ERPInventoryManagement

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Management of Inventory Master Data

Storages management

Location is a central entity in Inventory Management and represents Storages; it is a place where goods and materials are stored (kept). A location can be either a physical or imaginary object. The location as a physical object is a building or a room inside some building. An imaginary location can be a place that we just call ‘input into storage’ or can be a project which has temporary taken some goods and will return them after the project completion.

As illustrated in Figure 1, a main menu (left side-bar) offers “New Location” and “Search Location” actions. As said, the “Location” is a general concept for storages. (Storage is a location.)

By executing the “New Location”, the system shows a graphical UI form for entering a new storage/location. For each storage/location a user can configure and specify items that can be kept in a storage/location, minimal and maximal item stock quantities. For each item inside a storage/location user can define a measurement unit for stock level management and reporting.

By executing the “Search Location” the system will open a graphical UI form for searching for and filtering the existing storages by different criteria e.g. by storage name, by storage description, by address, etc.

Storage UI - entering new, editing, deleting and viewing the storages, defining the sublocation inside the storages

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Figure 1 Storage UI - entering new, editing, deleting and viewing the storages, defining the sub-location inside the storages

Description of user form fields

Field Description Editable by user
ID Unique identifier. Assigned by the system No
Status Status of a location/storage can be Active or Inactive. When Inactive, a location/storage is deactivated and no inventory transactions are allowed in it. Only by actions Active/Deactivate
Name A unique name of a location/storage Yes
Building A physical location/storage can be located in a building, and if relevant that can recorded by populating this field. Yes, by autocomplete and list of values.
Parent location A location/storage can have its sub-location. E.g. a location/storage can have some shelves or other kind of positions inside it. User defines the shelves as locations on its own, and links them to a location/storage, by populating this field. Yes, by autocomplete and list of values.
Description Free-form text to put additional descriptions/notes. Yes
Sublocations.Name A name of sublocation. Example
Sublocations.Notes Free-form text note of sublocation. No
Sublocations.Description Free-form text description of sublocation. No
Sublocations.Status Status of a sublocation. No

Storage configuration (min/max quantities of products, positions inside storages)

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Figure 2 Storage UI – Tab product configuration

By using Storage “Product configuration”, a user can define what products/items can be located in a storage, their min and max quantities thresholds, a measurement unit in which the items are tracked inside the storage, a position (i.e. sublocation) of items. To assign items to a storage, there is an “Add items” action. There is also an action to delete the configuration.

Description of user form fields

Field Description Editable by user
ID Unique identifier - Populated by the system after “Add items” is executed. No
Item Name A name of item. Populated by the system after “Add items” is executed. No
Item Code Name A code of item. Populated by the system after “Add items” is executed. No
Minimum quantity A min item quantity threshold. When the min quantity is reached, system will alert the users. Yes
Maximum quantity A max item quantity that is allowed to be in the storage. When the max quantity is reached, system will alert the users in order to prevent additional purchases. Yes
Position A position of an item inside the storage. E.g. a shelf or some bin, or some other kind of position as defined by users. Yes, by autocomplete and list of values

Storages- Item Movements and Stock Levels view

This tab shows a log of items quantity changes for the storage; all movements such as receipts, deliveries, and internal transfers cause inventory status change (changes of stock levels). User cannot edit the data shown in this data table, only to review them, print out.

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Figure 3 Storage UI – Tab Item Movements / Stock Levels overview

Description of user form fields

Field Description Editable by user
Latest Indicates if the stock level is the latest (i.e., is it the current stock level) or a historical one. No
ID Unique identifier of inventory status change. No
Item Name and Item Code Name and code of item inside the storage. No
Quantity Number (quantity) of items inside the storage. No
Total received Total quantity received into a storage since ever up to the date of a transaction that caused the inventory status change. No
Total delivered Total quantity delivered from storage since ever up to the date of a transaction that caused the inventory status change No
Transaction date Date of transaction that caused the inventory status change. No
Date executed Date when transaction caused the inventory status change was executed. No
Actions A link to the item codebook for more details. No

Storage – Tab Status

Status Tab purpose is to show changes of statuses of the selected entity (workflow execution history and pending actions in a workflow).

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Figure 4 Storage UI – Tab Status

Description of user form fields

Field Description Editable by user
Status Status short name. No
Date/Time Date and time of status changed. No
User User who triggered status change. No
Description Description of status change. No

Storage UI - Actions

Action Name Description
New To add new storage/location
Edit To edit existing storage/location
Delete To delete the storage/location
View To search and view storages/locations
Save To save changes
Cancel To cancel the edits
Printing Print out and export to Excel, PDF stock level and item movements.
Activate/Deactivate To change a storage/location status form Active to Inactive and vice-versa.

