A Simple Inventory Tracking System

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A Simple Inventory Tracking System

When it comes to tracking inventory, simple is often better than complex. That is not to say that a simple inventory tracking system has to be low tech or rely on outdated, manual processes and tools. Instead, it means that it should be accessible and understandable to all of your employees who have some connection to your inventory.

In this article, we will cover some of the ways that an inventory tracking system can simplify business processes and make warehouse workers’ jobs more streamlined and comprehensible.

powerful inventory management and control features TRACK INVENTORY LEVELS IN MULTIPLE LOCATIONS

Having inventory in multiple warehouses and retail stores poses a complicated logistical challenge. How can you tell how many items you have at each location, when you need to order more, and if it is a good idea to transfer some from one location to another? Attempting to do this all manually will likely lead to inefficiency, shortages, overstocks, and all sorts of other problems.

The right inventory tracking system can help you to alleviate these problems and worries by putting all of the data into a single interface. You can click on a part in your inventory and see all of the locations it is currently found in. If there is a shortage in one warehouse, you can generate a transfer order to quickly replenish its stock from another warehouse. This setup allows you to simply keep track of your entire inventory across multiple locations while also accounting for discrepancies. And speaking of accounting, we’re just about to address the importance of integrating with QuickBooks.

ELIMINATE DOUBLE DATA ENTRY BY INTEGRATING WITH QUICKBOOKS

If you have both an accounting solution and an inventory tracking solution, you probably know what a hassle it can be to have to add the same information twice. For example, when a customer purchases an item from you, you will have to not only update your inventory quantity, but also your general ledger to reflect the sale. You will also most likely need to generate an invoice and packing list to include with the item if you are shipping it to the customer. Incoming orders will also need to be reflected in your inventory and financial records. QuickBooks is a popular accounting solution for small businesses. If you attempt to manually update QuickBooks and your inventory tracking solution, you will run the risk of accidentally typing the wrong thing into at least one of them. Double data entry is a source of many problems.

It is a much better idea to integrate the two solutions together so that after a sales order comes in, the information gets automatically passed on to QuickBooks on a scheduled basis. That way, your inventory and accounting records will match up with each other, and the dangers of double data entry will be virtually eliminated. And your employees are empowered to make better use of their time now that they are not tied down to a computer doing tedious tasks.

EMPOWER EMPLOYEES TO DO MORE WITH THE RIGHT TOOLS

Warehouse workers are often held back by the fact that they do not have the right tools at their disposal to accomplish all of the tasks that they would otherwise be able to do. A single warehouse worker might have to spend a lot of time performing individual picks or multiple workers could be sent out to do jobs that could be better handled with the aid of tools, such as batch picks and barcode scanners.

Batch picks allow one worker to go into the warehouse and collect all of the items necessary to fulfill multiple orders at the same time. For example, there might be two sales orders wherein the first one the customer wants one broom and two tables and in the second one the customer wants two brooms and one table. Let’s say brooms and tables are stored on opposite sides of the warehouse, so it takes a long time to go between them. Normally, the worker would pick each order one at a time, so he would have to pick one broom, walk across the warehouse to get a table and then repeat the process to get two more brooms and one more table. With a batch pick, though, the worker can simple pick three brooms and three tables, skipping a lot of unnecessary walking time. Barcode scanners and other mobile devices further simplify the picking, ordering, and receiving processes by allowing warehouse workers to instantly update inventory records and precisely locate items by their aisle, shelf, and bin number. They can even save a step by setting up auto reorder points, which we will discuss next.

REDUCE CARRYING COSTS WITH THE HELP OF AUTO REORDER POINTS

Carrying costs are the expenses incurred by storing various items in a warehouse. Keeping items secure, at a certain temperature, and dry requires some effort. It is a good idea to keep your carrying costs as low as possible, and you can do that by only ordering the number of goods you need in order to meet demand. The trouble is, how do you know how many you need?

You can calculate the minimum and maximum number of goods to keep on hand by analyzing past sales figures and factoring in seasonal trends. Once you come up with a healthy range of quantities for each of your goods, you can set up auto reorder points, which will let you know when you need to place an order to maintain a healthy number in stock. Instead of having to go out into the warehouse and check inventory quantities all the time, you can let your inventory tracking system bring that information to you in the form of detailed reports that show every item that has reached its minimum quantity. This is not to say that routine cycle counts have no place in warehouse management. There are other factors, such as theft and spoilage, to account for, so it is still important to perform cycle counts from time to time. But a good inventory tracking system should help you to simplify the process and keep your inventory records as accurate as possible.

SIMPLY THE BEST

Fishbowl is simply the best inventory tracking system out there. It helps you monitor inventory quantities in many locations, integrate seamlessly with QuickBooks, enable employees to use barcode scanners to perform batch picks, and assign auto reorder points to goods. Simplify the way you track your inventory with Fishbowl.

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TL;DR SUMMARY

A simple inventory tracking system should allow small businesses to perform the following tasks:

  • Track inventory levels in multiple locations
  • Eliminate double data entry by integrating with QuickBooks
  • Empower employees to do more with the right tools
  • Reduce carrying costs with the help of auto reorder points

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