWarehouseTransfer.

• Contrary Document: MM+ (Inter-Warehouse Transfer In).

• Usage: A user creates an MM- document, specifies the "Warehouse From" and "Warehouse To," and adds the items. Approving this document decreases stock in the "Warehouse From".

• When creating a new document:

  • Document Type – Warehouse to Warehouse – Code on all documents is MM- and MM+.
  • From Warehouse – Which warehouse stock is located at.
  • To Warehouse – Which stock will the stock be transferred to.
  • Warehouse Date – Date of transfer.

Dispatch of Goods | MM+ (Inter-Warehouse Transfer In)

• Purpose: This document represents the receipt of the stock at the destination warehouse.

• Flow Type: IntraWarehouseTransfer.

• Contrary Document: MM- (Inter-Warehouse Transfer Out).

• Usage: This document is typically auto-generated by the system when the corresponding MM- document is approved. Its approval increases the stock in the "Warehouse To".

Step-by-Step Instructions

The warehouse document module allows you to manage all inventory movements. This includes receiving stock, issuing stock, transferring items, and making corrections.

Finding and Filtering Warehouse Documents

1. Navigate to the main Warehouse Documents list.

2. By default, the list displays documents for all clubs you are assigned to.

3. Use the filter panel to find specific documents. You can filter by:

   • Company or Club

   • Created By (the employee who created it)

   • Is Approved (Yes, No, or All)

   • Document Type (e.g., "Goods Received Note," "Internal Write-Off")

   • Approved Date Range (this filter only applies if you are viewing "Approved" or "All" documents)

   • Symbol (the system-generated document ID)

   • Invoice (the related invoice number)

   • DocumentNumber (an external document reference)

   • Company From/To (the sending or receiving company)

   • Product (finds documents containing a specific product)

4. The list will update automatically as you apply filters.

Creating a New Warehouse Document

1. Select the Document Type. The system will display the full name and its short symbol (e.g., "Goods Received Note (PZ)").

2. From the main list, click the Add Document button.

3. Fill in the document header fields. These fields are dynamic based on the document type:

   • Warehouse From / Warehouse To: Select the source and destination warehouses for the inventory movement.

   • Company From / Company To: Select the source or destination company (e.g., a supplier).

   • Invoice Symbol: (Optional) Enter the related supplier invoice number.

   • Document Number: (Optional) Enter any external reference number.

   • Warehouse Date: Select the date the transaction should be officially recorded.

4. Once the header is complete, proceed to the "Items" section to add products.

Adding and Editing Document Items

1. In the items section, search for and select a Product. The product list is filtered to show items available in the selected club.

2. The system automatically populates the product's Unit of Measure and default Vat Rate.

3. Enter the Quantity of the item.

4. Enter the Netto Price (price per unit) or the total Netto Value (for the entire quantity).

   • If you enter the Quantity and Netto Value, the Netto Price will be calculated automatically.

   • If you leave the price/value fields blank, the system may attempt to fetch the Netto Price from the product's last delivery record.

   • Note: For some document types (like transfers), these fields may be disabled as the price is pulled from system data.

5. (If visible) Enter the Sell Netto Price. This field is optional and controlled by a system setting.

6. Enter an Expiration Date or Discount if applicable.

7. Click Add Item. The product will appear in the item list at the bottom of the form.

8. To edit an item, click the Edit icon in the list, change the values, and save. To remove it, click the Remove icon.

9. When all items are added, click Save (to save as a draft) or Update (if editing an existing document).

Additional ways to enter in items

Add Elements

To add products to the document, use the following options in the product area. This is described in detail below.

• Add new element with detail
• Add new element
• Add from file
• Add from bundle

Add new element with detail

• Accounting Code – This is the internal code in PGM->Sale->Products. 

  

• Drop-down list – Select the item from the drop-down list instead of using Accounting Code.
• Quantity – Enter in the received quantity
• Purchase net price – Enter the purchase price of a single quantity without taxes. This will calculate the total amount with quantity.
• Discount – Enter in percentage discount if there were further discounts on the invoice
• Expiration date – Enter the expiry date of products if it has one.

Press OK to continue.

Add new element

• Product – Select product from drop-down list.
• Deliveries – Show previous deliveries.
• Quantity – Enter the quantity of this delivery.
• Net Value – Enter the total value of that invoice line excluding tax. For example, Qty 50 priced at $1.00 each, you will enter in $50.00.
• Net Unit Value – This will automatically be calculated after confirming the line.
• VAT – Select the Tax rate on the invoice.
• Expiration Date – Enter the expiration date of the product (if any).