Buildings Management

Building is an entity closely related to the concept of locations/storages in the Inventory Management; it is a physical object (building) where goods are kept.

As illustrated in Figure below, a main menu (left side-bar) offers “New Building” and “Search Building” actions. By executing the “New Building”, the system shows a graphical UI form for entering a new building. By executing the “Search building” the system will open a graphical UI form for searching for and filtering the existing buildings by building properties e.g. by building name, by building description, or by an address.

Figure below illustrates a graphical UI for entering new, editing, deleting and viewing the buildings. The Tab “Location” show all the storages/locations inside the building.

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Figure 5 Building UI – entering new, editing, deleting and viewing the buildings

Description of user form fields

Field Description Editable by user
ID Unique identifier. Assigned by the system No
Status Status of a building can be Active or Inactive. When Inactive, a building is deactivated and no longer can be user to define storage inside it Only by actions Active/Deactivate
Name A unique name of a building. Yes
Address Address where building is. Yes
Description Free-form text to put additional descriptions/notes. Yes
Locations.Name A name of location inside the building. No
Locations.Notes Free-form text note of a location inside the building. No
Locations.Description Free-form text description of a location inside the building. No
Locations.Status Status of a location inside the building.(To indicate whether a storage is still active or is it deactivated.) No

Tab “Status log” has the same purpose and look as described before for “Status log” of the Location application. Actions:

Action Name Description
New To add new building.
Edit To edit existing building.
Delete To delete the building.
View To search and view building.
Save To save changes
Cancel To cancel the edits
Documents To attach documents e.g. some PDF/Word/Jpeg files
Printing Print out and export to Excel, PDF storages inside building.
Activate/Deactivate To change the status form Active to Inactive and vice-versa.

Items Management

Item (product/good/material) is an another central entity in the Inventory Management module. By using an application shown in Figure 6 Item UI – entering new, editing, deleting and viewing the items, a user can enter new items into database, edit existing items, and view inventory status for items including the complete history of inventory transactions for all items.

Figure below illustrates an UI for recording and managing the basic properties of items. Besides the fields for capturing the basic properties of items, the UI has data tables “Inventory Status“ and “Movement History“ for viewing related inventory management information.

Item Inventory Status

Shows the available quantities and locations of a selected item.

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Figure 6 Item Inventory Status

Description of user form fields

Field Description Editable by user
Latest Indicates if inventory status for the selected item is a latest (current stock level) or historical one. No
ID Unique identifier of inventory status change for the selected item. No
Item Name and Item Code Name and code of item. No
Quantity Number of items available, for the selected item No
Total received Total quantity of the selected items received into a storage indicated in the ‘location’ field, since ever up to the date of a transaction indicated in “transaction date”. No
Total delivered Total quantity of the selected items delivered from a storage indicated in the ‘location’ field, since ever up to the date of a transaction indicated in “transaction date”. No
Location Storage where the item is placed (kept). No
Transaction date Date of transaction. No
Date executed Date when transactionwas executed. No

Item Movements History

This tab shows movements (transactions) for a selected item. User can search/filter the data table by the all the fields shown. User can export the data table into Excel or PDF.

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Figure 7 Item - Tab Movements History

Description of user form fields

Field Description Editable by user
Transaction type A type of the transaction (Receipt, Delivery To Project Note, etc.). No
ID Transaction identifier. No
From location Storage from where the item is moved. No
To Location Storage to where the item is moved. No
Quantity Quantity moved. No
Employee received / from emp. Person who received items, in a case of incoming quantities. For example, in a case of receipts of ordered goods here will be a name of person who received the goods into a storage. No
Employee taken / to emp. Person who has taken the item, in a case of releasing/delivering the items from a storage. For example, the goods or materials can be issued to the projects. A person that takes the materials on behalf of project will sign the transaction and this person name will show up in. No
Date Date/time of the transaction. No

Units of Measurement (UOM) Management

Unit of Measurement is an application for defining the measurement units such as kilograms, pieces or packages.

As illustrated in Figures below, a main menu (left side-bar) offers “New unit of measure” and “Search unit of measure” actions.

By executing “New unit of measure”, the system shows a graphical UI form for entering a new unit of measurement. By executing “Search unit of measure” the system will open a graphical UI form for searching for and filtering the existing unit of measurements by their properties such as name, status, etc.

