single page

Functional Document
For

Warehouse Automation System

Submitted by

Author : Mubashir

Data Capture Systems – Functional Scope Document Ver Page Date
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Warehouse Automation Application

Functional Scope Document

Warehouse Automation Application

Table of Contents

PROJECT REQUIREMENTS ................................................................................ ...................................................... 3
PROJECT UNDERSTANDING............................................................................... ..................................................... 4
SPECIFIC APPROACH FOR MEETING THE REQUIREMENT ........................................................................................ 5
SOLUTION OVERVIEW................................................................................... ......................................................... 6
ABOUT DATA CAPTURE SYSTEMS .......................................................................................................................... 7
CAPABILITY MATRIX .............................................................................................................................................. 8
DEVELOPMENT PLATFORM .................................................................................................................................... 9
RESPONSIBILITIES AND REQUIREMENTS .............................................................................................................. 10
ARCHITECTURE .................................................................................................................................................... 11
AUTOMATION REQUIREMENT & PROCESSES ....................................................................................................... 13
MATERIALS RECEIVING PROCESS ......................................................................................................................... 15
PICKLIST GENERATION AND PICKING ..................................................................... .............................................. 16
PICKLIST GENERATION AND PICKING PROCESS .................................................................................................... 17
STOCK TRANSFER PROCESS.................................................................................................................................. 18
RETURNS PROCESS...................................................................................... ......................................................... 20
PHYSICAL STOCK TAKING PROCESS ....................................................................... ............................................... 21
STOCK TAKE ......................................................................................................................................................... 22
WEB SERVICES & PC MIDDLEWARE APPLICATION................................................................................................ 23

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Project Requirements

The purpose of the project is to design and develop a mobile application to automate the warehouse
operations of Company. The current operational process involves the users doing manual operations
in the warehouse based on the pre-printed documents/sheets. Updates of the transactions carried out
in the warehouse are then updated manually by data entry to the Microsoft Great Plains Database.
Vision of automation would also include integrating the DCS Warehouse Automation System to ERP for
transfer of information to and fro.

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Project Understanding

The current operational process involves the users manually doing the receiving of materials,
distributions to warehouse/plants issue to internal Departments. All the transactions are recorded
manually on sheets and updated using data entry. The scope of the project is to automate the whole
process of warehouse with the help of a mobile PDA which is integrated with E R P .

Updates of the transactions can be done over Wifi/batch mode. All the required information for
each processes will be downloaded to the PDA from the ERP Database and uploading of
the transactions back to the ERP database will be done automatically via Web Services
thereby eliminating the risk of duplication or any other manual errors.

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Specific Approach for meeting the Requirement

• Building a mobile application interface for Warehouse Automation.
• Building a web interface for generating picklist, storing master information, viewing

dashboards and generating reports, etc. based on the Warehouse Operations carried out on
the PDA.
• Building web services for communication with the database and the PDA for the smooth
transfer of data.
• Integration to ERP for smooth flow of data to and from PDA.
• Real time updation of data in ERP..

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Solution Overview

WMS is a solution intended to automate the warehouse operations starting from receiving the raw
materials, internal stock movements, stock taking, pick-list generation.

The main objective of implementing this solution is as follows.

• Integration to ERP database.
• Paperless receiving, dispatch to internal plants/warehouse, and stock count of items in the

warehouse.
• Updation of information in the ERP immediately after each process immediately via wireless

connection.
• Tracking of Items to a location.
• Pick items based on the Picklist generated
• Confirm receiving against purchase orders or without PO.
• Dispatch based on stock requests
• Capture Returns
• Capture QC items quantity
• Identify missing items thereby maintaining accurate inventory.
• FIFO based Stock issue.
• Real Time data transfer via Wifi connectivity
• Rack Label Printing.
• Perform the activities with a simple point and scan with the help of rugged Hand Held Devices or

PDA’s.

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About Data Capture Systems

It is been more than 25 years since the company has establish in UAE with branches in Abu
Dhabi and Dubai. Apart from the UAE the company also has offices in other GCC countries with
the similar name and business products range.

The main business focus of Data Capture System is on Auto Id products as follows:

• Mobile Computing Software Solutions
• Barcode Scanner(1D and 2D)
• Barcode Printer (Thermal Transfer)
• Assets, Inventory and Special Labeling
• Mobile Rugged Computer (Windows Mobile Devices)
• RFID Tags and Readers (UHF & Passive)
• Time & Attendance System (Finger Print, Proximity, Magnetic )
• ID Card Printing Solution (Printer, Cards, Software)
• WIFI Network Infrastructure and Services
• GPS Based Vehicle Route Tracking Solution

All the offices are well occupied with all the technical resources and trained staff for hardware
and software support.

