Modern Inventory Management: QR Codes + Cloud + Mobile Technology

How Do I Set Up QR Inventory System?

How to set up inventory storage locations, custom fields, inventory transaction types and transaction properties.
QR Inventory is very flexible software and allows you to set it up in a way that fits your business workflow. However, it is very important that you set up everything correctly from the start. Here are the most common mistakes that people do when setting up QR Inventory, and commonly asked questions. If you have any doubts on how to set up QR Inventory, please contact us, describe your project and business scenario, and we will be happy to give you an advice. We also offer an enhanced setup option, where we will set up QR Inventory for you based on your specific project.

Inventory And Assets Locations


What should I do to track assets and / or inventory in multiple locations? I added Location as a custom field and inventory location is not being changed automatically.

Assets and inventory locations are tracked automatically - you should not create custom field Location to do this. When you first enter inventory or asset into the system, you will have a chance to assign asset to a location, or enter inventory stock in different locations. This part is optional - if you do not do it, the item you entered won't be available in any location.
When you perform assets or inventory transactions, you select from which location item is picked and / or to what location item is moved. After you perform inventory transaction, location and quantity will change automatically.
You can review inventory stock and asset location on item details page, in the reports, and on a smartphone in QR Inventory mobile application.

Some of our inventory is out in the field on various job sites that change frequently. How do I keep track of inventory in these remote locations? Should I enter all of them into the system?

You do not have to enter remote locations that change frequently into the system. QR Inventory allows you to have four types of storage locations:

  • Permanent Storage Locations.
    These are warehouses, offices or any other place where you permanently store your assets and inventory. You need to create a list of all your permanent storage locations at setup time using Warehouses / Storage Locations link in the menu. You can edit this list at any time as needed.
    When inventory or assets are checked out, checked in or transferred from or to permanent storage location, user selects name of location from a dropdown list in QR Inventory mobile application.
  • Remote Site or Person.
    These are locations that change frequently. Example: temporary job sites, events locations, names of people who rent or lease assets, etc.
    There can be many of such locations so it is impractical to keep a list of them. When inventory or assets are checked out, checked in or transferred from or to Remote Site or a Person, user enters location name manually or scans it in using special location QR code to avoid mistyping.
  • Self.
    These are employees and users of the system. If a user checks item in, out or transfers item to or from "self" (s)he will not need to enter or select anything for the location. The system will recognize who performs a transaction and will record the name of that employee automatically.


Do I need to enter a group for each inventory storage location?

You do not have to. However, if you have a lot of permanent storage locations, groups help you keep locations better organized. You also can specify what locations group should appear in the mobile application for specific transaction types, which help you avoid long drop-down lists with locations which are not relevant for the task at hand.

Inventory And Assets Transactions


What is an asset or inventory transaction?

Any action that causes assets or inventory to change location and / or quantity is a transaction. You may have different inventory transactions depending on your business type. Some of the examples of inventory transactions are: restocking, check out, check in, take inventory out for a job, return unused inventory, send to repair, discard damaged item, rent out, return from rent, sale, return, etc., etc. You create transaction types that you need via a web dashboard, Transaction Types link.

What are in, out and transfer inventory transaction types, and when should I use each type?

Important! All transactions where item is still your property and you want to continue tracking it should be transfer transactions. It is a common mistake to make transactions like check in, return from rent in transactions, and check out, rent out out transactions. This is incorrect - when you rent item out it is still your property, it is just changing locations - so it is a transfer transaction. If you sold an item to a client, but want to continue tracking the item (for example you wnat to know what client has what item, keep track of warranty repairs, etc.), your sale transaction will still be of the type transfer.
Use in transactions for the newly acquired items (e.g. restocking), and out for the items you are permanently getting rid of (e.g. sale, discard damaged item).

How do I track inventory between a warehouse and remote job sites? What transactions should I create?