Figure below shows the Unit of Measurement UI – adding new, editing, deleting, and reviewing UOM.

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Figure 8 Unit of Measurement UI – adding new, editing, deleting, and reviewing UOM

Description of user form fields

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Tab “Status log” is shown below; it shows the UOM status changes, historically.

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Actions:

Action Name Description
New To add new UOM.
Edit To edit existing UOM.
Delete To delete the UOM.
View To search and view UOMs.
Save To save changes.
Cancel To cancel the edits
Activate/Deactivate To change the status form Active to Inactive and vice-versa.

Inventory Transaction Types Management

An inventory “transaction type” determines the inventory transaction characteristics. For example, upon a transaction approval / confirmation, the transaction type ‘tells’ to the ERP whether the stock level will be increased or decreased.

A main menu (left side-bar) offers “New transaction type” and “Search transaction type” actions. By executing the “New transaction type”, the system shows a graphical UI form for entering a new transaction type. By executing the “Search transaction type” the system will open a graphical UI form for searching for and filtering the existing transaction type by their properties e.g. by name.

Please note the transaction types will be read-only for end-users, and can be managed only by the system administrators.

Figure below shows the Transaction Type UI – adding new, editing, deleting, reviewing and configuring the transaction types.

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Figure 9 Transaction type UI – adding new, editing, deleting, reviewing and configuring the transaction types

Description of user form fields

Field Description Editable by user
Id Unique identifier assigned by the system. No
Code Unique code assigned by the user. Yes
Name Name of the transaction type, in English and Croatian. Yes
Description Short description, in English and Croatian. Yes
Notes Short note if needed. Yes
Location type From Type of the location from where the items are moved. (Can be location or project.) Yes
Location type To Type of the location where the items are moved. (Can be location or project.) Yes
Status Status of the entity (Active / Inactive). Yes

Actions:

Action Name Description
New To add new transaction type.
Edit To edit existing transaction type.
Delete To delete the transaction type.
View To search and view transaction type.
Save To save changes.
Cancel To cancel the edits
Activate/Deactivate To change the status form Active to Inactive and vice-versa.

Inventory Transactions

Inventory transactions are any movements of goods, whether those movements are receipts from suppliers, deliveries to customers, or internal movements between storages, or even assignments of goods to projects.

There is only one application for managing all types of inventory transactions, regardless whether it is a Receipt, Delivery to Project / to Customer Note, Return from Project, Return to Supplier, or Inventory List. This application is illustrated in the figure 10. A main menu (left side-bar) offers “New transaction” and “Search transaction” actions. By executing the “New transaction”, the system shows a graphical UI form for entering new transactions. By executing the “Search transaction” the system will open a graphical UI form for searching for and filtering the existing transaction by their properties e.g. by type, by date, etc.

Please note on the UI a field named ‘type’ – this is a place where an end-user sets the type of transaction when entering new inventory transition into ERP.

The Inventory Module at INETEC has following transaction types configured:

· Receipts

· Delivery to project note

· Delivery to customer note

· Internal transfers

· Return from project

· Return to supplier

· Inventory List / Stocktaking

Receipt (hr. primke)

Receipt is a type of inventory transaction that increases stock quantities. Receipt is, in fact, a confirmation that certain items have been received in a warehouse/storage. A Receipt can be created directly from a Regular/Quick/Trusted Purchase Order of the Procurement Module. Or, to enter a new receipt, the end-user will execute “New transaction” from the main-menu.

Figure 10 shows a UI for adding new, editing, deleting, reviewing and confirming inventory transactions – type “Receipt”.

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Figure 10 Transaction UI – adding new, editing, deleting, reviewing and confirming Receipts