At Data Capture Systems we also design the solutions for Mobile Computing and Back office
Software services specific to the Customer business needs and requirements.

Thefollowingarethefewmobilesolutionswhicharebeendeployedintheregion:

• Mobile Field Sales and Delivery
• Mobile Inventory and Stock Counting
• Mobile Assets Tracking
• Mobile Meter Reading System
• Mobile Field Activity System
• Mobile Work Order Management System
• Mobile Food Inspection and Survey
• Mobile Survey and GIS Information.
• Mobile Warehousing and Inventory

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Capability Matrix
The following capability matrix details DCS’s capability on executing this project on a nutshell

Sl No Criteria Yes / No Remarks

1 Experience in Creating Mobile Yes DCS has more than 15+ years of experience

solution. in providing Mobile solution and services to

various clients in middle east region.

DCS has worked with more than 100 +
organizations in the mobile Solutions
journey.

2 Availability of experienced Yes DCS has more than 15 + consultants who

consultants in the Mobile Solutions. provide consulting in software process

improvement in the mobile solution domain

in UAE itself

3 Practioner’s exposure in Yes DCS itself has implemented many mobile

implementing Mobile Solutions solutions which has helped multiple

organizations achieve the benefits through

the paperless solution and seamless data

integrity.

4 Presence in UAE and Other Middle Yes DCS has been in UAE for more than 15 +

East countries years with two offices in UAE i. e. Abu Dhabi
and Dubai with more than 45 + employee’s

working in the UAE.

DCS also has office in other middle east
countries i.e. Bahrain, Kuwait, Qatar, Oman
and KSA with 60+ resources employed.

5 Plan for Knowledge Transfer & Yes Knowledge Transfer and Training plan are

Training inbuilt in DCS’s methodology which would

help AL to maintain the processes

effectively after the deployment.

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Development Platform Language

Platform MS Visual Studio.Net
VB.NET/C#.NET
1. Mobile Application SQL Mobile 3.5 Compact
a. Platform Edition
b. Language
c. Database MS Visual Studio.Net
VB.NET/C#.NET
2. PC Thin Client /Web Services MS SQL Server
a. Platform
b. Language Windows XP/7
c. Database WM 6.5/ WinCE 6
Web Services
3. Data Synchronization
a. PC OS Server 2003/2008
b. Mobile OS IIS7 and ASP.Net
c. Sync Tool Web Services

4. Server
a. OS
b. Web Server
c. Sync Tool

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Responsibilities and Requirements

The Inventory System hardware and software responsibilities are illustrated as follows

SN Requirement Responsibility

ERP System

1. a. Hardware & OS Client

b. Software WMS and Database Client

PC Server

2. a. Hardware & OS Client

b. Software DB Licensing Client

HAND HELD DEVICES & BARCODE PRINTER

3. a. Hardware & OS DCS

b. Software (Receiving,Shipping,StockTake) DCS

PC CLIENT APPLICATION OR WEB SERVICES

4. a. Hardware & OS Client

b. Software (Receiving,Shipping,StockTake) DCS

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Architecture

There software will be designed using multi tier architecture where all the client requests will
have to go through the business layer in order to access the central database.
The overall architecture of System could be depicted as below.

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The web services will be hosted on the central server which will be accessible to the clients
using WIFI network while working in the site.

All the information and data related to the application will be maintained in the central
ERP(Microsoft Great Plains) database in separate schema. All the database operations will be
managed using procedures and scripts which can be modified by the system administrator.

Application will be integrated to Great Plains with the help of API available which can be
referenced in the .NET application which will expose the tables/objects from ERP.

The client application i.e. mobile and pc interface and the web services will be developed using
MS Visual Studio Platform. The mobile application will be build using .NET compact framework
(thick client) in order support the online and offline operation.

The application will be written to accommodate the business rules which will be parameterized
for business user to enhance and mould for best practices.

The clients operations and activity will be maintained separately in form of log which can be
monitored by the super users and alternatively the super user can override these operations to
as best suited for business operations.

All the needed application and administrator training will be given to the users and application it
custodian along with needed documents for it.