Create a transfer transaction, from Permanent Storage Location to Remote Site for sending out inventory to a job site, and transfer transaction from Remote Site to Permanent Storage Location for returning unused inventory back to the warehouse. When performing transaction, an employee will select warehouse from the list, and type in remote site name.

I want to know where assets / inventory are located at any given time. My employees pick up assets / inventory in the warehouse, place in their service vans and then use for the installation / repairs at the customer site. Some inventory can stay in the service van or be returned back to the warehouse. How do I set up this workflow?

Create the following inventory transactions for this situation:
  • Transaction: Pick up at the warehouse (transfer). From Permanent Storage Location to Self. An employee will only need to select warehouse from the list. After this transaction is performed, you will see that item is in the employee's possession.
  • Transaction: Used for a client (out). From Self. An employee won't need to select any locations in the application, and after it is performed the item will be removed from the inventory. An employee can specify for what project and / or client the item was used.
  • Transaction: Return Unused Inventory (transfer). From Self to Permanent Storage Location. An employee will need to select warehouse from the list. After transaction is performed, the item will be listed back in the warehouse.


What inventory transactions should I create for rented out / leased out/ loaned and returned assets?

Create the following inventory transactions for this situation:
  • Transaction: Rent Out (transfer). From Permanent Storage Location to Person
  • Transaction: Return From Rent (transfer). From Current Location to Permanent Storage Location. When you select Current Location, asset location will be determined automatically, and an employee won't have to enter location from which an asset was returned manually. In this manner you can process multiple assets that were returned from different locations in one transaction.
    Important! Current Location is only valid for assets transactions. Do not select this option for inventory transactions, since inventory can be in several different locations.


I have reusable containers that my company delivers to the clients, and then later picks up empty containers. I want to know where each container is. How do I set it up?

Create the following inventory transactions for this situation:
  • Transaction: Pick Up In The Warehouse (transfer). From Permanent Storage Location to Self. At this point container is in the employee (driver) posession.
  • Transaction: Drop Off At Client (transfer). From Self to Person. At this point container is in client's possession.
  • Transaction: Pick Up At Client (transfer). From Current Location to Self. At this point container is in the employee (driver) posession.
  • Transaction: Drop Off At The Warehouse (transfer). From Self to Permanent Storage Location. At this point container is back in the warehouse.


Custom Fields And Transaction Properties.


What are "transaction properties" and how are they different from the custom fields?

Custom fields are for entering any information on the item that you need (for example manufacturer, vendor, GL number, etc.). This information is related to a specific inventory line item or an asset.
Transaction properties are related to individual transactions. For example, if you want to keep track for what projects inventory is used for, project can be one of transaction properties. It is related to a specific transaction and not to the item. The same inventory line item can be used for multiple projects, and each transaction will have different project name.

What are Item Level and Fraction Level custom fields?

In absolute majority of cases your custom fields will be item level. Item Level custom fields always have the same value for all instances of the same line item. For example, every Electrical Motor ABC123 will have the same specifications and the same PDF file with technical documentation.
Fraction Level custom fields can have different values for different instances of the same line item. For example, the same medicine in two different boxes might have different expiration dates.
They are used for tracking quantity of the same line item with different properties. For example, in the case of medicine with different expiration dates, you will be able to see that you have 10 bottles of medicine, out of them 3 will expire on date X, and 7 will expire on date Y.

What are Transaction Level and Item Level transaction properties?

Transaction Level transaction properties will be filled out once per transaction. These should be the properties that will always be the same for all items in the transaction.
Item Level transaction properties will be filled out separately for each item in the transaction. These should be properties that can be different for each individual item.
As an example, project can be a transaction level property, but item conditions will be an item level property.

 

QR Inventory FAQ: Topics
How Do I Set Up QR Inventory?
How Do I Enter Data And Do Inventory Count?
Inventory Serialization: Track By SKU, Lot Number Or Serial Number?
How Do I Use QR Inventory Mobile Application?
How Do I Access And Collect Data With QR Inventory Mobile Application?

 

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