In the last phase of the purchase process management and at the time of delivery to the warehouse, Procurement Warehouse Management System (PWMS) software takes action. PWMS is a comprehensive system for managing the information and controlling the warehouse processes of a project.
In this system, commodities enter the warehouse based on a coding system defined in the software. Main features of this software include OPI (Open Package Inspection), OSDI (Overage/Shortage/Damage Inspection) of the warehouse input, MTO (Material Take Off), and eventually delivery control based on the defined work fronts in the site.
Commodity management in the PWMS software
- Creating a tree structure to define the commodity coding system.
- Defining different features on the coding tree structure in order to define the commodities features.
- Classifying the commodities based on different information fields and technical disciplines.
- Defining various warehouses for each project.
- Defining the layout of warehouses.
- Defining the warehouse coding system for each projects.
- Defining the project items based on the Commodity Code.
- Adding the commodities information, to the information of the same items in the warehouse during transportation.
- Supporting the "Tag No." system for project commodities.
- Registering technical features of the commodities based on the defined features in the "Primary Definitions" section.
- Separating the "Spare Part" and "Tools" commodities from the commodities that are used in the execution and construction phase.
Warehouse management in PWMS
- Monitoring the material supply plan with regard to the schedule set in the purchase module.
- Monitoring the list of items sent at the time of loading in the manufacturing factory (via the information registered in the purchase module).
- Saving the loading information in the warehouse.
- Registering the documents related to the commodities delivery to the site warehouse.
- Saving the commodities maintenance information until the opening.
- Registering the OPI (Open Package Inspection) report.
- Registering the results of the OPI report OSD (Overage/Shortage/Damage).
- Registering the damage reports during transportation and after OPI.
- Matching the opened items with the list provided by the manufacturing company (Packing list).
- Registering the minutes of commodity delivery to the warehouse and issuing the commodity receipt form.
- Registering the events (correspondence, minutes, …) related to the presence of the employer/manufacturer/vendor’s representatives in commodity opening and inspection process.
- Registering the complementary information of commodities including Instruction Manual, testing time, Guarantees, Warranties, ….
- Registering the established procedures and instructions related to the project warehouse.
- Registering the report of unfound materials and equipment.
- Connecting to the AFAM’s purchase module and tracking the items from the engineering phase up to their entry into the warehouse.
- Searching the items based on technical features.
- Registering the approved items to enter warehouse through MRS (Material Receipt Sheet).
- Registering the inspection contradictions or MER (Material Exception Report).
- Uploading and keeping the MSDS (Material Safety Data Sheet) in the system software
- Registering and classifying the material storage conditions.
- Breaking down items related to a commodity with one Tag into a set of related commodities and controlling the requests related to them.
- Importing the information related to bulk items or MTO in an EXCEL file.
- Establishing balance material of commodities based on the current inventory and the items imported via MTO.
- Registering the items information based on the ISO maps and lines data.
- Creating a connection between the requests, lines data and controlling the amount of needed items based on the work fronts.
- Establishing a connection between the commodities and the fabrication module.
- Registering the commodity exit from the warehouse using the MIV form (Material Issue Voucher).
- Returning from the warehouse or replacing the items between the warehouses.
- Requesting the replacement of items via the Replacement forms.
- Announcing the needs to the procurement unit to supply the shortages.
- Stock-taking and registering the results, controlling the inventory and reporting the results.
- Registering and uploading the commodity receipt form in order to release the guarantees.
- Registering the warehouse checklist of periodical visits.
- Reporting the warehouse cardex.
- Reporting the material balance