Functional Specifications

Implementation of James Donald Armstrong– Warehouse

Management System for South Star Drug
September 20, 2018
Version no: v0.1

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Prepared by:
Name: Position: Signature: Date:
Maria Faustina J. Linas Business Analyst 09-20-2018
Reviewed by:

Revision:
Version No: Author: Description of changes: Revision Date:
1.0 Maria Faustina J. Linas Initial Document

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Table of Contents

I. Project/Process Description .......................................................................................................................................................................... 4

II. Objective.............................................................................................................................................................................................................. 4
III. Scope................................................................................................................................................................................................................ 4
IV. Terminology or Definition ........................................................................................................................................................................... 5
V. Current Process Flow ........................................................................................................................................Error! Bookmark not defined.
VI. To Be Process Flow........................................................................................................................................Error! Bookmark not defined.
VII. System Data Flow ......................................................................................................................................................................................... 7
VIII. Functional Requirements............................................................................................................................................................................ 7

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 I. Project/Process Description

In today’s supply chain industry, it is vital for companies to ensure the smooth running of their warehouses. Efficiency,
productivity and systematic approach within every aspect of the business is essential in order to gain a competitive advantage.
Common issues that most organization faces on are: managing their warehouses, storage capacity and tactical location.
Providing an adequate amount of storage space and the correct planning of a warehouse is important for the smooth running
of a business. Disorganized warehouse spaces can cause unnecessary labor costs and the incorrect use of storage systems
and racking arrangements result in many companies finding their warehouse shelves full, with no space to receive new
inventory.
Currently, South Star Drug is facing a challenge in terms of storage space of their warehouse, only with 1,703 SQM with
8,227,754 number of inventory pieces. Their current storage capacity is only good for 1000 sqm of goods. South Star Drug
plans to migrate to a bigger warehouse with 5000 sqm. With bigger storage capacity, South Star Drug shall be needing a
Warehouse Management System that can aid them to automate their current process such as: Assigning location for specific
SKUs, looking for available slots for new inventory, finding SKUs’ location on the warehouse, etc.

II. Objective
• To document the to be process of South Star Drug on Inbound, Outbound and Dispatch once Warehouse Management
System shall be implemented
• To identify the business requirements and detailed functionalities to be developed
• To serve as a reference document for South Star Drug’s Warehouse Management System moving forward

III. Scope
• Scope of this document shall include only include Business Requirements implementation of JDA Warehouse
Management System in DC2 (Pasig) of South Start Drug

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IV. Assumptions
• New warehouse layout shall be considered in the implementation
• Correct and final zoning shall be provided by DC

V. Terminology or Definition

1. James Donald Armstrong (JDA) System

It is recognized as one of the most predominant retail systems addressing purchasing, basic allocations, receiving, transfers,
physical inventory, price and cost management, replenishment and sales processing that use on most of Robinson’s
Business Units

2. South Star Drug (SSD)

One of Robinson’s Retail Holdings, Inc’s Retail formats. It has carried a wide range of prescription and over-the-counter
pharmaceutical products, and a variety of food, personal care and health and wellness items. South Star Drug operates
several store concepts from stand-alone dedicated pharmacies to stores inside supermarkets and pharmacies with self-
service convenience sections.

3. Warehouse Management System (WMS)

A warehouse management system (WMS) is software that allows organizations to control and administer warehouse
operations from the time goods or materials enter a warehouse until they move out. For this document and implementation,
SSD shall use JDA WMS.

4. Stock Keeping Unit (SKU)

Is a distinct type of item for sale, such as a product or service, and all attributes associated with the item type that distinguish
it from other item types. For a product, these attributes could include manufacturer, description, material, size, color,
packaging, and warranty terms. When a business takes inventory of its stock, it counts the quantity it has of each SKU.

5. Universal Product Code (UPC)

A unique 12-digit number assigned to retail merchandise that identifies both the product and the vendor that sells the
product. The UPC on a product typically appears adjacent to its bar code, the machine-readable representation of the UPC.

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 6. LPN (License Plate Number)
A license plate number (LPN) is any object that holds items. Although LPNs are associated with containers, they do not
need to represent a physical entity, such as a box. Thus, you can define an LPN as a collection of items. LPNS are used in
a warehouse with most Warehouse Management Systems to track product from the time they enter the warehouse. Each
handling unit (pallet, bin or case) is labeled with a LPN Label (reference number) as it gets entered into the system so that
the details of the pallet, bin or case can be accessed by scanning the barcode. Many times, the information associated with
the LPN number includes the quantity, pertinent dates and lot numbers. A LPN label is a preprinted label with a number that
is unique to that pallet, bin or case.

7. Handling Unit (HU)

8. Unit of Measurement (UOM)

9. Distribution Center (DC)

A distribution center is a warehouse or other specialized building, often with refrigeration or air conditioning, which is
stocked with products (goods) to be redistributed to retailers, to wholesalers, or directly to consumers.

10. Purchase Order (PO)

An official document issued by a buyer committing to pay the seller for the sale of specific products or services to be
delivered in the future.

11. Sales Order (SO)

Sales Order is an order that is placed by a Customer that has agreed to pay for the goods that are shipped against that
order, so when the order ships the seller is able to invoice the customer

12. Return to Vendor (RTV)

It refers to the process of return of goods that takes place between a user or retailer and a vendor. It may consist of return
between user and retailer that sends it back to vendor. In some cases, user may directly send the goods to the vendors.
Some of the reasons for RTVs are: Receipt of a defective product, Wrong specifications of the product given by the buyer,
etc. expired product, etc.

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VI. System Data and Process Flow
VII. Functional Requirements

The ff modules shall be considered in JDA –WMS depends on type of PO to be processed:

I. Dock Receipt and Check In

The process used to acknowledge that a shipment of merchandise has arrived at the warehouse

a. System shall allow either Receiver Number or Purchase Order Number

b. Receiver Number should be in______ status
c. PO Number should be in __________ status
d. Upon pressing ‘enter’ system shall validate if entered PO Num or RA Num is valid. If valid, it shall redirect to next page
otherwise, error message shall appear
e. Next screen shall display necessary details: Pls indicate
f. Pressing enter, system shall validate the page. If successful, message shall appear for successful update

II. RF Receiving
a. Provide Path for RF Receiving
b. PO should be in ‘Dock check In’ status, otherwise error message shall appear
c. System shall be able to input either manually or using a device
d. When using device, upon gunning it, fields should automatically fill up
e. The ff fields shall be present on RF receiving screen:
i. RA# (user input)
ii. UPC (user input)
iii. SKU (auto fill up based on UPC)
iv. Description (auto fill up based on UPC)
v. Qty (user input)
vi. UOM (auto fill up based on UPC)
vii. LPN (user input)
viii. Exp Date (auto fill up based on UPC but editable) Format: MM/DD/YYYY

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 ix. F1 = Return
x. F7 = Accept
f. Upon pressing ‘enter’ on each field, system shall validate the input if valid
i. RA# = If PO is existing and in Dock Check In status
ii. Qty = Input quantity should be equal to less than the QTY on the PO
iii. LPN = Should be unique
iv. Exp Date = Exp date should be within the threshold upon receiving
g. Upon pressing F7, system shall validate if you want to proceed. Pop up message appear with message and options:
F1=Return F7=Proceed)

III. Piece Count Receipt

VIII. Reports

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