Table of Contents

Specification Set Module

Overview

The Specification Set Module is a powerful warehouse management feature that allows you to define, track, and validate detailed specifications for items, packages, carriers, and containers throughout your warehouse operations. It provides comprehensive traceability and control over item characteristics, serial numbers, and hierarchical relationships between different warehouse objects.

What is a Specification Set?

A Specification Set is a collection of detailed specifications that describe the characteristics and relationships of items in your warehouse. Think of it as a detailed "recipe" or "blueprint" that defines:

  • What items are included (with serial numbers and customer item references)
  • How items are organized (in containers, packages, or carriers)
  • Hierarchical relationships (which items belong to which containers)
  • Quantities and measurements (weights, units of measure)
  • Customer-specific information (external serial numbers, production dates)

Key Components

1. Specification Methods

Specification Methods define how specifications are validated and enforced during different warehouse operations:

  • Receipt Specification: Controls validation when receiving items
  • Shipment Specification: Controls validation when shipping items
  • Internal Specification: Controls validation for internal movements
  • Inventory Corrections: Controls validation for positive/negative adjustments
  • Physical Inventory: Controls validation during inventory counts

Each method can be set to:

  • Blocked: Specifications cannot be used
  • Optional (Free): Specifications are optional, can be partial
  • Optional (Complete): Specifications are optional but must be complete if used
  • Mandatory (Free): Specifications are required, can be partial
  • Mandatory (Complete): Specifications are required and must be complete

2. Specification Types

Specification Types categorize different kinds of specifications:

  • Container: Large shipping containers or storage units
  • Carrier: Transport carriers (pallets, boxes, crates)
  • Package: Individual packages within carriers
  • Collo: Individual items or pieces

Each type can be configured with:

  • Auto-numbering: Manual, automatic, or number series generation
  • Child relationships: Links to related specification types
  • Sorting order: Display order in lists and selections

3. Serial Number Information

The module maintains detailed information for each serial number:

  • Internal serial numbers: System-generated identifiers
  • External serial numbers: Customer or supplier provided numbers
  • Production dates: Manufacturing or production information
  • Customer item references: Links to customer-specific item numbers
  • Descriptions: Human-readable item descriptions
  • External codes: Additional identification for integrations

4. Serial Number Handling

Defines rules and validations for serial number processing:

  • Regular expressions: Pattern validation for external serial numbers
  • Check algorithms: Validation methods (e.g., Luhn Algorithm)
  • Mandatory fields: Required information during receipt/shipment
  • Fixed lengths: Formatting requirements for serial numbers

How Specification Sets Work

Hierarchical Structure

Specification sets support hierarchical relationships where items can be organized in nested structures:

Container (Specification Set)
├── Carrier 1 (Pallet HU001)
│   ├── Package 1 (Box 001)
│   │   ├── Item A (Serial: 001)
│   │   └── Item B (Serial: 002)
│   └── Package 2 (Box 002)
│       ├── Item C (Serial: 003)
│       └── Item D (Serial: 004)
└── Carrier 2 (Pallet)
    └── Package 3 (Box 003)
        ├── Item E (Serial: 005)
        └── Item F (Serial: 006)

Integration with Warehouse Documents

Specification sets integrate seamlessly with warehouse documents:

  • Receipt Documents: Validate incoming specifications against requirements
  • Shipment Documents: Ensure correct specifications for outgoing items
  • Transfer Documents: Maintain specification integrity during moves
  • Inventory Adjustments: Track specifications during corrections

Validation and Compliance

The system automatically validates specifications based on configured methods:

  • Completeness checks: Ensures all required specifications are present
  • Consistency validation: Verifies specifications match document requirements
  • Customer item matching: Confirms correct customer item associations
  • Serial number uniqueness: Prevents duplicate serial numbers

User Interface and Navigation

Main Pages

1. Specification Set Editor

Page: Edit Specification Set

  • Purpose: Create and modify specification set entries
  • Features:
    • Hierarchical tree view with indentation
    • Drag-and-drop reordering (Move Up/Down)
    • Indent/Unindent for hierarchy management
    • Real-time validation and error checking

2. Specification Set Information

Page: Specification Set Info

  • Purpose: View summary information about a specification set
  • Features:
    • Total specified quantities
    • Package counts by specification type
    • Method code information
    • Quick drill-down to details

