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.

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 the “Save and return” button.

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.

Inventory

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.

How to add a new item to the inventory?

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

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

2. 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.

Actual stock (quantity) of the inventory

The stock of an item is automatically calculated through transactions and cannot be changed manually. A transaction will be made to keep the stock up-to-date. The 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 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 transaction.

To create a manual transaction, follow the next steps:

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.

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 purchase orders