Managing Inventory Of Equipment in Multiple Sites by Multiple Users

If you need to manage inventory of any type of equipment in several different sites, managed by different people, look no further. Delivrd has your requirements covered!

The process

You manage inventory in different sites. These sites might be your customers’ offices, a construction site, or a remote warehouse or storage. The equipment you manage is usually stored in a central warehouse, and dispatched to the remote site based on your customer’s requirements. Sometimes this equipment is returned after a certain period of time to the central warehouse, and might be dispatched later to the same site, or to a different site.

Some of the equipment (usually, the more expansive equipment) might be managed by serial numbers, which allows you to trace each piece of equipment.

Some of the types of businesses which are relevant for this process are:

  • IT companies, managing IT equipment (for example, networking equipment, servers, spare hard drives etc.) in different customers sites
  • Construction / renovation companies, who manage inventory of equipment in different construction / renovation sites
  • Event producers – companies that produce different types of events: conferences, parties, corporate events, weddings etc.
  • Solar project companies –  installing solar panels and all relevant components on different customers sites. These companies need to track which equipment is installed at which customer’s site.

 

Managing equipment in multiple sites in Delivrd

The examples below will walk you through setting up Delivrd to manage IT equipment in multiple sites. The process is identical for any other business managing equipment in multiple sites, regardless of equipment type.

The first step is to get your products, inventory and serials uploaded into Delivrd.

 

Once your products, inventory & serials are updated in Delivrd, you should start reflecting all real-world inventory changes in Delivrd:

  • Create purchase orders and receive their inventory into Delivrd when you buy new equipment from your suppliers. The inventory might be received to your central warehouse, or directly to a remote site. You can set the inventory location in your purchase order according to where your inventory will be physically received:
  • When inventory is transferred from your central warehouse to a remote site, returned from a remote site, or transferred between sites, use Delivrd inventory Transfer transaction:
  • As time goes by, equipment gets lost or is scrapped. In order to know what you really have in stock, make sure you perform periodic inventory counts, in your central warehouse & in your remote sites

In the end, you use Delivrd inventory management to be able to answer a few very important questions, such as ‘Which equipment is located right now in site ABC’ , or ‘Where is equipment with serial number 7746635283’ , or ‘Where can I find equipment with SKU 556677’.

You will find the answers in Delivrd’s inventory list and in transaction history.

Inventory List

In inventory list, you can view stock quantities of a particular products, a group of products (with a common category), or by inventory location. You can also search for products by serial number.

 

Inventory management by multiple users

It would made sense for you, as being in charge of inventory management, to delegate inventory management responsibilities to other parties, who are physically on site and can do the actual receiving/ transfer of inventory into their respective sites.

With Delivrd Inventory Networks, you can invite other users to manage inventory within your Delivrd account. You can limit their access to a updating inventory in specific inventory location and even to specific products.

 

 

 

Know the Total Value of Your Inventory with Stock Valuation Report in Delivrd

Sometimes it’s hard to calculate the total value of your stock because of intensive inventory transactions. Delivrd inventory management software and its Stock Valuation Report feature give you an insight into your total inventory value with just a couple of clicks. Here’s how it works:

  1. In the navigation bar, click Products & Inventory > Inventory List.
  2. In the upper-right corner of the Inventory List page, hover over the … button and choose Stock Valuation Report.

And that’s it! The stock valuation report will show you the product category, available quantity, location, unit value, and total value of the product, which is unit value multiplied by quantity. Besides, Delivrd will calculate the total stock value, which is displayed in the upper-right corner of the report.

It is also possible to filter the report by specific SKU number, location, or category.

Finally, it is possible to export the stock valuation report.

Searching Through Inventory Transactions Remarks

Whenever you create an inventory transaction (e.g. inventory count, receive or issue) in Delivrd, you can enter a remark. Documenting transaction details in remarks is very useful, in particular when working in multi-user environment.

With Delivrd latest release, you can now search through remarks entered in transactions. You can search by entering search text in the ‘Search By Remark’ box:

Here’s how it works:

Editing remarks in inventory transactions history

When you carry out inventory transactions – stock count, receiving products to stock or issuing products to a sales order, we strongly recommend to add remarks. It makes it easier for everyone to understand why these transactions happened.