3. Specification Set Entries

Page: Specification Set Entries

  • Purpose: List view of all entries in a specification set
  • Features:
    • Sortable columns
    • Filter capabilities
    • Batch editing operations
    • Export to CSV functionality

4. Serial Number Management

Pages: Serial No. Information List/Card

  • Purpose: Manage individual serial number records
  • Features:
    • Detailed serial number information
    • Customer item associations
    • Production date tracking
    • External reference management

Setup Pages

1. Specification Methods

Page: Specification Method List

  • Purpose: Configure validation rules for different operation types
  • Setup: Define requirement levels for each warehouse operation

2. Specification Types

Page: Specification Type List

  • Purpose: Define categories and numbering rules for specifications
  • Setup: Configure auto-numbering, child relationships, and sorting

3. Serial Number Handling

Page: Serial No. Handling List

  • Purpose: Define validation rules and requirements for serial numbers
  • Setup: Configure mandatory fields, validation patterns, and algorithms

Common Use Cases

1. Receiving Goods with Specifications

When receiving items that require specification tracking:

  1. Create or select specification method for receipts
  2. Define specification types for your item categories
  3. During receipt, system validates specifications against requirements
  4. Serial numbers are automatically created/validated
  5. Hierarchical relationships are established

2. Shipping with Customer Requirements

When shipping items with specific customer requirements:

  1. Specification sets ensure correct items are selected
  2. Customer item numbers are validated
  3. External serial numbers are verified
  4. Complete shipment specifications are confirmed

3. Internal Warehouse Movements

For transfers and internal operations:

  1. Specification integrity is maintained across moves
  2. Hierarchical relationships are preserved
  3. Customer item associations remain intact
  4. Serial number tracking continues seamlessly

4. Inventory Management

During inventory counts and adjustments:

  1. Specifications help identify exact items
  2. Serial numbers provide precise tracking
  3. Customer item references ensure accuracy
  4. Hierarchical structure aids in organization

Best Practices

Setup Recommendations

  1. Start Simple: Begin with basic specification types before adding complexity
  2. Consistent Naming: Use clear, consistent codes and descriptions
  3. Hierarchical Planning: Design your container/carrier/package structure before setup
  4. Validation Rules: Configure appropriate requirement levels for your operations

Operational Guidelines

  1. Data Accuracy: Ensure serial numbers and customer item references are accurate
  2. Hierarchical Integrity: Maintain proper parent-child relationships
  3. Regular Validation: Use validation functions to check specification completeness
  4. Documentation: Keep clear records of specification method purposes

Performance Optimization

  1. Batch Operations: Use batch processing for large specification sets
  2. Efficient Filtering: Apply appropriate filters when viewing large sets
  3. Archive Old Data: Regularly archive completed specification sets
  4. Index Maintenance: Ensure proper indexing for performance

Troubleshooting

Common Issues

Issue: "Specification is mandatory" error

  • Solution: Ensure all required specifications are complete before processing

Issue: "Conflicting customer item numbers" error

  • Solution: Verify customer item associations are consistent within specification set

Issue: "Specification already exists" error

  • Solution: Check for duplicate specifications within the same set

Issue: Cannot delete specification set

  • Solution: Ensure set is not in use on active documents before deletion

Validation Errors

The system provides detailed error messages to help identify and resolve issues:

  • Incomplete specifications
  • Missing customer item references
  • Duplicate serial numbers
  • Invalid hierarchical relationships

Integration Points

External Systems

  • EDI Integration: Specifications can be imported/exported via EDI
  • Customer Portals: Specification information available in web portals
  • Label Printing: Specifications used for automatic label generation
  • Reporting: Comprehensive reporting on specification compliance

Internal Modules

  • Document Management: Full integration with all warehouse documents
  • Item Tracking: Seamless integration with item tracking features
  • Carrier Management: Direct connection to carrier and package systems
  • Inventory Management: Real-time inventory updates with specifications

Summary

The Specification Set Module provides a comprehensive framework for managing detailed item specifications throughout your warehouse operations. By properly configuring specification methods, types, and handling rules, you can ensure accurate tracking, validation, and compliance for all warehouse activities. The hierarchical structure and flexible validation options make it suitable for complex warehouse environments while remaining easy to use for everyday operations.

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