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status A current status of the transaction. For example, after the new Receipt is entered, it has an ‘Entered’ status. After confirmed, the receipt’s status become ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type A type of the inventory transaction. System will offer several transaction types and user has to choose ‘Receipt’ to create a new receipt. Yes Yes
From Employee In this field, a user should enter a name of an employee or person who handed over items to be received into a storage. Yes, by autocomplete and list of values. No
To Employee In this field, a user should enter a name of an employee who has received the items into a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values Yes
Supplier/Customer The items to be received into a storage are typically sent by some supplier. In this field the supplier name or code can be entered for business reporting purpose. Yes, by autocomplete and list of values. No
Document A number of a procurement document (Quick or Trusted Order) that has made a receipt into a storage. The system can create a receipt automatically, by executing ‘Create Receipt’ action that is a part of Order workflow. When system create a receipt directly from some order, it will automatically populate ‘document’ and ‘supplier’ field. Yes, by autocomplete and list of values. no
Date A date of the receipt. Yes Yes
Description Free-text description. Yes No
Tab Items The tab contains a data table with the details about goods/materials/products that are going to be received into a storage. For each item, UOM and quantity is specified.
Tab Items /From Location This field is not relevant for Receipts. The entering is disabled. No No
Tab Items /To Location To define to which storage to receive the items. Yes, by autocomplete and list of values. Yes
Tab Items /ID Unique identifier (id) of the transaction item. The ‘ID’ is automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values Yes
Unit of Measure A measurement unit (UOM) of the items quantity. The system automatically fills in the UOM for the item by using the UOM as specified in the item specification for a storage (application Locations, Tab Product Configuration) or by using the UOM of the item specification in general. Yes, by autocomplete and list of values Yes
Quantity A quantity to be received into a storage. Yes Yes

Transaction UI - Tab Status

This tab shows a data table of changes of statuses (workflow execution history and pending actions) of a selected inventory transaction. For each status change, the change date/time, responsible user, and description of the change is shown.

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Workflow and Actions

Workflow description: Purchase Order (either Regular/Quick/Trusted/RFP) requester upon the purchased goods are delivered to the site (INETEC) will visually inspect the goods. This visual inspection is actually an internal control process. If the internal control of the Purchase Order is positive (Internal Control marked as OK or marked as OK-Partial Delivery), the Purchase Order requester gets an option to create a new Receipt into a warehouse / storage. System shows a data table of Receipt items and automatically populates it using the items specification from Purchase Order; the system copies the details from the Purchase Order into the Receipt). The requester can then edit that data table of a new Receipt e.g. to enter quantities actually received and/or to check which items are delivered which one not. After the requester approves that new Receipt, the system makes all validations to ensure integrity, consistency and correctness of the data in Purchase Order and that created Receipt. The approved Receipt then gets available to an inventory admin for a final confirmation (there is also an email notification and task created in ERP). After confirmed, it is assumed the goods are received into a warehouse/storage. The stock levels are updated.

Actions available on the “Receipt” application:

Action Description
New To enter new Receipt.
Edit To edit existing Receipt, if allowed by the workflow.
Delete To delete the Receipt, if allowed by the workflow.
View To search and view receipts.
Save To save changes.
Cancel To cancel the edits.
Print Print out and export Receipt into Excel, PDF.
Approve To Approve Receipt.
Confirm To Confirm Receipt.

Link with Procurement Module:

An additional action is added into all Procurement Order applications (RFP-Regular Order, Quick Order and Trusted Order) to support the above described workflow, which has a step of creation of a Receipt after internal control of goods delivered is done.

Internal Transfer (hr. međuskladišnice)

Internal transfers of goods and materials, from one storage to another, can be recorded by using our Transaction UI. End-user just has to select an ‘Internal Transfer’ for a transaction type (field ‘type’ shown in the figure 12) and then the system will be ready for managing internal transfers.

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Figure 12 Transaction UI – adding new, editing, deleting, reviewing and confirming the Internal Transfers

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status Current status of transaction. For example, after a new Internal Transfer is entered, it has an ‘Entered’ status. After confirmed, the transfer becomes ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type A type of the inventory transaction.System will offer several transaction types and user has to choose ‘Internal Transfer” if wants to do inventory transfers between storages. Yes Yes
From Employee In this field, an end-user should enter a name of an employee or person who dispatched the items for a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values. No
To Employee In this field, a user should enter a name of an employee who has received the items into a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values Yes
Supplier/Customer Not used. No No
Document Not used. No No
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table with details about goods/materials/products that are going to be transferred between storages. For each item, UOM and quantity is specified.
Tab Items /From Location To define from which storage items are going to be moved. Yes, by autocomplete and list of values. Yes
Tab Items /To Location To define to which storage items are moved. (where the items will be moved) Yes, by autocomplete and list of values. Yes
Tab Items /ID Unique identifier of the transaction item. The ‘ID’ is automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure Unit of quantities measurement. System automatically fills in an UOM for the item by using UOM for a storage specification (application Locations, Tab Product Configuration) or by using UOM of the item specification in general. Yes, by autocomplete and list of values Yes
Quantity Quantity to be moved / transferred. Yes Yes

Workflow and Actions

Workflow description: Inventory Admin creates Internal Transfer transaction and after data are entered the admin confirms it. After confirmed, stock levels are updated.

