Choosing the optimal inventory management system

Those whose goods do not need to be controlled, but who use stock management only for orientation, can skip this chapter or be guided from other topics to important parts of the chapter. All others should work out an efficient control concept on the basis of the manifold possibilities and tools.

Automation

The automation of goods movements takes over the internal posting of items for you. You can automate:

Purchase Orders to Vendors - Goods Receipt Postings from Vendors
Loading (automatic filling) of all warehouses and points of sale
Creation of own products and forwarding within the company
Delivering to points of sale Just In Time

quality management

The controller also optimizes your quality management:

Kanban control as optional and modular functional offer for sensitive areas of your business
Sales outlets are optimally prepared for sale
Your own products are manufactured according to precise specifications
Your product quality can be assured by clear recipes and production instructions, even across sites.

Teamwork between cashier and controller

The automatic cash register interface also offers you: A common item master for cash register and stock management Recipe items with customer-oriented insert changes Tax-deductible loss postings Illustration and implementation of simple and complex merchandise management business structures Orders and internal stocking without compulsive counting of the target inventory

Control

Inventory control is a necessary basis for smooth automation, because without the knowledge of the correct inventory, all decisions based on it are inevitably inefficient. The lack of control mechanisms is the cause of wrong assumptions about inventory and consequently prevents successful stock management.

When using the CONTROLLER, noticeable increases in profit will be achieved, because the CONTROLLER also optimises your quality management:

The goods usage is evaluated on the basis of the goods movements per point of sale and warehouse.
Points of sale are checked down to the smallest detail
Your bearing positions will be checked

The control of the cost of goods consists of several actions.

Ultimately it is always a question of the actual inventory being as close as possible to the theoretical inventory. By entering the actual stock in control entry, you can obtain a comparison report for the calculated theoretical stock. At the end of this control cycle, the recorded stocks become backed up stocks and any differences that have arisen are finally recorded, so that a new control cycle is started immediately with accurate stocks. In the Stock Reporter you can display and evaluate an evaluation of the variance between the theoretical and actual stock. You should also display a final control report after each control entry to be able to react to differences. Of course, you can also display the final inspection report at a later point in time for the previous point in time.

General goods movements

The movement of goods is the fundamental topic of a stock management system. In the previous chapters we have briefly presented the possibilities. We have shown you that the automation of goods movements generates advantages and only works reliably on the basis of secure inventory information.

First of all, we would like to illustrate the goods movements of a company using a simple model:

In this model, we have refrained from depicting exceptions for which we also provide functions:

Return deliveries to suppliers
Return delivery from points of sale to warehouse
Loss postings from warehouse or point of sale
Consumption postings due to production tolerances

Remember that a goods movement should be represented by a goods posting in the system. Choose from the various possibilities of the Hypersoft Suite to find the best solution for you.

You can automate the movement of goods up to 100%. In addition to making things easier, this also leads to a rethinking of responsibility for goods, which can have a positive effect on all parties and areas concerned through many side effects.

Here are a few examples:

Old procedure	New transaction
An employee responsible for the warehouse places the purchase order with the vendor. In the case of seasonal changes, the latter decides spontaneously.	An employee responsible for the warehouse enters the target stocks into the system and transfers the purchase orders to it in the future. Seasonal changes are simply demanded and applied in a targeted manner.
An employee checks the goods receipt using the delivery note. Perhaps the order is consulted to find that it differs from the delivery note.	An employee checks the goods receipt using the automatic ordering transaction and checks the delivery note against it.
An employee posts the corrected delivery note as a goods receipt. Ordered goods which are also missing on the delivery note will not be noticed. Later, the tax consultant tries to determine a flat rate cost of goods on the basis of the invoices.	The controller books the order transaction including deviations for you. Items missing from the order are evaluated and important immediately reordered. Financial Accounting automatically receives the goods movements assigned to an account.
Many employees increasingly request goods from their warehouse at the start of work. Most of the time, it matches what was ordered before. Since nobody wants to control these goods movements, they are not recorded. All losses are global and incomprehensible. Only in a few cases do you assume that you have a stock of some items.	The disposition monitor automatically equips your sales points and creates delivery instructions during operation. The bookings are carried out automatically and transfer the responsibility to the employees of the respective warehouse or sales point. Your items are available in exactly the right quantity and for your customers.
During operation, goods are requested on call or against handwritten receipt that are needed spontaneously.	The operator creates a fast and traceable goods request at the Hypersoft POS. This becomes a delivery instruction via the MRP monitor.
The stocks are counted once a month or year. The valuation is based on the average premium calculation and allows conclusions to be drawn about the operating situation only in the event of extreme losses.	Regular checks with connected digital scales increase responsibility and yield. The reduced cost of goods exceeds your expectations and strengthens the company. Loyal employees can be distinguished from others and the controller thanks you additionally with an optimal inventory management.

Further documentation:

How do I structure my inventory management?

How do I structure my item master?

How does the inventory service work?

Getting started with the controller

Back to the parent page: Stock Management