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Automation Requirement & Processes

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START

Approved Items are
moved to storage

Scan
barcode

Inventory updated accordingly in ERP

END

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Materials Receiving Process

Receiving items will be based on Purchase Orders. PO will be created in ERP. Once it is

created, the details of the PO will be downloaded to the WMS system. Accordingly,

the details are made available to the PDA/ HHT application. Accordingly, in the Receiving

Module of the PDA, user will select the PO number and the system will validate the items

against the PO. If a wrong item is scanned, the system will alert the user.

Accordingly, the items are barcoded and scanned and validated. Once the process is over,

the data is immediately transferred real time to the WMS database and ERP interface via

the middle tier web services. Receiving of items can be done without PO as well.

• PO Details downloaded to PDA from ERP
• Item Master updated accordingly
• Materials can be received with or without PO
• When Items are received without PO, user will mandatorily need to select the

document type :

i) Shipment

ii) Shipment Invoice
• Invoice type will need to be maintained like Capital or Non-Capital. This information

will be pulled from ERP Database
• UOM and Price will be maintained and pulled from ERP via web services.

Some of the fields that needs to be updated in ERP are as below :

• Document Type
• PO Number
• Vendor Document No.
• Date
• Vendor ID
• Currency ID

Note : More Information on the fields to be updated needs to be discussed during
Integration with ERP.

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Picklist Generation and Picking

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Picklist Generation and Picking Process

Picking of Items will be based on the Pick list generated/created in the middleware/web
interface.

• Materials required for production will be requested by the Production
• Once order is received, pick list will be generated by the middleware
• Accordingly, the picklist will be downloaded to the PDA
• User will be guided to the location to pick the items. Location Id needs to be scanned
• After scanning the location, application will now prompt to scan the item barcode
• Dispatch quantity will be validated against the picklist quantity
• Picked items will then be transferred back to the ERP.

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Stock Transfer Process

MS GB Microsoft GB Database Req STORE-B Req Material Request
Res Res Material Response
STORE-A
DB DCS Database Req STORE-C
Res

STOCK REQUEST STOCK PLANT-A
RESPONSE & TRANSFER
Centralized
STOCK REQUEST DB
STOCK RESPONSE & TRANSFER
MS GB Microsoft GB Database
Req STORE-B Req STORE-C
STORE-A Res
DB Res

DCS Database

PLANT-B

Stock Transfer works similarly to the pick list module.

• Stock Transfer module is used to transfer stock from one plant/depot to

another

• Stock Requests are created in the middleware by the depot/plant
• Stock Requests are then downloaded to the PDA.
• Based on the stock requests, items are selected based on FIFO, LIFO, LOT wise.

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Some of the fields that needs to be updated in ERP are as below :

• Document Type
• Number
• Date
• Batch ID

Note : More Information on the fields to be updated needs to be discussed during
Integration with ERP.

Latest transaction numbers will be picked from ERP for unique numbers.

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Returns Process

In this module, returns of items from depot/plant/warehouse/production will be captured in the PDA
and accordingly added to stock. Once captured in PDA, the items will be transferred to the ERP database
accordingly via web services.

Some of the fields affected in ERP are as below :
• Return Type
• Return Credit
• Inventory
• Return No.

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Physical Stock Taking process

START

Physical Stock Count Physical Stock count is done
at the warehouse to check the
existing inventory and then
accordingly the data is sent
back to Microsoft GP.

Accordingly, status is Variance Report can
updated to the ERP be generated from
the middleware if

necessary

END

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Stock Take

Stock take or physical count is necessary to get the variance report between the physical
stock and the system stock at any intervals. In order to do a stock count, item master and
item stock master will be downloaded to the PDA from the ERP to perform the physical
stock count. Using a PDA, user will locate the items and scan the items
individually. Once the stock count is over, the transactions will be updated back to the ERP
or Middleware application to generate the variance report.

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Web Services & PC Middleware Application

There will be a web service which will be deployed and running on the PC server which will
directly speak to the ERP system to push and pull information to and from the PDA.
Detailed information on the table details of the information such as PO details, SO details,
master information can be discussed with the IT team in detail once the scope is confirmed
by AL . Data Capture Systems solutions team along with the AL IT team will come out with
a integration process wherein the information can be transferred between the ERP database
and the database which will be maintained by the DCS
Application.

There will also be a middleware WMS application installed which will be used to maintain the
user master, Picklist correction adjustment, Report generation if required, etc.

Some of the scope in the web application would be :

1) Rack Allocation
2) Rack Label Printing
3) Item label printing
4) Printing based on GRN.
5) User management
6) User access rights management
7) Picklist Creation
8) Stock Transfer Request Creation
9) Reports (Various reports can be customized as per requirement)

End of Document

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