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Inventory Management *new*

Last Updated: Jul 13, 2018 10:28AM CEST
Synchroteam allows you to manage your parts inventory (to enable this option, please contact us).

Depots

There are two types of depots. Stationary and mobile depots.

Stationary depots are generally warehouses or central stores while mobile depots are usually the technicians' vehicles.

Create a repository

The creation process is the same for both types of depots.

Click "Inventory" (1) and then on "Depots" (2)



Click "Add depot"



Enter:

1 - the name of depot
2 - the depot owners (a user may own only one depot)
3 - if the depot is mobile or not
4 - click on the button "Save"



Your depot is created (e.g. mobile depot "Tech 2")

Add parts to a stationary depot

Adding parts to a stationary depot can be done in two ways: By adding or by movement (you can move parts between depots, this will be seen in the next paragraph).
 
WARNING, to add parts to a non-mobile depot, they must be set to "Monitoring = Yes or
Monitoring = yes, serialized" (see Article on Parts and Services).

To add parts, simply click on "Inventory" (1) then "Quantities and Movements" (2)



Choose the depot that you want to add parts to (here: "Main Depot")

For unserialized parts

Click on the part (here: Ref# 012354), enter the "Quantity" (1) and click the "Add" button (2)



The quantity will be updated in the table.

For serialized parts

Click on the part (here: Ref# 045879), enter the serial numbers for each part  (one per line) (1) and click the "Add" button (2)


The quantity will be updated in the table.

Quantities and movements

There are 3 types of part movements: 
  • Send to: send the parts to another depot
  • Take From: take the parts from another depot
  • Request From: request that parts be transferred from another depot

Movement of unserialized parts

Example:
Click on the part you want to work with (here: Ref# 012354), enter the quantity to be moved (1), select the type of movement (here: "Send to") (2), choose the depot (3) and click the "Save" button (4).


You will see the quantity change in the table:



If you consult the Tech's depot, you will see quantity updated there as well:

Movement of serialized parts

Example:
Click on the part you want to work with (here: Ref# 045879), enter the quantity you want moved (1), select the type of movement (here: "Send to") (2), choose the depot (3), select the serial numbers for the parts (4) and click the "Save" button (5).



You will see the quantity change in the table:



If you consult the Tech's depot, you will see quantity updated there as well:



Please note that you can also delete serialized parts from the drop-down list, as you can see below.

Status and History of a serialized part

By clicking on "List" (1) you can view the list of serial numbers with their status either "OK" or "Needs Repair" 

You can filter this list by (2):
- using the first filter in which you can enter a serial number
- selecting either "Ok" or "Needs Repair"

If you click on the serial number you can either delete the part or change the part's status and see its movement history (3)




By clicking on "Status/History" you can change the part's status to (1) :
- OK : the part is usable and can be installed on a job for instance.
- Needs Repair : the part will only be seen in the Back Office and will only be usable once it has been put back to the status "OK".
- Obsolete : the part will be deleted

In the table (2) next to that you can see the following movement details
You have 5 types of events:
- Added: when the part is created to a depot
- Moved: when the part is moved from one depot to another
- Changed : when the status was changed inside a job or from the status window
- Installed: when the part is installed onto a job
- Removed: when the part is removed from a client through a job.
For each event you can also see the date, status, depot or job and user.


Special case : Part Request

In the case of a parts Request, the procedure varies slightly.

Once a request is created, it shows up in the Pending Requests table for that part.



This request must be processed (validated) to be complete. This can be done from either depot involved in the transfer request.

To do this, you must click on the "Process" button (1) then click the "OK" button that appears (2).


The movement is then performed.
 

Decrement your depot 

If you need to decrement one of your depots you cannot do it straight from “Quantities and Movement”.

You need to create a job and add to it the quantity of parts you wish to take out of your stock.
This can be done by using one of your technicians’ depot. Therefore, if the extra parts were in the administrator’s depot, first transfer them to a technician’s depot and then associate this technician to the job.
Secondly, from the back office or your technicians’ account on the mobile application, add those parts to the job and complete the job.

Please note that serialized parts can be deleted or can be moved to the status Obsolete as seen in above.

Contact Us

support@synchroteam.com
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