Inventory App Basics
App Procedures
Inventory Log Entry
Inventory Log entries are used to track inventory added or removed from inventory. They can also represent an audit where the balance of inventory must be modified.
Option A.
Navigate to the Inventory Log.
Select
+ Add.
Option B.
Navigate to a specific item record.
Find the correct Item Storage Location.
Select
Update Quantity.
Performing an Audit
Audits should be handled by the Warehouse Specialist and should be performed on a monthly schedule.
To assist in knowing when to audit, the 🔍 Needs Audit page under Items has been filtered to only show items whose last audit was more than 30 days ago.
Navigate to the 🔍 Needs Audit page under Items.
Select an item you wish to audit.
Find the Item Storage Location you wish to audit.
Select
Update Quantityfor that specific location.Select
Auditas the action.Input the current quantity of items in that location.
Select
Save.
Create an Order or Allocation
Orders and Allocations track planned inventory movements, with the actual change taking place on an assigned future date.
Option A
Navigate to the Stock Orders/Allocations page and select
+ Add.
Option B
Navigate to a specific item record.
Find the corresponding list (i.e., find the list labeled Open Allocations or Open Orders).
Select
+ Add.
Record Inventory Received
When new stock arrives, record the quantity received in the Order. Continue updating until the total quantity received matches the order quantity, at which point the order is marked complete.
Locate an open stock order and select it.
Above the list labeled Received, select the
Receivebutton. This form will already be prefilled with most of the information for an inventory log record.Input the location that the received quantity will be stored.
Input the quantity for this location and then select
Save.
Record Inventory Removed
When items are needed for a project allocation, a Pull Request record is created. This record serves as a reference when recording the quantity removed in the Allocation.
Locate the open Pull Request.
Locate an open project allocation that matches the project and item, and select it.
Above the list labeled Allocated, select
Allocate. This form will already be prefilled with most of the information for an inventory log record.Input the location that the item(s) will be pulled from.
Input the quantity for this location and then select
Save.
App Details
Items
The Items page is where all items are stored. This list is pulled from the Product Database app on the portal, filtering out any items that are specifically not stocked as inventory. At the moment, these two databases are separate (e.g., you can’t go to see what we have in stock for an item in the Product Database and you cannot edit item specifications in the Inventory app).
Creating New Items
If you need to create more items in the Inventory app, they will first need to be created in the Product Database. You should see the item appear in the Inventory app within a few minutes.
Inventory Log
The inventory log is used for tracking every item that comes in and out of our inventory. Each log is recorded and applied to a specific item at a specific location. From this we can compile those quantities into a total quantity for each item. From the total quantity we can then apply all outstanding stock orders and active project allocations for that item to determine how much quantity we can expect to have in the coming months. Inventory Log entries are the backbone of this application. Therefore, it is critical that all data is properly recorded.
Inventory Log Entry Actions
Each inventory log entry must have an associated action.
- In
New inventory often comes from an existing new stock order. An additional field will appear in the form where you can select an open stock order to apply this inventory log record.
- Out
Removing inventory is necessary when pulling inventory for active projects. An additional field will appear in the form where you can select an open allocation to apply this inventory log record.
- Audit
In the case that numbers become inaccurate, the audit action can be used to reset the quantity for a specific item at a specific location. ‘In Stock’ and ‘Available’ quantities will then be calculated from this new starting point. This does NOT affect Stock orders and Project Allocations created prior to an audit.
Pull Requests
Pull Requests are used when a product is needed to be removed from inventory in preparation for an allocation. A common use case would be when the Assembly team needs to perform various modifications and inspections to items before they can be shipped.