Tracking Inventory - January Masterclass

sounds good well hello everybody welcome to the January master class so today I'm going to be giving you all an overview of inventory so we'll do a demo and then towards the end we'll have a Q&A session so feel free to drop questions in the chat as we're going and then at the end during the Q&A feel free to unmute your audio and ask any questions you have directly and by the way my name is Isabelle i'm a deployment leader here at Steelhead so let's get into it so starting off in Steel Head we'll want to navigate to the inventory tile so first to just give everyone an overview of what we have in inventory we have inventory types and then we also have inventory items and inventory types are pretty intuitive I would say um you know it's things that you would normally group together we could have a type for paint for powder maybe lab chemicals or packaging materials it's really just however you would group items together so I am going to go ahead and create a new inventory type for powder we'll use that as our example so once I click into my inventory type we can go ahead and create our first item so for my item I'm going to go ahead and do red powder i can put a description in here so maybe it's a dark red powder i can also add units to this inventory item so I'm going to go with pounds i can also set a target stock level this will be used for purchase orders so let's just say my target stock level for this item is going to be 500 pound i can also set an alert threshold this will alert me when I'm at or below this threshold so we'll say maybe 200 lb is when I want to be alerted to order more we can set a product on the inventory item that's used for billing purposes similar with taxes the next thing we have is a location so we can set a location on our inventory in order to organize it so if you had for example a location in steelhead such as a powder storage that's what I'm going to use as my example you might have it organized by cabinets within your storage or shelves or something like that so maybe this red powder I always organize in cabinet one of my powder storage room i can go ahead and make that the default location for any new batches that I am adding into steel head i can also tie my inventory item to a treatment i can add vendors um I'll save that for now and then I can also we can set an inventory net quantity to start with i'm going to go ahead and leave that blank so that we can see what that low inventory alert looks like so we'll go ahead and give that a save and we'll now see I have my new inventory item for red powder my alert threshold is at 200 lb and I currently have a remaining quantity of 0 because I didn't put anything in so that's what this low inventory alert is looking like and even from the home screen we'll see it's giving me a notification a little red notification there to tell me that I am low on inventory so naturally the next thing we would want to do is issue a purchase order for my inventory and a super easy way to do that is going to be to go to low inventory control i can see anything where I have an inventory item that I'm at or below the alert threshold so I'm going to check my red powder and let's go ahead and issue a new purchase order and I'm going to be ordering this from Magic City Powder so it's going to default to just populating my PO as being red powder we can also store a vendor skew on the inventory items that's helpful if you're ordering different um you know you're ordering the same item from different vendors just going to leave that the way it is for now and then what what we'll also notice is that stock target is coming through here so because my onhand amount is 0 and my stock target is set to 500 it's going to automatically populate my PO line by ordering 500 lb but you can change this if necessary so I'll go ahead and say it's a dollar a pound and then let's go ahead and give that a save looks like I got to actually issue the purchase order so I'm just going to set this to being an active purchase order so now I have issued my PO the next thing we're going to want to do is receive this inventory once it comes through the door so to do that I'm going to go to my receiving dashboard i'm going to find my purchase order so let's type in that vendor it's going to be PO number 194 here's that red powder that I ordered so we'll go ahead and receive it and I'm going to receive all 500 pounds that I ordered and I'm going to mark it as receiving it today roughly 1:00 we can also add any receiver notes um so if we want to note anything when we receive in this inventory we can we can also upload receiver files so that's super helpful when you have the iPads if you want to snap a quick picture of the inventory that you received and now we are going to go ahead and create an inventory batch so if my powder comes with a lot number I can go ahead and put in that lot number i can also add the expiration date so maybe my powder expires March 22nd that inventory unit price is going to populate because I filled it in on the purchase order then this next area is where I can create containers so the default is going to be on our inventory batch it'll automatically have one container but maybe I received that 500 pounds of powder in two separate boxes i could then use my containers so I could set a base name so maybe I just want to do box as the base name and then I'm going to add two containers and I'm going to split this quantity so that I have 250 lbs in each box and then what this will allow me to do is then when I am done receiving my inventory I can then generate QR codes for each of those different boxes that can be printed out and stuck on to each box and then what we'll also notice here is that that default location that I set on the inventory item is coming through but