Actions available on the “Internal Transfer” application:

Action Description
New To enter new Inventory Transfer.
Edit To edit existing Inventory Transfer. No edits are allowed after the Internal Transfer is confirmed.
Delete To delete the Inventory Transfer (only those that are not confirmed)
View To search and view Inventory Transfers
Save To save changes.
Cancel To cancel the edits.
Print Print out and export a transaction to Excel, PDF.
Confirm To confirm the Internal Transfer.

Delivery to Project Note (hr. izdatnice na projekte)

Goods and materials can be delivered (issued, dispatched) from a storage to a project. A transaction type ‘Delivery to Project Note’ has to be used to record and handle such cases.

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Figure 14 Transaction UI – adding new, editing, deleting, reviewing and confirming the Delivery to Project Notes

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status Current status of the transaction. For example, after a new Delivery to Project Note is entered, it has an ‘Entered’ status. After confirmed, the status goes into ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type Type of the inventory transaction. System will offer several transaction types and user has to select ‘Delivery to Project Note’. Yes Yes
From Employee In this field, a user should enter a name of an employee or person who is releasing items from a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values. No
To Employee In this field, a user should enter a name of an employee who is receiving items on behalf of project. Yes, by autocomplete and list of values Yes
Supplier/Customer Not used. No No
Document Not used. No No
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table with details about goods/materials/products that are going to be delivered to a project. For each item, the unit of measure and quantity is specified.
Tab Items /From Location To define from which storage items are going to be delivered. Yes, by autocomplete and list of values. Yes
Tab Items /To Location To define a project to deliver the items. Yes, by autocomplete and list of values. Yes
Tab Items /ID Unique identifier (id) of the transaction item. The ‘ID’ is automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure Measurement unit (UOM) of the items quantity. Yes, by autocomplete and list of values Yes
Quantity Quantity to be delivered to a project. / transferred. Yes Yes

Workflow and Actions

Workflow description: A requester (e.g. project manager) creates a new delivery note. The delivery note is then available for approval or rejection by an inventory admin. If approved, the quantities are reserved for delivery. The requester is coming to a warehouse to pick up the items and before picking them up the requester signs the delivery note. After the delivery notes is signed, the inventory admin can confirm the note. After the confirmation, the stock levels are updated accordingly (reduced).

Actions available on the “Delivery to Project Note” application:

Action Description
New To enter new Delivery to Project Note.
Edit To edit existing Delivery to Project Note. No edits can be made on a confirmed delivery to project note.
Delete To delete the Delivery to Project Note. Delivery note can be deleted only if status ‘entered’. No deletion is allowed on an approved / confirmed delivery to project note.
View To search and view Delivery to Project Note
Save To save changes.
Approve To approve Delivery to Project Note. After Delivery to Project Note is approved, the quantities are reserved.
Sign To sign the Delivery to Project Note. The note has to be signed by a person requested the delivery note.
Confirm To confirm Delivery to Project Note. After Delivery to Project Note is confirmed, the quantities reserved are executed.
Cancel To cancel the edits or to reject a new delivery to project note. Cancel is also available on an “approved” delivery note, in which case the reserved quantities are released.
Print Print out - export delivery note to Excel, PDF.

Customer Delivery Note (hr. otpremnice)

Customer Delivery Order is a type of inventory transaction – it is a confirmation that goods or materials have been shipped from the warehouse to a client (customer). This transaction type decreases stock quantities. To enter Customer Delivery Order, end-user runs ‘New Transaction’. In a case of delivery to customer note, the transaction type field has to be populated with ‘Delivery order' value. The figure below shows an UI – adding new, editing, deleting, reviewing and confirming the Customer Delivery Notes.

