Warehouse access management in IFS cloud

Hi @XitLokesY, It is a pretty straight forward solution implemented newly in Cloud which has its origin to the global extension as per my knowledge - 

Window with the folder path, 

Field descriptions simply explain the system behaviour. 

For example - if a defined user-site-warehouse combination has value NO set for ‘Performing Inventory Transaction Allowed’, then the user is not allowed to perform inventory transactions in the specified combination.

Hi @XitLokesY 

Searched for documentation, but could not get the same from help files. There is no direct help to this

Here is slightly more info, from what is already explained above. 

Imagine two warehouse users - one with a need to only perform reservations, and another with need to perform the transactions, but not reservation.

They can be defined within the warehouse access, as shown below

Note: Once we use this function, for a particular warehouse/site, the Third set of users , who can perform both reservation / transactions on this warehouse, should also be defined, if they exist. 

More in person, if need more info. Please connect :-) 

Regards

Vivek

VivekBhandiwad wrote:

Hi @XitLokesY 

Searched for documentation, but could not get the same from help files. There is no direct help to this

Here is slightly more info, from what is already explained above. 

Imagine two warehouse users - one with a need to only perform reservations, and another with need to perform the transactions, but not reservation.

They can be defined within the warehouse access, as shown below

 

Note: Once we use this function, for a particular warehouse/site, the Third set of users , who can perform both reservation / transactions on this warehouse, should also be defined, if they exist. 

 

More in person, if need more info. Please connect :-) 

Regards

Vivek

Hey @VivekBhandiwad / @Vimukthi Mahakumbura 

Any more information on this ? Is this available Out of the box in Cloud, without requiring the global extension/localization at company level ?

I’ve set a user in this screen as a test, that is supposed to only be able to reserve from a Warehouse, but no issue (so no transactions, only reservations).

It doesn’t actually seem to be doing anything ? The user can still issue parts from the Warehouse I’ve recorded as “reservations only” without any issue, for example from the “Issue Inventory Part” screen.

I’ve tried connecting the user to the warehouse (in Users Connected to Warehouses), or not connecting it, but this had no impact.

I’ve also tried setting the user as “No Reservations, only Issue”, but they also can still reserve to their hearts’ content, for example on a material requisition, so not sure what’s going on ?

Is there any particular setup that is required for getting this functionality to work, or is that screen effectively useless without the global extension/localization for the Czech, Poland, Hungary etc?

​@SimonTestard  @VivekBhandiwad @Vimukthi Mahakumbura  ​@XitLokesY setups in Warehouse Access page are considered only if the site is part of a company that has the Polish/Czech localization enabled 😓.

I’ve submitted an idea to make this standard functionality that could be activated at Company level. Hit the upvote button pls.

​@SimonTestard Apologies for the belated reply and not following up on this.  The page is useless without the Polish Localization, and ​@Marcel.Ausan  has submitted an idea to make this a product feature.  Please upvote 

​Hi @VivekBhandiwad, on the Idea post you mentioned you customized this for a customer.  If you are able to share, did you do this through a new page and a custom event or some other method? 

I have not reviewed if it’s possible to circumvent the localization requirement.  

Hi ​@astfarazt   - The principal solution proposed is a custom event based on location type and user groups.  Hope you understand I cannot share the absolute details. As indicated, this query does come out frequently and we utilize all available options such as SITE BASED, PROJECT BASED options, however they may become an overkill to use sites or to implement projects, just to control a set of parts from being issued or being reserved.

Completely understand ​@VivekBhandiwad.  I suspected what you laid out was the most adequate solution but was curious what others were thinking when it came to warehouse access.  

Thanks for the additional information.  

Hi,

Warehouse Access is a functionality provided for countries/localizations with legal requirements for warehouse access control, such as Poland, Slovakia and Czech Republic and not supported for other localizations.  

As per Poland Country Solution document for IFS Cloud;

In Poland, warehouse manager or other personnel must be appointed by management as acting authority for material located in warehouses. This is a legal requirement. Due to this requirement only, authorized personnel may change quantity and/or value of material in warehouses. Warehouse access authorization is required to prevent any inventory transactions or reservations to be executed by unauthorized personnel. 

This functionality is enabled only for the said localizations selected upon company setup. Check this by navigating to Company > Localization Control Center. 'Access Control for Inventory Transaction' should be listed under functionalities for companies with local legal requirements mentioned above.

So, If we decide to implement this functionality as a core solution (not as a localization), we must carefully design it to ensure minimal interference with the core functionality.

regards,

Piyal

​@astfarazt ​@Piyal Perera  ​@SimonTestard ​@VivekBhandiwad agree that this must be carefully considered before being implemented in Core, but I do believe this is worth to be part of Core.

In the meantime, since my customer was asking for this functionality, I built a workflow for this that works in conjunction with a custom event. My customer only wanted to block (some) users from doing Inventory Transactions in certain Warehouses. So in the solution I only used the Inventory Transactions Allowed flag

So, basically the solution is as follows:

→ user/site/warehouse combination is entered in Warehouse Access

→ workflow triggered when new records are inserted in Inventory_Transactions_Hist_Tab

→ WF logic:

     - based on CONTRACT / USERID / WAREHOUSE - check if there’s a record in Warehouse Access screen

    - get the value of InventTransactionsAllowed flag

          - if there’s no record in Warehouse Access for this user/wh/contract - then set InventTransactionsAllowed = true

         - if InventTransactionsAllowed = false → show an error message to the user

I made sure to exclude the Polish site from this event so that Polish site will use Localization feature.

Then Whenever I try to do an inv transaction in a site/warehouse where I don’t have access, I get an error message:

Maybe it helps in someone wants to implement this.