if I did want to change it maybe I wasn't storing it in cabinet one this time you can still change that so we'll go ahead and give that a save and it's going to pop up with my inventory QR codes so now I'm done so if we go back to inventory we'll see that that notification I was getting has gone from a four to a three because I no longer have low inventory so we can navigate back to my inventory item and we'll see I now have 500 lb remaining for a total value of $500 and if I scroll down I have now created an inventory batch and I can click into this batch see more details i can see the two containers that I created as well and if I needed to print that QR code again we can see it up in that top right so now that I have my inventory item the next thing we will want to do is tie it to a treatment what this will allow us to do is deplete inventory from the workboards so we can do this either on the inventory item or you can go into the treatment that you want to tie it to i'm just going to do it from the item so within my red powder if I scroll down to the bottom we have two options if I have an existing treatment I can link it to an existing treatment i'm just going to create a new one so I'm going to name my powder red powder i'm going to assign it to a treatment group that I made for this master class and then something that's cool is that you can tie multiple inventory items to the same treatment so in the case of powder it would likely be one to one but if we were working with something like paint for example where we have a catalyst involved we could have a treatment for red paint and then we could tie it to both the red paint inventory item as well as the catalyst that we need for the paint and then you can set up how many parts to hole you would need so that's super helpful for operators to see on the floor in our case we'll just keep it as a one one relationship then I will go ahead and give that a save so now I have my treatment tied to an inventory item and that's going to be super important because that connection is needed to see it in the workboards so now what I will do is I'm going to create an order quickly so we'll go ahead and use ABC concrete and I'm going to save and add parts and let's just create a new one we'll use fake part number one 123 as our example give that a save and then we're going to be powder coating it now here's where I can select my treatment so I'm gonna want to go ahead and select my red powder and then we'll give it a save now I can navigate to my workboards and I'm going to find my powder coating one so now if I go into my workboards I am able to deplete my inventory from within the work parts screen so we have two options here first is that we can deplete it second option is we can just mark it as we used the item without necessarily having to say you know I depleted this amount i'm going to go ahead and deplete it in this case so couple different options here when depleting the inventory item the first thing we'll have to decide is if we want to autodep or first in first out so whatever that oldest batch is in steel head that's what we would be depleting from the other option we could pick is to select the batch from which we want to deplete since we only have one batch doesn't really make a difference but we can do select batches if we were taking you know a certain amount from our first box and then a certain amount from our second box and we can set that as a default and then the next thing we have to decide is how we want to deplete this so do we want to deplete it in terms of amount remaining or amount used so I'm going to go ahead and do it in terms of amount remaining so I'm basically saying I have 250 lb in box one to start with now maybe I have 200 in box one and then maybe I took 60 lb from box two so I have remaining 190 so that is how we can choose so we can either do it in terms of amount remaining or we could select it and put in how much powder we used either one works depending on how you deplete inventory and then the next option we have so in our case we're depleting to the work order that is going to give you the most accurate job costing information um because then you can see how much your inventory costed you on the work order but there are some scenarios where maybe we would only deplete to a station this is helpful if you're putting certain chemicals into a tank or something where you don't necessarily need to track it at the work order level but more so at the station level so I am depleting to my work order i could add any sort of comments if I wanted to then it's going to tell me at the bottom we're depleting a total of 110 lbs on one work order i'm going to go ahead and give it a save and now it's telling me you have used that powder and something that's nice for visibility is I can click into this work order and if I scroll down to the bottom it'll give me that history so I can see what was used on this work order and on the inventory item as well i find my inventory item I can click into it and then I can look at my batch that is created and if I scroll all the way down to the bottom I can also see all batch transactions that are associated with the inventory so if you're ever wondering what has happened to an inventory item over time and you want to look into the batch and see how it's been used we can see that there so it'll give you a history of the transactions what happened to it how much was used what work order it was associated with and also who did it a couple other things to note while looking in the inventory batch is um that other feature I was talking about if you want to simply touch the batch so maybe you want to note that you interacted with it but you don't necessarily want to deplete it we can do the touch feature we can also deplete the batch from this screen so if