 

You can view these remarks in inventory transaction history, one of Delivrd’s coolest features. And now, you can update existing remarks!

If you forget to add a remark or made a mistake while inputting one, you can just visit the inventory transaction history of the relevant inventory record, click on the remark to update it, or add a new remark if one doesn’t exists.

And here’s a short clip explaining how to update remarks of any inventory transaction:

Inventory Email Alerts in Delivrd

Delivrd inventory management software now has a feature of sending emails with inventory alerts. To set up this feature, go to Settings and make one of the following choices in the Inventory Alert drop-down list:

  • Don’t send any alerts: This is a default option that does not allow to send the inventory alerts.
  • Send only low inventory alerts: Choose this option to send the alerts when the inventory quantity is below the reorder point or safety stock.
  • Send list of all inventory: Choose this option to send inventory reports for all products, regardless if the inventory quantity is below the reorder point or safety stock.

If you assigned any products to suppliers, then it is also possible to send the inventory alerts to those suppliers. To do so, just specify the email address when creating or editing a supplier record. It is possible to add multiple email addresses for a single supplier, by separating each email with a comma (,)

To send the inventory alerts, to your own email and to your suppliers, go to the Inventory List page, and from the Actions menu, select ‘Send Inventory Alerts’:

Assigning Products to Suppliers in Delivrd

To assign products to suppliers in Delivrd inventory management software, do the following:

  1. In the navigation bar on the left, click either Products & Inventory > Products or Partners > Suppliers.

  1. In the upper-right corner of the Products List or Suppliers page, click Actions > Products – Supplier Assignment.

  1. In the upper-right corner of the Product-Supplier Assignment page that opens, click New Product-Supplier.

  1. In the form that opens, select the product and supplier that you are going to connect. You can also optionally add the price you buy this product from the specified supplier, and select the status of assignment – either Active or Inactive.

  1. When ready, click Save.

The system will reflect the product-supplier assignment in the inventory list by adding the Supplier column to the page where the product record is located.


The product price will be copied to replenishment order lines that you will create with this supplier and product combination, and the system will send inventory alerts to the supplier regarding their own products – more on inventory alerts coming soon.

Third-Party Fulfillment Services in e-Commerce: Pros and Cons

If you’re just starting off with your own e-commerce business, then you’re most likely to choose either the drop shipping or self-management retail fulfillment method. But if your business is growing quickly, it would be better to hire a third-party logistics company that will manage your inventory and warehousing processes.

First of all, here are some signs showing you that it’s high time to outsource your fulfillment:

  • Lack of time on business promotion. If you spend the most of your time fulfilling orders, but have no time on marketing efforts, outsourcing will be the best solution here.
  • Not enough infrastructure. If your business is growing too fast, it may outgrow your current infrastructure, so handing it over to a third party may help.
  • Irregular sales. You may have the best sales levels in winter but almost no sales in summer. If you’re managing your warehouse on your own, you may suffer financial loss, whereas a third-party logistics provider will handle this issue for you.

Pros of Third-Party Fulfillment Services

  1. Good for businesses that grow quickly. While an outsourced company will handle your order fulfillment and inventory management processes, you may focus on more important tasks.
  2. No effort on staff search and management. A third-party company will be fully responsible for hiring and managing the warehouse staff.
  3. Cost-efficiency. For startups, it’s typically cheaper to self-manage their fulfillment or use drop shipping. However, for a growing business with growing cash flow it would more cost-efficient to outsource the fulfillment processes.

Cons of Third-Party Fulfillment Services

  1. Not good for highly specialized businesses. If your company has unique specialized needs, e.g. you need special equipment to fulfill highly customized orders, then it would be easier to manage the fulfillment on your own.
  2. Less control over inventory. If you manage your own warehouse, you can use inventory management software to manage all your logistic processes. When outsourcing, you won’t be able to do so, and will depend on data provided by your 3pl partner.