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Figure 16 Transaction UI – adding new, editing, deleting, reviewing and confirming the Customer Delivery Notes

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status Current status of the transaction. For example, after the new Customer Delivery Note is entered, it has an ‘Entered’ status. After confirmed, the status becomes ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type Type of the inventory transaction. System will offer several transaction types and user has to select ‘Delivery order’. Yes Yes
From Employee In this field, a user should enter a name of an employee or person who dispatched the items from a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values. No
To Employee Not used for customer deliveries. - Yes
Supplier/Customer Enter here a customer code or name. Yes, by autocomplete and list of values No
Document Enter here a document number relevant for reference /correspondence. E.g. customer purchase order number. Yes No
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table with the details about goods/materials/products that are going to be delivered to a customer. For each item, the unit of measure and quantity is specified.
Tab Items /From Location To define from which storage the items are going to be delivered. Yes, by autocomplete and list of values. Yes
Tab Items /To Location Not used for this type of transaction. - -
Tab Items /ID Unique identifier (id) of the transaction item. The ‘ID’ is automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure Measurement unit (UOM) of the items quantity. Yes, by autocomplete and list of values Yes
Quantity Quantity to be delivered to a customer. Yes Yes

Workflow and Actions

Workflow description: A requester creates a new delivery to customer note. The delivery to customer note is then available for approval or rejection by an inventory admin. If approved, the quantities are reserved for delivery. The requester or inventory admin then has to signs the delivery note. After the delivery notes is signed, the inventory admin can confirm the note. After the confirmation, stock levels are updated accordingly (reduced).

Actions available on the “Customer Delivery Note” application:

Action Description
New To enter new Delivery to Customer Note.
Edit To edit existing Delivery to Customer Note. No edits can be made on a confirmed delivery to customer note.
Delete To delete the Delivery to Customer Note. Delivery note can be deleted only if status ‘entered’. No deletion is allowed on an approved / confirmed delivery to customer note.
View To search and view Delivery to Customer Note.
Save To save changes.
Approve To approve Delivery to Customer Note. After Customer to Customer Note is approved, the quantities are reserved.
Sign To sign the Delivery to Customer Note. The note has to be signed by a person requested the delivery note.
Confirm To confirm Delivery to Customer Note. After Delivery to Customer Note is confirmed, the quantities reserved are executed.
Cancel To cancel the edits or to reject a new Delivery to Customer Note. Cancel is also available on an “approved” delivery note, in which case the reserved quantities are released.
Print Print out - export delivery note to Excel, PDF.

Return from Project (hr. povratnica s projekta)

‘Return from Project’ transaction type is used to record any return of the goods or materials from a project back into a storage. A returned item gets inspected before accepted into a storage.

To enter ‘Return from Project’, end-user hits ‘New Transaction’. A transaction type field has to be populated with ‘From Project’ value. Figure below shows an UI – adding new, editing, deleting, reviewing and confirming the ‘Return from Project’.

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Figure 18 Transaction UI – adding new, editing, deleting, reviewing and confirming the Returns from Projects

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status Current status of the transaction. For example, after the new return of goods is entered, the return has an ‘Entered’ status. After confirmed, the status becomes ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type Type of the inventory transaction. System will offer several transaction types and user has to select ‘Return from Project’. Yes Yes
From Employee In this field, a user should enter a name of an employee or person who handed over (returned) the items. Yes, by autocomplete and list of values. No
To Employee In this field, a user should enter a name of an employee who has received the items into a storage. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values Yes
Supplier/Customer Not used for goods returns. - -
Document Not used for goods returns. - -
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table where user enter the items and quantity.
Tab Items /From Location To specify from which project the items are returned. Yes, by autocomplete and list of values. Yes
Tab Items /To Location To specify into which storage the items are returned. Yes, by autocomplete and list of values. Yes
Tab Items /ID Unique identifier (id) of the transaction item. The value is automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure A measurement unit (UOM) of the items quantity. Yes, by autocomplete and list of values Yes
Quantity A returned quantity of the item. Yes Yes

Workflow and Actions

Workflow description: A requester creates a return from project request. When returning items, the requestor has to sign the return from project transaction. After the return is signed, an inventory admin can confirm the transaction i.e. can make it final. After the confirmation, stock levels are updated accordingly.

Actions available on the “Return from Project” application:

Action Description
New To enter new Return from Project.
Edit To edit existing Return from Project. No edits can be done a confirmed Return from Project.
Delete To delete Return from Project. Deletion is not allowed on a confirmed Return from Project.
View To search and view Return from Project.
Save To save changes.
Sign To sign Return from Project.
Confirm To confirm Return from Project. After the Return from Project is confirmed, the stock level quantities are updated.
Print Print out - export document to Excel, PDF.

Return to Supplier (hr. povratnica dobavljaču)

A return to supplier transaction is used to support situations when a company has a need to return the goods or materials to the supplier from whom the goods or materials have been purchased. A returned item gets shipped from a storage where it has be stored (kept, held), and upon confirming the return to supplier transaction, total quantity of that item in that storage gets decreased by a number of units returned. Figure below shows an UI – adding new, editing, deleting, reviewing and confirming the ‘Return to Supplier’.