Press the Tick icon to confirm the line.

If the line needs to be edited, press the pencil icon and select one of the following:

• Edit – Edit existing line
• Edit Details – Edit existing line, using Add new element with details screen.

Add from File

This will allow you to add products from a CSV file and bulk upload. The file needs to be formatted in the following way.

Header: ProductId;Quantity;Amount

The format of the CSV file needs to be in a ; delimitator

ProductId's can be found in PGM->Sale->Products or in selected reports.

Add from Bundle

This will allow you to manage stock from a bundle.

• Bundle – This will display all bundles with products in the bundle. (Note: If the product is classed as a service, then it will not be listed here).  This information is kept in PGM->Sale->Products. 
   

  
  
   Note: Blue Swipe Tag is classed as a Service in this example.

• Quantity – Amount to be received in.
• Add – Add items to the goods receipt listing.

In PGM->Sale->Products, the product bundle will multiply the quantities in the bundle with what it is received.

Viewing Document Details

1. From the main document list, click any document to open its Details View.

2. This read-only screen shows all items on the document and their financial details, including:

   • Product and Quantity

   • Price and Value (Netto, VAT, Brutto)

   • Sell Price

   • Profit Margin Net (calculated as (SellPrice.Netto - Price.Netto) * Quantity)

   • Tax (itemizes all applicable taxes for the product)

   • Expiration Date and Discount

Processing a Document

You can process a document from the main list. A document must be processed to affect inventory.

1. To Approve:

   • Find the unapproved document and click the Approve action.

   • The system validates the items and updates inventory levels (e.g., adds stock for a "Goods Received Note," removes stock for a "Write-Off").

   • The document's status changes to Is Approved = Yes. It is assigned a permanent Symbol and an Approve Date.

2. To Cancel:

   • Find an approved document and click the Cancel action.

   • The system reverses the inventory transaction.

   • The document's status changes to Is Cancelled = Yes, and it receives a Cancel Date.

3. To Delete:

   • Find an unapproved document and click the Delete action.

   • The document is permanently removed. You cannot delete approved or cancelled documents.

4. To Flag:

   • Click the Flag action on any document. This toggles a visual indicator, which you can use to mark documents for follow-up.

Hints

• If you would like to change the club symbol on the document, you should contact the Perfect Gym Technical Support Team. Ask them to check if there won’t be any clashes in document numbering because warehouse documents and invoices rely on the club symbol.
• If a product gets returned on POSWeb, this will not add the product back to the warehouse, this needs to be added as a warehouse document.

• Unapproved Documents: A document is just a draft until it's approved. It will not have a Symbol and will not affect your inventory stock levels.

• Value Calculation: For unapproved "Warehouse Inventory Negative" documents, the system provisionally calculates the Value Netto and Value Brutto based on the cost from the earliest available delivery of those products.

• Editing Restrictions: You cannot edit a document after it has been Approved or Cancelled.

• User-Specific Views: The Companies, Clubs, and Warehouses you see in dropdown menus are filtered based on your user account's assignments.

• Contrary Documents: The system has a function to create a "contrary" document. For example, if you highlight a "PZ" (Goods Received) document, you can use this action to auto-create a "WZ" (Goods Issued) document to reverse it.

• A setting can be turned on/off which will allow items in a warehouse to be sold if there is no stock. By default, this setting is turned off. What happens on POSWeb is that it will automatically add an item in stock as soon as it is sold.  When a new order comes in, one of the two following options can be done:
  • Enter the exact quantity that was received, however, create a new warehouse document with document type 'Goods issued receipt' to adjust the items that were recently sold with negative stock. (eg. I ordered 15 Gym Towels, I sold 3 the day before the delivery arrived. I entered 15 units as that is what is on the invoice. I then created a new warehouse document to put a negative 3 on the document to remove the items previously sold before the delivery was entered.)
  • Enter the quantity that will be kept in stock only.  (eg. I ordered 15 Gym Towels, I sold 3 the day before the delivery arrived. I entered 12 units as 3 were put aside for the club members who purchased the towel).
  • Please make sure you approve documents as soon as you can. Any stock which is sold between the created date of the warehouse document to the approval date of the document will not be adjusted for any sales in between these dates.