System Overview
The system offers flexible, streamlined inventory and stock management capabilities through mobile devices and a back-end PC interface. This allows users to place and manage orders anytime and from anywhere, ensuring timely procurement for ongoing projects.Key Features:
- Unlimited Centralized Store Management:
- The system supports the centralized management of an unlimited number of sites, providing a comprehensive overview of stock levels across all locations. Users can upload and manage stock data without limitations, ensuring accurate inventory tracking for multiple project sites.
- Activity Log & Audit Trails:
- The system provides a detailed activity log that tracks all stock movements and actions taken by users, ensuring complete transparency and accountability. This feature is crucial for audits and internal reviews.
- Comprehensive Reporting:
- Generate detailed reports on stock movements, material usage, and inventory status to support decision-making, project cost tracking, and auditing. These reports can also provide insights for resource allocation and potential improvements.
- Multi-User Access with Role-Based Permissions:
- The system allows multiple users with customizable role-based access. Assign specific roles such as view-only access for junior staff or full access for managers to perform inventory adjustments, place orders, and manage stock across sites.
System Features
1. Staff Management:
- Manage Staff, Roles, and Permissions:
- Quickly onboard staff, assign roles, and control access to the inventory system based on their job function.
- For example:
- View-Only Access: For junior staff to monitor stock levels without making changes.
- Full Access: For managers to adjust stock, place orders, and oversee inventory across multiple sites.
2. Vendor Management:
- Centralized Vendor Database:
- Store and manage all vendor information in one location for easy comparison based on product offerings, prices, and vendor performance.
- Bulk Vendor Import:
- Import large volumes of vendor data via CSV files to streamline data entry and improve efficiency.
- Vendor Performance Metrics:
- Track and analyze vendor performance metrics to enhance decision-making and foster stronger supplier relationships.
3. Order Management:
- Streamlined Order Process:
- Simplify the process of placing orders with pre-defined templates and quick access to commonly ordered items.
- Order Approval Workflow:
- Implement a multi-level approval process for orders to maintain control and oversight over purchasing activities.
- Order Tracking:
- Monitor the status of orders in real-time, ensuring timely updates and delivery confirmation.
4. Inventory Tracking:
- Real-Time Inventory Updates:
- Automatically update inventory counts in real-time as items are received and sold, preventing stockouts and overstock situations.
- Low Stock Alerts:
- Receive notifications when stock levels fall below pre-defined thresholds, enabling proactive restocking.
- Inventory Reporting:
- Generate detailed inventory reports to analyze stock levels, turnover rates, and product performance.
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Stock Management
1. Stock Listing & Bulk Upload:
- Bulk Stock Import:
- Import multiple stock items simultaneously via CSV or Excel, allowing quick and efficient onboarding of new projects or large volumes of materials.
- Automatic Categorization:
- Stock is categorized based on predefined fields such as item type (raw materials, tools, equipment), vendor, and project location. This ensures accurate, well-organized inventory from the start.
2. Advanced Search Using System Filter Engine:
- Search by Item, Vendor, or Location:
- The system’s powerful filter engine allows users to quickly search for stock based on specific criteria such as item type, vendor, location, or keywords. This enables fast and accurate retrieval of information.
Order and Stock Management
1. Order Placement:
- Orders can be placed directly from both mobile devices and the back-end system, providing flexibility for users who may be on-site or in the office.
2. Stock Requisition & Approval:
- Managers can view and approve stock requisitions through the PC, streamlining the procurement process and ensuring timely decision-making.
3. Purchase Order (PO) Generation:
- The system automatically generates purchase orders (PO) based on linked stock requisitions. POs are seamlessly tied to the corresponding stock requests, providing a clear audit trail and easy tracking from order to delivery.
4. Stock Receiving:
- Real-Time Stock Updates:
- Track and update stock levels automatically upon delivery from vendors. This ensures that inventory data remains accurate and up-to-date.
- Mobile-Based Receiving:
- Users can receive stock via their mobile devices by taking photos of delivered goods to verify their condition and quantity. These images are uploaded and linked to the corresponding PO for verification, enhancing the accuracy of stock updates.
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