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Figure 20 Transaction UI – adding new, editing, deleting, reviewing and confirming the Returns to Suppliers

Description of user form fields

Field Description Editable by user Mandatory
Id A unique identifier assigned by the system. No Yes
Status Current status of the transaction. For example, after the new return of goods is entered, the return has an ‘Entered’ status. After confirmed, the status becomes ‘Confirmed’. Not directly, only by the invoking workflows actions. Yes
Type Type of the inventory transaction. System will offer several transaction types and user has to select ‘Return to Supplier’. Yes Yes
From Employee In this field, a user should enter a name of an employee or person who returns the items. System will automatically populate this field with a name of a logged user. Yes, by autocomplete and list of values. No
To Employee Not used for ‘Return to Supplier’ - -
Supplier/Customer Enter here a supplier name to whom the goods/materials/products are returned. Yes, by autocomplete and list of values. Yes
Document Any document number relevant for reference /correspondence with suppliers (e.g. Quick or Trusted Order number) Yes No
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table where user enter the items and quantity.
Tab Items /From Location To specify from which location/storage the items are returned. Yes, by autocomplete and list of values. Yes
Tab Items /To Location Not used for returns to suppliers. - -
Tab Items /ID Unique identifier (id) of the transaction item - automatically populated by the system. No Yes
Tab Items /Item code and name Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure A measurement unit (UOM) of the items quantity. Yes, by autocomplete and list of values Yes
Quantity A quantity to be returned. Yes Yes

Workflow and Actions

Workflow description: A requester (e.g. project manager or inventory admin) creates a return to supplier. When returning items, the requestor first has to sign the return. After signed, an inventory admin can then make a final confirmation of the transaction. After the confirmation, stock levels are updated accordingly.

Actions available on the “Return to Supplier” application:

Action Description
New To enter new Return to Supplier.
Edit To edit existing Return to Supplier. No edits can be done a confirmed Return to Supplier.
Delete To delete Return to Supplier. Deletion is not allowed on a confirmed Return to Supplier transaction.
View To search and view Return to Supplier transactions.
Save To save changes.
Sign To sign Return to Supplier transaction.
Confirm To confirm Return to Supplier transaction.
Print Print out - export document to Excel, PDF.

Inventory List - Stocktaking (hr. inventurna lista / inventura)

An inventory list is an inventory management document that can be used to establish (to enter) the initial stock levels and to support the stocktaking process (process of recording the amount of stock held by a business). It is typically used at the beginning of the inventory module life-cycle to define the starting stock levels / quantities held by a business. Later on, when is a time to count all items in a storage to establish accurate information about quantities in the storage, user can create a new inventory list and start the stocktaking workflow. Figure below shows an UI – adding new, editing, deleting, reviewing and confirming the ‘Inventory List’.

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Figure 22 Transaction UI – adding new, editing, deleting, reviewing and confirming the Inventory list - Stocktaking

Description of user form fields

Field Description Editable by user Mandatory
Id Unique Id assigned by the system No Yes
Status Current status of the inventory list or stocktaking process. Not directly, only by the invoking workflows actions. Yes
Type A type of the inventory transaction. It should be set to ‘Inventory List’. Yes, by autocomplete and list of values. No
To Employee In this field, a user should enter a name of an employee responsible for inventory listing and stocktaking. - -
From Employee Not used for inventory list. - -
Supplier/Customer Not used for inventory list. - -
Document Not used for inventory list. - -
Date Date of transaction. Yes Yes
Description Free-text description. Yes No
Tab Items Contains a data table where user enter the items and quantities.
Tab Items /From Location Not used for inventory list. Yes, by autocomplete and list of values. Yes
Tab Items /To Location To specify for which location (storage) the inventory list and/or stocktaking corresponds Yes, by autocomplete and list of values. Yes
Tab Items /ID Unique identifier (id) of the transaction item. The ‘ID’ is automatically populated by the system. No Yes
Tab Items /Item (product/material) code and name. Yes, by autocomplete and list of values. Yes
Unit of Measure A measurement unit (UOM) of the items quantity. Yes, by autocomplete and list of values Yes
Quantity Real The amount of stock (quantity of items) as counted by a person responsible for stocktaking. Yes Yes
Quantity Booked The amount (quantity) of stock for the inventory transaction logs and books. This value cannot be edited by a user; it is automatically populated by the system. No No
Quantity Surplus or deficit of the items. It is calculated by quantity real minus quantity booked. If deficit, then the amount will be negative. No Yes