Drop Shipping in e-Commerce: Pros and Cons

Recently we’ve discussed the retail order fulfillment methods, which help to manage the product storage and distribution processes in e-commerce. Now we’re going to explain each of these methods in a series of articles. In this article, we’ll discuss the pros and cons of drop shipping.

So how drop shipping works? Unlike traditional retail models, merchants who use drop shipping actually don’t keep a stock of purchased inventory items. Instead, they order the products from the supplier’s warehouse or distribution center to send them directly to the customer. Let’s see how merchants can benefit from drop shipping and, on the contrary, what can make drop shipping less attractive for them.

Pros of Drop Shipping

  1. Good for startups. If you’re just starting off with your business, then drop shipping will be a perfect solution for you. As you order and sell not many items, you don’t need complex inventory management processes at this stage. Besides, you’ll need a lower initial investment.
  2. Low costs. With drop shipping, you don’t have to pay for a warehouse and warehouse management procedures. Many successful “drop shippers” run their businesses literally from home.
  3. Flexibilty. You won’t have to do a routine work of processing additional orders, because the suppliers will do it for you.

Cons of Drop Shipping

  1. Extra shipping costs. Drop shipping involves work with multiple suppliers, and this can bring more pain when it comes to shipping costs. If, for example, items in one order are shipped by several suppliers, shipping costs will increase.
  2. Low profit margins. Unfortunately, drop shipping is a highly competitive method. Many beginner businesses choose it as a quick way to make a profit and thus set very low prices, so the customers could prefer their prices over yours.
  3. Inventory issues. As your business will grow, you will face more and more inventory issues, such as inability to track the daily changes in your drop-shipper’s inventory availability. So sooner or later you’ll have to choose another retail fulfillment model.

To summarize, drop shipping isn’t perfect, but it works in certain cases and for certain types of businesses. Still, having the right inventory management tools at hand will help you to manage your inventory quickly and seamlessly, whether you manage your own inventory or you are a drop-shipper yourself.

Product Storage and Distribution in e-Commerce: Overview

According to latest statistics, e-commerce is growing 23% year-over-year, and it means that there’s a constant need to optimize the product storage and distribution processes. Currently, there are several retail fulfillment methods, which help to manage these processes in e-commerce:

  1. Drop shipping. This method significantly shortens the journey of a product from a warehouse or distribution/fulfillment center to a customer. What is the secret of drop shipping efficiency? Actually, drop-shipping companies never keep their products in stock. Instead, they purchase the products from a supplier and then have them shipped directly to the customer. In other words, customers receive products right from the supplier’s warehouse or distribution center.
  2. Self-management. Unlike drop shipping, the self-management method requires that, after a purchase from a supplier, the merchant should keep the products in their warehouse and manage the inventory of these products. Such inventory management processes include counting, tracking, issuing, receiving, packing and shipping of the products, often with the help of specialized inventory management software.
  3. Third-party fulfillment services. The first two methods work great when you’re just starting off with your business. But when your company has grown to an extent when it becomes hard to manage the flow of products that you sell, hiring a third party could help a lot. How does it work? You find a logistics company that will store your products and manage the packing and shipping as well as other inventory processes.

No matter which method you’d prefer, proper inventory management is crucial for any business. With Delivrd inventory management software, you can process your orders and inventory operations in a quick, efficient, and hassle-free way.

Fast Inventory Transactions in Delivrd

With Delivrd inventory management software, you can quickly update inventory for a specific product. To do it, open the Inventory List page under Products & Inventory and scan the barcode of the product on this page. If you don’t have a barcode scanner, you can manually enter the SKU, EAN, or UPC of the product in the field above the inventory list, and then click Search.

If the system finds a result, you can directly receive or issue 1 piece from inventory, or choose to receive or issue any quantity you want. You can do this with the four buttons in the Inventory Transactions column: +1, -1, Receive, or Issue.

Click the corresponding button to open a window where you can enter the transaction details. For the Receive and Issue transactions, you can enter any value in the quantity field, whereas for the +1 and -1 transactions, this field is not available for editing, as quantity of transaction is 1.

 

As always, any inventory transaction you enter into Delivrd will be displayed in the Inventory Transaction History