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Content

Table of Contents
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Learning Objectives

After reading this article, you’ll be able to:

  • Use the inventory possibilities in Workplace.

  • Create new storage.

  • Add inventory items to a storage.

Inventory Management

Inventory management helps identify which and how much stock to order at what time. It tracks inventory from purchase to the sale of goods. It identifies and responds to trends to ensure there’s always enough stock to fulfill orders and proper warning of a shortage. Workplace Management can do this for you, and here you read how to set it up inside Workplace.

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titleHow to create a storage

How to create a storage

Before we can use “Inventory Management,” we need at least one storage. We can find “Storages” in the menu under “Assets.”

To create a new storage, follow the next steps.

  1. Open the “Storages” module using the option under “Assets” in the menu.

  2. Press the button “New.”

  3. Fill in the fields. The greyed-out fields are filled in automatically.

  4. Press the “Save and return” button to complete the creation of a storage.

Field name

Description

Reference

is automatically filled

Parent

If the storage is part of other (more extensive) storage, select the warehouse it is part of.

Name

Give the storage a name

Area

Assign on which area the storage is located

Storage Manager

Assign a storage manager to this storage

Order Type order advice orders

Select the Order Type

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titleStorage Locations

Storage Locations

The previous screenshot shows that the storage module has three different tabs. On the tab “Locations,” you can create locations in the storage. The storage has to have at least one storage; the whole storage can be one location. For example, if the storage is a relatively small room, you don`t have more places to specify an item’s location.

The storage locations are the actual locations within a storage where the inventory item is placed. This can be put in a hierarchy level, for example:

Hall B → Rack 3 → Bottom Shelf Rack 3

How to create storage locations?

  1. Navigate to the “Locations tab” of a storage.

  2. Press “New”

  3. Fill in the fields and press

  4. Click the ‘Create new sub item’ (icon on the top right) to create a sub location. When using this method, the current location is automatically set as parent of the location location that is created.

  5. Press the “Save and return” button .to return to the previous screen

Field name

Description

Reference

The reference name/number (if necessary)

Full name

The name of the storage location

Description

A description of the storage location

Area

Select the area where it is located

Picking Order

If you have the same item on multiple locations, you can prioritize the locations.

Storage

Part of which storage

Parent Storage Location

What is the parent storage location

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titleCatalog Items

Catalog items

An inventory item is linked to a catalog item. Before adding a new item to an storage, always check if a catalog item exists. If the catalog item does not exist, follow the next steps to create a new one.

  1. Navigate to the “Catalog” option in the menu under “Assets.”

  2. Press “Create new catalogitem.”

  3. Select the option “Orderable items.” (Inventory items are orderable, hence the fact of inventory/stock management.)

  4. Fill in the fields and press “Save and return” to finalize the catalog item. The fields marked with an asterisk are mandatory.

Field name

Description

Name

The name of your catalog item

Model

The model/type of your item

Description

Here you can enter a short description of the catalog item

Manufacturer

The name of the manufacturer

Supplier

The name of the supplier

Purchase price

The purchase price of the catalog item

Sell price

The sell price of the catalog item

VAT

Yes/No if VAT is applied in the settings

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Inventory
Expand
titleInventory
How much stock is there?

How much stock is there?

To see what the stock is of a storage, follow the next steps

  1. Navigate to your storage using the option “Storages” in the menu under “Assets.”

  2. Select your storage.

  3. On the bottom, you will find the button “Inventory.”

  4. On the next screen, leave the field “Keywords” empty and press “Search.”

  5. You will see a screen that resembles the screenshot, as shown below

This is an overview of the stock in a storage.

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titleHow to add a new item to the inventory?

How to add a new item to the inventory?

There are several ways to create a new item to add to the inventory.

  • Press the “New” button in the stock overview screen of the storage.

  • Navigate to “Inventory” by using the option in the menu under “Assets” and press the “New” button.

Both ways will lead to the same screen.

  1. Fill in the details of the Inventory item.

  2. Use the locations tab to assign a “Storage location.”

  3. Press the “Save and return” to save the item.

Info

Each inventory item is always linked to a catalog item, and some fields are automatically taken over when selecting the item.

Field name

Description

Storage

In which do you want to keep stock of this item

Catalog

Select a catalogitem

Supplier

the name of the supplier

Price

the price of the item per quantity

Min stock

The minimum stock you want to have

Max stock

The maximum stock you want to have

Stock keeping

Yes/No. Do you want to keep stock of this item

Negative stock

Is a negative stock allowed?

Backorder

Is a backorder allowed? Is it still possible to place an order if you are out of stock

Comments

You can put here extra comments

Shortlist

Yes/No. Shortlist this item for easy access

External reference

Note here an external, for example, the order number in the supplier catalog

The price of the item

  1. Navigate to your inventory item:

    1. Use the “Inventory” option in the menu under “Assets ”and search for the inventory item you want to edit.

    2. If you know where the item is located, open the storage using the option “Storages,” and next, press the " Inventory " button, search for your item, and open the one you want to edit.

  2. After opening the item, you will see the “General” tab. Press the “Transactions” tab.

  3. You will see three buttons:

    1. Create out transaction, for creating outgoing transfers.

    2. Create in transaction, for creating incoming transfers.

    3. Export to Excel, for exporting a list in excel of all transfers.

  4. Press “Create out transaction” or “Create in transaction” to create a transaction.

  5. Fill in the details and the quantity (in the include at the bottom) you want to transfer and press the “Process” button.

  1. In one transaction it is possible to transfer multiple inventory items. Click ‘Add inventory item’ to add another transaction item

  2. Press the “Process” button.

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titleActual stock (quantity) of the inventory & transactions

Actual stock (quantity) of the inventory & transactions

Info

The stock of an item is automatically calculated through transactions and cannot be changed manually. A transaction

will be

is made to keep the stock up-to-date.

The transactions

Automatic transaction

Transactions are created automatically when there is an internal or outgoing purchase order. This way, the changes in the quantity of the items can be tracked in detail.

Manual transactions

It is also possible to manually create these transactions (for example: as a correction), to register the initial stock, or to register the transfer (part of the) stock to another storage or storage location. When transferring stock between different storage or storage locations, the storage to where the inventory needs to be transferred must also be specified in the transactionto another location in the same storage (other shelves for example).

To create a manual transaction, follow the next steps:

Price

Field name

Description

Internal reference

In transaction unit

buy unit/sell unit

External reference

Description

Enter a description here

Inventory correction

Yes/No, is it an inventory correction?

Count correction

Yes/No, is it a count correction?

Transfer

Yes/No, is it a transfer?

Return

Yes/No, is it a return?

Transaction to storage

If you are moving stock to another storage, select the desired location here

Quantity

The quantity of the transaction

Info

Hover over the fields to view the available help text.

Expand
titleAutomatically generate purchase orders

Automatically generate purchase orders

By indicating the minimum and maximum stock on an inventory item, it becomes possible to let the system generate outgoing purchase orders based on the desired stock. This is explained in a different article about the purchase orders article

Summary

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  • To use the inventory management system, you need at least one storage.

  • The stock of an item is automatically calculated through transactions and cannot be changed manually

  • Each inventory item is always linked to a catalog item

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