TaskMapper Inventory

TABLE OF CONTENTS

Introduction To TaskMapper Inventory

Inventory

The inventory module will help users track inventory levels, help identify what materials need to be replenished to avoid delays and generate reports to gain better insights into the stock.

Manage material in one place

Add items manually or import in bulk through CSV/Excel files and manage them in one place. Record all details of an item, such as units of measure, categories, description, reorder point, opening stock, etc. You can automatically add all your items and their properties by importing a file.

Capture serial numbers

Enable serial tracking while adding any item to the inventory to track items by their serial numbers. Serial number tracking must be enabled at the time of the creation of an item itself. Monitor all transactions against the serial number,  and keep a detailed record of all activities from receiving it in the warehouse to issuing it to the site for consumption by scanning the barcodes.

Custom columns for additional data

Create custom fields by clicking the ‘+’ icon on the top right of the table, selecting the field type, and entering the custom field's name to record additional data against items added to your inventory. Custom field names must be unique across the module.

Alerts and Notifications

The users assigned as warehouse managers will receive push notifications and emails with a list of items of low/out-of-stock. These alerts are triggered by transactions that result in an item going low/out of stock. Low/Out-of-stock indicators are highlighted in the items list and filters to quickly identify and filter to replenish the quantities in required quantities. Yellow indicates low stock, and red indicates out-of-stock.

Real-time status updates

View the current stock quantities in each status, such as Available, Inspected, Issued, Damaged, etc., for any item and their availability in respective warehouses by clicking on any specific item and accessing the item details page.

Warehouses

Create and edit multiple warehouses based on your lay-down yards or storage locations. Get real-time stock information through the warehouse dashboards. You can see a summary of inventory trends, detailed transaction history, and changes in inventory levels directly from your dashboard and receive low/out-of-stock alerts displayed to monitor inventory levels.

Transactions

The default transactions are available- receipts, issues, transfers, and returns. Although, you are not limited to these default transactions. Based on your company’s SOPs, additional transaction types can be added. Create drafts of anticipated transactions beforehand and keep an offline record of all transactions by exporting them into a PDF.

Receipts

Keep track of all the items received from your vendors to your project’s warehouses. You can create, track and manage fulfilment with multiple vendors and suppliers.

Issues

Keep track of all the items issued to the site from your warehouse(s). Create, track, and manage items issued to various blocks of the site for installation.

Transfers

Keep track of all the items transferred from one warehouse to another in case of shortage in any of the warehouses on site. Create, track, and manage transactions across multiple warehouses and manage receipts, inter-warehouse transfers, and backorders.

Returns

Keep track of all the items returned from the site to your warehouse. In addition, you can keep track of any items sent back to the site to any warehouse for any reason, such as damage, surplus, etc.

History

Comprehensive records of all transactions made are stored in the history log. You can get details of vendors, warehouses, item lists, custom fields added, quantities, and other essential data recorded.

Reports

There are three types of reports:

a. Stock quantities by status - View the stock quantities of various items on a particular date.

b. Stock quantities transactions - View the stock quantities breakdown by their transactions in the selected period.

c. Audit Log - View a list of all adjustments for auditing purposes.

TaskMapper Inventory - Setup Guide

Guide: Inventory

Getting started

What is an inventory management system?

To keep track of stock in the inventory, manage all incoming and outgoing stock, and transfer records of stock in the inventory from the time of purchase to the item being used.

Where can I find the inventory module? 

The inventory module is available at the organization and asset level and can be accessed on web and mobile applications. Users with access to the inventory module can view it on the left-hand navigation menu on the web application. 

The mobile application allows users to access the inventory module by clicking “More” on the bottom navigation bar after entering a project. 

Add items to your inventory

The user can add items to the inventory one by one by manually entering the details of each item.

The user can manually enter items by clicking on the following buttons. 

Create a Warehouse

What is a warehouse? 

A warehouse is a physical location where the items are stored in inventory. These can also be called laydown yards.

Note: Multiple warehouses can service a single project.

Warehouse - Actions

To create a warehouse, go to 

Warehouses → Add Warehouse → Fill in the following details → Click ‘Save’.

Note: You can create as many warehouses as needed.

Warehouse Stock Management

Click on any warehouse card in the Warehouses tab to reveal stock insights specific to that warehouse.

The following are visible at a glance:

Stock quantities

Date Filter

Filter all transactions by a specific time period using the date filter. 

By default, data is shown for all periods.

Visualize all adjustments over time

See different types of adjustments over time in the graph charts.

Low/Out of Stock Alerts

Note: 

You may have to scroll down to see details of any low or out-of-stock alerts on any item in that warehouse.

Transactions/Adjustments

What is an adjustment?

Any change in the status of any item at any point is an adjustment. Most commonly, it will be related to a change in the quantity of any item in a warehouse, but that is not necessary.

By default, the following adjustments are available:

 Receipts 

 Issues 

 Transfers 

 Returns 

For any adjustment, the following viewing options are available on the main page of that adjustment.

History

View each recorded transaction in one place.

This page is divided into a left pane and a right pane. 

Note: By default, the most recent transaction is shown when the ‘History’ tab is opened.

Left Pane:

Here, you can view the following most important information for each transaction at a glance:

To expand any card and view more information, the user can click on any card, and more information for that transaction will populate in the right pane.

Right Pane:

Here, you can view the following information for each transaction:

Print a transaction 

Download a PDF of the above information for record-keeping offline or printing purposes using the ‘printer’ button on the top right.

Reports

See all inventory reports generated here.

The following status fields are common in some tables.

Inventory Index