we're not depleting on the floor but maybe we want to go into the batch afterwards we still have the option to do that here and it's the exact same screen in terms of quantity remaining quantity used we can do all of that the next thing we can do is move the batch so if we want to change the location of a container I could move it from cabinet one to cabinet 2 per se and then I'll enter in the quantity that I want to move as well i can also audit the batch quantity remaining so this is helpful if for example maybe we forgot to deplete the inventory in Steel Head for a couple weeks and the amount is super off um I ideally we're always depleting we're keeping track of it but if we do need to audit that amount to correct it then we can go ahead and select our box i can audit it down to 100 maybe and I can put a comment you know forgot to deplete and give that a save and that will adjust our total remaining amount for this batch and if I scroll back down we'll see it's now recording that audit transaction so super helpful for visibility and knowing what has happened to our inventory batches so that is another example and then the last thing we can do at the batch level is we can assign a batch owner so if we were holding on to powder that was provided by a customer maybe it wasn't something you purchased but something your customer supplied then we could assign it to an owner and we could say that it's owned by Honda honda gave us this powder so that is helpful for tracking inventory as well so that's another way we can deplete that inventory we can use the iPads and scan the batch QR code that was printed out and then it will take us right to this inventory batch screen to deplete the inventory or edit any other details that we need to and if you ever make a mistake or anything like that or we deplete something incorrectly we also do have the option to delete the transaction so that is helpful to know as well and then another way that we can deplete inventory is through this inventory management so we have a hyperlink in the corner or if we navigate back to our main screen still have that hyperlink here so we can click into our inventory management this is nice cuz you can search by inventory type or that specific item you can also filter by transactions so if you're looking for certain items that have been used in the past week or so you could filter it by transactions and from here we can see all the different items and then very easily we can click this arrow icon and then we can also deplete inventory from this screen so super easy if you have to deplete a bunch of inventory at once we can come to the inventory management screen and deplete from here as well so three different ways to deplete inventory you can do it on the workboards you can navigate directly to the batch and deplete that way and then you can also do it from the inventory management screen and then the last thing I will cover is want to talk about predictive inventory a bit so predictive inventory is super helpful for potential orders that you might receive in the future how it works is we can set it up either on the inventory item or on a part number so I will go ahead and just do it from the inventory item since that's where we've been spending most of our time so I'm going to use my red powder as an example and if I scroll to the bottom of that inventory item I can set up a predicted usage for a part number so for example I can pick let's go with our fake part number 1 2 3 i can pick this part number and I can set up a relationship so I could say for example I think that one part will take 2 lbs of powder we also have some power tool function there but we're just going to keep it simple in the manual mode for now and I'm going to go ahead and save that usage i can also navigate to the part number and I could edit that part number and set it up on the part number either one is correct and then if I were to quote a job for this part number I could navigate and I could go ahead and create my quote i could select my customer give that a save and then when I add my part to the quote I'll select my process and it'll pull in that red powder as a default and then let's say I'm anticipating you know 100 parts i'll go ahead and give that a save and we'll see it's going to trigger a low inventory alert so if I hit show alerted items it's going to tell me I currently have 290 lb on order and my current predicted usage is going to be 200 for this quote so this is super helpful if you know maybe you're not guaranteed to get this order in but if you do get this order then we would potentially need to order more we would be below our threshold so predictive inventory is great to set up that relationship between the inventory and the part number so that way you don't run out of that item if you do win that job and then one last thing I'll show um I was talking about locations so if you're ever curious what inventory you have stored where you can also find that in the locations module of steelhead so I was using my powder storage so I can click on my overall powder storage location and then within that location I created subloss i stored my powder in cabinet one so I can navigate to that cabinet one and I can see all the inventory items that I have in this location in steelhead and we can also generate a QR code for this location and you could print it out so you could also very easily scan that with the iPad it'll take you right to this location in Steel Head and you can see everything you have in cabinet one without even having to go out on the shop floor so super helpful to have that visibility there and I think that concludes everything that I wanted to cover for inventory so we can now move on to the Q&A session if anyone has any questions I will stick around feel free to unmute yourself or leave