205 lines
No EOL
5.1 KiB
Markdown
205 lines
No EOL
5.1 KiB
Markdown
# ERP Inventory Management Guide
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## Overview
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The ERP Inventory Management module provides comprehensive tools for managing stock levels, warehouse operations, purchasing, and inventory tracking across your organization.
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## Core Functions
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### Receive Inventory
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Process incoming goods from purchase orders.
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**Steps:**
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1. Enter the purchase order number
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2. System displays ordered items and quantities
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3. Enter actual quantities received for each item
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4. System updates stock levels and creates transaction records
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5. Notifications sent to relevant personnel
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**Key Features:**
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- Automatic stock level updates
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- Variance tracking (ordered vs. received)
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- Cost tracking and average cost calculation
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- Receipt transaction logging
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### Ship Inventory
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Process outgoing shipments for sales orders.
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**Steps:**
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1. Enter the sales order number
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2. System verifies stock availability
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3. If sufficient stock, shipment is created
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4. Stock levels are deducted
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5. Customer receives shipping notification
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**Checks Performed:**
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- Stock availability verification
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- Reserved quantity validation
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- Backorder handling
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### Check Stock
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Query current inventory levels across warehouses.
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**Information Displayed:**
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- Item name and code
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- Quantity on hand per warehouse
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- Available quantity (on hand minus reserved)
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- Total across all warehouses
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- Low stock warnings
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- Reorder recommendations
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### Transfer Stock
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Move inventory between warehouses.
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**Process:**
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1. Select item to transfer
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2. Choose source warehouse
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3. Verify available quantity
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4. Enter transfer quantity
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5. Select destination warehouse
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6. System creates transfer records
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**Tracking:**
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- Transfer numbers for audit trail
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- Out/In transaction pairs
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- Cost tracking maintained
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### Cycle Count
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Perform physical inventory counts and adjustments.
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**Process:**
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1. Select warehouse to count
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2. System shows items and system quantities
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3. Enter physical counts for each item
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4. System calculates variances
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5. Automatic adjustments created
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6. Report sent to inventory manager
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## Data Tables
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### Items
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- Item code and name
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- Category and description
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- Unit of measure
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- Minimum stock level
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- Reorder point and quantity
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- Average cost and last cost
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### Inventory Stock
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- Item reference
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- Warehouse location
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- Quantity on hand
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- Quantity reserved
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- Quantity available
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- Last movement date
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- Last counted date
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### Inventory Transactions
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- Transaction type (receipt, shipment, transfer, adjustment)
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- Transaction number
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- Item and warehouse
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- Quantity and cost
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- Reference (PO, SO, etc.)
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- User and timestamp
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### Warehouses
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- Warehouse code and name
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- Location address
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- Contact information
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- Capacity limits
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## Alerts and Notifications
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### Low Stock Alerts
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Triggered when available quantity falls below minimum stock level.
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### Reorder Notifications
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Automatic task creation when stock reaches reorder point.
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### Receipt Confirmations
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Email sent to buyer when purchase order is received.
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### Shipment Notifications
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Customer notified when order ships with tracking information.
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## Best Practices
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### Daily Operations
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1. Process all receipts promptly
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2. Ship orders in FIFO sequence
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3. Review low stock alerts
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4. Address reorder recommendations
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### Weekly Tasks
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1. Review inventory transaction reports
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2. Investigate any discrepancies
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3. Plan upcoming transfers
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4. Update reorder points as needed
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### Monthly Tasks
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1. Conduct cycle counts by zone
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2. Review slow-moving inventory
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3. Analyze inventory turnover
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4. Adjust minimum stock levels
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### Year-End
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1. Complete full physical inventory
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2. Reconcile all variances
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3. Review and adjust costs
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4. Archive transaction history
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## Frequently Asked Questions
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**Q: How is average cost calculated?**
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A: Average cost is recalculated with each receipt: (existing value + new receipt value) / total quantity.
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**Q: Can I transfer reserved inventory?**
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A: No, only available (unreserved) inventory can be transferred.
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**Q: What happens if I receive more than ordered?**
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A: The system accepts over-receipts and updates the PO line accordingly.
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**Q: How do I handle damaged goods?**
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A: Use cycle count with an adjustment to remove damaged items, noting the reason.
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**Q: Can I undo a shipment?**
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A: Contact your administrator to process a return receipt transaction.
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**Q: How do I set up a new warehouse?**
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A: Add the warehouse to the warehouses table with code, name, and location details.
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## Troubleshooting
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### Purchase Order Not Found
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- Verify the PO number is correct
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- Check if PO status is "open" or "partial"
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- Ensure you have access to the vendor
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### Insufficient Stock for Shipment
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- Check available quantity vs. ordered
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- Review reserved quantities
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- Consider warehouse transfers
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### Cycle Count Variance
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- Verify physical count accuracy
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- Check for unprocessed receipts or shipments
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- Review recent transfers
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### Transfer Failures
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- Verify source warehouse has stock
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- Check available (not reserved) quantity
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- Ensure destination warehouse is active
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## Reports
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Available inventory reports:
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- **Stock Status**: Current levels by item/warehouse
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- **Transaction History**: All movements for date range
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- **Aging Report**: Stock age by receipt date
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- **Valuation Report**: Inventory value by category
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- **Turnover Report**: Movement frequency analysis |