Inventory Module Configuration
This article is for those organizations who are licensed to our Inventory Module. If you would like more information or pricing for this module please reach out to our support team.
The term stock or inventory refers to parts or materials that are physically stocked in a store room. The inventory module allows you to track the total quantity of each inventory item you have on hand, location of stock and view transactions.
Before you start entering your stock we recommend you set up your store locations, groups and categories. These can be set up under Stock > Set Up
Your application will come with one Store Location already defined called "Main Store". You can add more store locations under Stock >Setup>Store. It is important to add all locations where your stock is stored so you can keep track of your items and perform stock takes.
On the Store screen, click the Add Store button at the right corner.
In the Add Store section, key-in the Description and select In Use = Yes.
Click Save
To edit a store;
Click the Edit icon against the store name.
In the Edit Store section, change the Description and In Use status as required.
Click Save .
Note: The description of the "Main Store" is editable.
You can only delete a store room if there are no items attached to the store room. "Main Store" is cannot be deleted as this is system defined.
The next configuration to be made is Groups and Categories. These are used to categorize your stock items, your application comes with a set of predefined groups and categories however you can also add more to suit your business needs.
Once your set up is complete you can begin adding your stock to your inventory list.
From Stock >Inventory List
Add Stock
From the Add Stock Window you will need to complete all fields that have a red underline as these are required fields.
Issues Type - This will need to reflect what method your organization uses to manage stock. Based on the method you select here will determine the unit price of the item. There are 4 different methods;
1. First in First Out (The system will use the most recent purchase price first)
2 Last in First Out (The system will use the most oldest purchase price first)
3. Average (The system will average out the cost of all items purchased)
4. Fixed Price (You set a fixed price which will always be used regardless of the purchase price)
Group, Subgroup and Category - The options available here will be based on what you have configured in the previous section
Image - Adding an image can be a great way to provide clarification on what the items is
Status - Is the item in use
Store - Where is the item stored
Cost Code - If you are using Cost Codes you can add your code directly to the item so that each time it is used the cost if directly coded
Bin Location - Further description on where in the store room this item is located
Quantity - Define the minimum or maximum quantity on hand
Supplier Tab
Add in details of who supplies this item to you. Can you have multiple suppliers and define a preferred supplier.
Select your Supplier from the drop down list - if they are not present in this list you will need to add them as a supplier from Admin >Configuration >Contractors and Suppliers
Enter the Lead Times in Day - How many days does it take this supplier to supply the item
Unit Cost - The cost for you to purchase this item from this supplier
Reorder quantity - How many items would you like to have on-hand before you need to reorder more.
Once your stock item has been added the next step is to add your current quantity. This step will also be used when you purchase more stock, need to make an adjustment to stock levels, enter an manual issue of stock or return an item.
Navigate to Stock > Transaction List
Click Add
From the Add Transaction Window - Search for the stock item you entered in previous step
This will then show you how many items you have on-hand, the minimum and maximum quantities you defined in the previous step.
Select your transaction type
Plus Adjustment - To be used when needing to make an adjustment to the quantity you have on hand. For example during a stock take you have realised you have more items in the store room than the system says you have on hand.
Minus Adjustment - The same as above but when you need to decrease the quantity
Receive - When you have received (purchased) items and you want to update your total stock on hand to reflect the new quantity
Issue - When you need to issue (use) stock - when you add items to a job an issue transaction will be automatically created, you would only need to manually track an issue,
Return - If you have returned an item - for example the item was faulty but you have already marked the item as received you would then create a return to track this item no longer being on hand.
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