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Goods Issue

Overview

Goods Issue (Outbound) manages the dispatch of inventory to customers, production processes, or other destinations. This comprehensive module handles the complete outbound workflow from picking and packing to shipping, while automatically updating inventory levels and maintaining complete traceability throughout the process.

Goods Issue

To access Goods Issue:

  1. Click Inventory in the left sidebar menu
  2. Click Goods Issue
  3. Or use direct URL: https://main.smartb.co/action?name=pick_out

Key Features

Action Buttons

  • New Goods Issue - Create a new outbound stock issue
  • Import - Import issue data from external systems
  • List - Switch to list view of all issues
  • Calendar - View issues in calendar format

Status Management

The system tracks issues through multiple status levels:

  • All - View all issues regardless of status
  • Draft - Issues being prepared but not finalized
  • Planned - Scheduled issues for future processing
  • Approved - Issues approved for execution
  • Completed - Fully processed issues
  • Rejected - Issues that failed approval

Bulk Operations Toolbar

  • To Draft - Convert selected issues back to draft status
  • Copy To Delivery Order - Generate delivery documentation
  • Repost Journal Entry - Regenerate accounting entries
  • Expand Bundles - Break down bundle products into components
  • Validate - Process and approve selected issues
  • Validate (fast) - Quick validation without detailed checks
  • Update Invoices - Update related invoice information

Column Descriptions

Column Description
Journal Document type (typically "Goods Issues")
Number Unique issue reference number (e.g., GI-2508-0002)
Date Issue transaction date and time
Project Name Associated project reference
Delivery Slot Scheduled delivery time window
Contact Customer or destination contact
Related To Related sales order or source document
Invoice Associated customer invoice reference

Creating Goods Issues

Basic Issue Process

  1. Click New Goods Issue
  2. Fill in header information:
  3. Date - Issue date (required)
  4. Contact - Customer or destination information
  5. Project - Associated project if applicable
  6. Related To - Link to sales order or work order
  7. Add product lines with quantities and locations
  8. Assign lot/serial numbers for traceability
  9. Set delivery and shipping parameters
  10. Validate and execute the issue

Product Line Details

For each product line, specify:

  • Product - Item being issued
  • Quantity - Amount to issue with unit of measure
  • From Location - Source warehouse location
  • To Location - Destination (typically Customers)
  • Lot/Serial Number - Traceability information
  • Container - Current storage container
  • Cost Information - Unit cost for inventory valuation

Issue Types

Customer Shipments

Sales Order Fulfillment: - Pick products based on customer orders - Generate shipping documentation - Update order fulfillment status - Trigger billing processes

Direct Sales: - Process walk-in customer purchases - Handle immediate pickup requests - Support point-of-sale transactions - Manage cash sales documentation

Production Issues

Raw Material Consumption: - Issue materials to production processes - Support work order requirements - Track material consumption rates - Monitor production efficiency

Component Issues: - Issue sub-assemblies to production - Support just-in-time manufacturing - Track component usage - Optimize inventory levels

Internal Consumption

Office and Administrative Use: - Issue supplies for internal consumption - Track departmental usage - Monitor office inventory - Control expense categories

Maintenance and Operations: - Issue maintenance supplies - Support facility operations - Track equipment usage - Monitor operational efficiency

Sample and Marketing

Sample Distribution: - Issue products for customer samples - Support sales and marketing activities - Track promotional distributions - Monitor sample effectiveness

Trade Shows and Events: - Issue products for exhibitions - Support marketing events - Track promotional inventory - Manage event logistics

Advanced Features

Delivery Management

Delivery Slots: - Schedule specific delivery time windows - Optimize delivery routes - Coordinate with customer schedules - Improve delivery efficiency

Shipping Integration: - Generate shipping labels and documentation - Track shipping costs and methods - Monitor delivery status - Integrate with carriers

Quality Control

Pre-Ship Inspection: - Verify product quality before issue - Document inspection results - Handle quality exceptions - Maintain quality standards

Lot and Serial Tracking: - Maintain complete traceability - Support recall procedures - Track product history - Ensure regulatory compliance

Bundle Management

Bundle Processing: - Automatically expand bundle products - Issue individual components - Maintain bundle integrity - Track bundle composition

Kit Assembly: - Support kit assembly processes - Track component availability - Optimize assembly workflows - Monitor assembly costs

Common Use Cases

Standard Customer Order

  1. Receive sales order from customer
  2. Create goods issue linked to order
  3. Pick products from warehouse locations
  4. Verify quantities and quality
  5. Pack products for shipment
  6. Generate shipping documentation
  7. Validate issue and update inventory
  8. Ship to customer

Production Material Issue

  1. Review production work order requirements
  2. Create goods issue for raw materials
  3. Pick materials from storage locations
  4. Deliver to production floor
  5. Document material consumption
  6. Update work order status
  7. Track production progress

Sample Request Fulfillment

  1. Receive sample request from sales team
  2. Create goods issue for samples
  3. Pick requested products
  4. Package for sample distribution
  5. Update sample tracking records
  6. Monitor sample effectiveness

Emergency Issue Processing

  1. Receive urgent customer request
  2. Create expedited goods issue
  3. Priority pick and pack
  4. Arrange express shipping
  5. Track urgent delivery status
  6. Confirm customer receipt

Best Practices

Order Fulfillment

  • Accurate Picking - Verify product codes and quantities
  • Quality Verification - Inspect products before shipping
  • Complete Documentation - Maintain detailed issue records
  • Timely Processing - Meet customer delivery commitments

Inventory Management

  • FIFO/FEFO Compliance - Issue oldest stock first when applicable
  • Lot Tracking - Maintain complete lot traceability
  • Stock Rotation - Monitor and rotate inventory appropriately
  • Damage Prevention - Handle products carefully during picking

Documentation Standards

  • Clear References - Use meaningful reference numbers
  • Complete Information - Fill all relevant fields
  • Status Tracking - Monitor issue progress through statuses
  • Audit Trail - Maintain complete transaction history

Troubleshooting

Issue Creation Problems

Product Availability: - Verify sufficient stock at source location - Check for reserved or allocated quantities - Review lot availability for dated products - Confirm product access permissions

Customer Information: - Verify customer exists in system - Check customer credit status - Ensure shipping address is complete - Confirm customer permissions

Processing Issues

Validation Errors: - Check all required fields are completed - Verify quantities don't exceed available stock - Ensure proper location assignments - Review system validation settings

Performance Problems: - Process issues in smaller batches - Schedule during off-peak system times - Monitor system resource usage - Contact administrator for assistance

Shipping and Delivery

Documentation Problems: - Verify shipping address completeness - Check carrier integration settings - Ensure proper shipping method selection - Review delivery requirements

Tracking Issues: - Confirm shipping method supports tracking - Verify carrier API connectivity - Check tracking number generation - Monitor delivery status updates

Tips

  • Batch Processing - Group similar issues for processing efficiency
  • Pick List Optimization - Organize picking routes for efficiency
  • Quality Checks - Implement pre-ship quality verification
  • Customer Communication - Provide shipping notifications to customers
  • Performance Monitoring - Track issue processing times and accuracy