Inventory Management

Inventory represents the physical materials your organization manages across various locations. The inventory system provides a comprehensive framework for tracking, transferring, and maintaining accurate records of all materials throughout their lifecycle.

Each inventory record contains essential information about materials stored in your facilities:

• Material - The specific item being tracked
• Location - Where the material is physically stored
• Quantity - How much of the material is present
• Status - The current availability state of the inventory
• Ownership - Which user is responsible for the inventory
• Tracking Identifiers - Batch numbers and serial numbers for detailed tracking

Inventory statuses define the availability of materials for operations:

• Available - Materials that can be used or transferred
• Unavailable - Materials that cannot currently be used (on hold, quality check, etc.)

Custom statuses can be created to match your specific operational needs, all categorized within these two fundamental types.

Locations define where inventory is physically stored:

• Storage Locations - Areas designated for keeping materials (warehouses, shelves, bins)
• Transit Locations - Temporary locations for materials in movement
• Virtual Locations - Special locations for tracking materials outside physical storage

The system supports multiple levels of tracking granularity:

• Batch Tracking - Group materials by production batch
• Serial Tracking - Track individual items with unique serial numbers
• Expiry Date Tracking - Monitor materials with limited shelf life
• Ownership Tracking - Assign responsibility to specific users

All changes to inventory are recorded as transactions, creating a complete audit trail of inventory movements and adjustments.

• Additions - Increasing inventory quantity in a location
• Removals - Decreasing inventory quantity from a location
• Transfers - Moving inventory between locations
• Status Changes - Updating the availability status of inventory
• Adjustments - Correcting discrepancies found during counts or audits

Each transaction captures detailed information:

• Material and Location Details - What material was affected and where
• Quantity Changes - Previous quantity, new quantity, and the difference
• Timestamps - When the transaction started and completed
• User Information - Who initiated and approved the transaction
• Reference Details - Links to related operations (transfer orders, etc.)
• Notes - Additional context about the transaction

The system provides a structured process for moving materials between locations.

1. Creation - Initiating a transfer order with items to be moved
2. Picking - Removing items from source locations
3. Placing - Adding items to destination locations
4. Completion - Finalizing the transfer after all items are moved
5. Cancellation (optional) - Reversing an in-progress transfer if needed

Each transfer order can contain multiple items, and each item tracks:

• Source and Destination Locations - Where the material is moving from and to
• Material Details - The specific material being transferred
• Quantities - Requested amount, picked amount, and placed amount
• Status - Current stage in the transfer process (pending, picking, picked, placing, placed, completed, cancelled)
• Notes - Additional information about the transfer item

The system includes granular permission controls for materials and locations.

Material permissions control what actions users can perform with specific materials:

• View - Can see the material in inventory
• Add - Can add the material to inventory
• Remove - Can remove the material from inventory
• Count - Can perform inventory counts on the material
• Transfer - Can transfer the material between locations

Permissions can be assigned at multiple levels:

• Individual Users - Specific permissions for specific users
• User Groups - Shared permissions for teams or departments
• Material and Location Combinations - Control access to materials in specific locations

The system provides multiple views to analyze inventory data:

• Material-based Summaries - Group inventory by material
• Location-based Summaries - View all inventory in a specific location
• Status-based Summaries - See materials by availability status
• Batch/Serial Summaries - Track specific batches or serialized items
• Historical Reports - Analyze inventory movements over time

1. Select the material to be added
2. Choose the destination location
3. Enter quantity and tracking details (batch/serial if applicable)
4. Select inventory status
5. Assign ownership
6. Add barcodes (optional)
7. Submit to create the inventory record

1. Create a transfer order with source/destination locations
2. Add items to be transferred
3. Perform picking operations (remove from source)
4. Perform placing operations (add to destination)
5. Complete the transfer when all items are moved

1. Select inventory to be counted
2. Enter actual quantity found
3. System calculates discrepancy
4. Enter reason for adjustment
5. Submit to update inventory records and create transaction history

1. Create batch numbers for materials that require batch tracking
2. Assign manufacturing dates and properties to batches
3. Associate inventory with specific batches
4. Filter and search inventory by batch for targeted management

1. Create serial numbers for materials that require individual tracking
2. Record additional properties for serialized items
3. Track movement and status of individual serialized inventory
4. Generate reports showing the complete history of serialized items

• Perform regular inventory counts to ensure accuracy
• Use batch tracking for materials where traceability is important
• Implement serial tracking for high-value items
• Set up appropriate inventory statuses to reflect your operational needs
• Document reasons for all inventory adjustments

• Establish a clear hierarchy of locations
• Use consistent naming conventions
• Design location structure to match physical layout
• Consider material flow when planning locations

• Assign permissions based on job responsibilities
• Regularly review and update permissions as roles change
• Use permission groups to simplify management
• Implement the principle of least privilege

• Verify quantities before initiating transfers
• Use notes to document special handling instructions
• Complete transfers promptly to maintain accurate records
• Verify receipt at destination location

• Issue: Physical count doesn't match system records
• Solution: Create an adjustment transaction with detailed notes explaining the discrepancy
• Prevention: Implement regular cycle counts and clear handling procedures

• Issue: Items picked but not placed correctly
• Solution: Cancel the transfer item and create a new one with correct quantities
• Prevention: Train users on proper transfer procedures and verification steps

• Issue: Users unable to perform necessary inventory actions
• Solution: Check material permissions and adjust as needed
• Prevention: Regularly review permission assignments and test after changes

The inventory system connects with several other components:

• Materials Management - Defines what items can be tracked in inventory
• Location Management - Establishes where inventory can be stored
• User Management - Controls who can access and modify inventory
• Supplier Management - Links inventory to vendor sources
• Barcode System - Enables scanning for efficient inventory operations

By effectively utilizing these inventory management features, your organization can maintain accurate records, streamline operations, and ensure materials are available when and where they're needed.