Workflow and Actions

Workflow description: A stocktaking requester (e.g. inventory admin or financial officer) create a new inventory list. The system will prepare the list and will automatically populate the list with the items to be counted and their quantities recorded during the stocktaking process. To start the stocktaking process, the requester execute “start stocktaking” action and the inventory lists goes into the “stocktaking started”. When the stocktaking process is completed, the requester changes the status of inventory list into “stocktaking done”, by execution appropriate action. Then the requester call “recalculate stock level” action to match counted quantities with stock level quantities recorded in the system (i.e. matching of real vs. booked quantities). The system calculates surpluses and deficits. Afterwards, the inventory list can be approved and/or confirmed.

Actions:

Action Description
New To create new ‘Inventory List’.
Edit To edit existing ‘Inventory List’. Edits can be done before an inventory lists gets into a “stocktaking done” status.
Delete To delete the ‘Inventory List’ start stocktaking” is started, deletion is not allowed.
View To search and view ‘Inventory Lists’.
Save To save changes.
Cancel To cancel the edits.
Print Print out and export ‘Inventory Lists’
Start Stocktaking To start the stocktaking process.
Stocktaking Done To stop the stocktaking process.
Recalculate Stock Level To recalculate stock levels i.e. to match real vs booked quantities.
Approve / Confirm To approve and / or confirm completed stocktaking. To make it final.

Stock Level View (hr. pregled zaliha)

‘Stock Level’ application is a data table that provides the information about current stock levels for each storage and for each item in a storage. A main menu (left side-bar) of the system has an “Inventory Status” menu item. By executing the menu item, system opens the inventory status graphical user interface, as illustrated in the figure below. The data table provides the latest inventory status data and can be filtered by multiple criteria and can be exported into Excel or PDF file. Inventory Status view is locked for any editing. User can review the statuses, filter the statuses, and export data into any of offered formats. For example, to review stock levels for particular storage e.g. ‘Storage of materials’, user should filter the data table by entering ‘Storage of materials’ into the “location” field

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Figure 24 Inventory Status UI – searching, filtering, and overviewing the inventory / stock level.

Description of user form fields

Field Description Editable by user
Alert First field of the table indicates whether the inventory status is about to reach min - max quantity thresholds or not, for each item in a storage. If it about to reach the min/max quantities, the system will indicate such situation by showing an ‘alert’ icon. No
Location A storage. No
Item Name and Item Code Name and code of the item (product/material). No
Quantity Number (quantity) of the particular item inside a storage. No
Total received Total quantity received into a storage. No
Total delivered Total quantity delivered from a storage. No
Total reserved A quantity that is reserved. No
Min quantity An item min quantity threshold. No
Max quantity An item max quantity threshold. No
Actions A link to the item codebook for more details. No

Reporting

Inventory Ageing (hr. starosna struktura zaliha)

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Stocks issued to projects – by projects (hr. zalihe izdane po projektima v1)

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Stocks issued to projects – by items (hr. zalihe izdane po projektima v2)

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Stocks by person signed transaction – by person (hr. zalihe po osobama koje su potpisale primku/izdatnicu v1)

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Note: For columns reporting quantities, the report will print out either 'Received' or 'Taken' label, depending on the transaction type specified. E.g., if the transaction type parameter is set to 'Receipts', then the report will print out a label 'Received Quantity Total’, while in a case of ‘Delivery Note’, the label will be ‘Taken Quantity Total’.

Stocks by person signed transaction – by item (hr. zalihe po osobama koje su potpisale primku/izdatnicu v2)

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Note: For columns reporting quantities, the report will print out either 'Received' or 'Taken' label, depending on the transaction type specified. E.g., if the transaction type parameter is set to 'Receipts', then the report will print out a label 'Received Quantity Total’, while in a case of ‘Delivery Note’, the label will be ‘Taken Quantity Total’.

Stocks without movements (hr. zalihe bez kretanja)

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Stocks without storage output movements (hr. zalihe bez izlaza)

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Inventory/Stocktaking List (hr. inventurna lista)

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Inventory List /Stocktaking Differences (hr. inventurna lista – viškovi i manjkovi)

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Stock Levels (hr. analitička kartica zaliha - stanje na dan)

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Goods Movements – A Stock Card (hr. analitička kartica– prometi za zadano razdoblje)

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Claim Report (hr. izvještaj o defektu)

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