Service Van Replenishment Setup and Process Flow

Modified on Thu, 16 Jul at 2:35 PM

Overview

In Evolution, each service van is configured as its own parts warehouse. Replenishment transfers inventory from one or more supplying warehouses into the van warehouse according to its minimum and maximum stocking rules.

Use this guide to:

Configure each service van as a warehouse.
Set van-specific part stocking values.
Preview and process replenishment safely.

Prerequisites

You can access General > Parts > Setup > Warehouses.
You know the warehouse-code naming convention for service vans, such as the van number.
You know which warehouse should supply each van.
The parts carried on the van have been created or replicated into the van warehouse.

STEP 1 - Create Each Van as a Warehouse

Navigation General > Parts > Setup > Warehouses

For each service van:

Enter the van number or name as the warehouse code.
Enter a clear description, such as Van 205 - Bob.
Select the branch to which the van belongs.
Set the appropriate parts inventory GL account.
In Supply 1, select the main warehouse that replenishes the van.
When needed, set Supply 2 through Supply 4 as fallback suppliers in priority order.
Save the warehouse.

STEP 2 - Add Parts to the Van Warehouse

Each part carried on the van must exist within that van's warehouse. You can add existing parts directly or replicate them from the main warehouse, and then maintain van-specific stocking values.

Field	Purpose
`On Hand`	The current quantity physically available in the van.
`Bin`	The part's van-specific storage location.
`Min Stock`	The quantity that triggers replenishment.
`Max Stock`	The target quantity after replenishment.

Example

Min Stock = 2
Max Stock = 6
On Hand = 1

Because the on-hand quantity is below the minimum, the part qualifies for replenishment. The system attempts to refill the van toward a quantity of 6, subject to source availability.

STEP 3 - Understand Selection and Fill Logic

Eligibility rules

A part is considered for replenishment when:

The destination is one of the selected van warehouses.
On Hand is below Min Stock.
The part is not a core part.
A supplying warehouse is configured in Supply 1 through Supply 4.

Quantity calculation

The needed quantity is calculated using the destination's current quantity and Max Stock.
The fill quantity cannot exceed the quantity available in the supplying warehouse.
Supplying warehouses are evaluated in priority order, beginning with Supply 1.

Expected Result Vans are replenished toward their configured Max Stock values. When the supplying warehouse does not have enough inventory, the van receives a partial fill.

STEP 4 - Run Replenishment

Navigation General > Parts > Replenishment

Select one or more van warehouses.
Generate a preview before processing.
Review each preview line for:
- Source warehouse
- Destination van warehouse
- Needed quantity
- Fill quantity
Process replenishment after validating the preview.

Preview First Preview does not change inventory quantities and does not create GL postings. Use it to verify the proposed transfers before processing.

What happens when replenishment is processed?

Inventory decreases in the source warehouse.
Inventory increases in the destination van warehouse.
The replenishment transaction is recorded in history.

Recommended First Test

Controlled Rollout Begin with one van and a small group of non-core parts so the setup and transfer quantities can be reviewed easily.

Select one service van.
Choose a small set of non-core parts.
Set clear Min Stock and Max Stock values.
Run preview and verify the expected source, destination, needed, and fill quantities.
Process replenishment.
Confirm the updated inventory balances in both warehouses.

Validation Checklist

Every service van exists as a warehouse.
Each van has the correct Supply 1 warehouse and any required fallback suppliers.
Each van part has appropriate Min Stock and Max Stock values.
The preview shows the expected source, destination, needed quantity, and fill quantity.
The processed transfer updates the source and van inventory quantities as expected.