Customer Relations Management · 2020. 4. 10. · - 2 - ORION INVENTORY MANAGEMENT SYSTEM GETTING STARTED GUIDE CONTENTS ... warehouses, sold/installed to a customer, returned, lost,

Customer Relations Management

User Manual

Inventory Orion CRM 1.0

Orion Inventory Getting Started Guide

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ORION INVENTORY MANAGEMENT SYSTEM

GETTING STARTED GUIDE

CONTENTS

Overview of Inventory ............................................................................ 4

Inventory Flow Diagrams ........................................................................ 5

Inventory Key Concepts and Definitions ................................................ 6

Warehouses ........................................................................................ 6

Warehouse Managers ........................................................................ 6

Warehouse Transfer Permissions ....................................................... 6

Suppliers ............................................................................................. 6

Supplier Kits ........................................................................................ 6

Stock Templates ................................................................................. 6

Equipment ......................................................................................... 7

Stock Audits ....................................................................................... 7

Stock Adjustments ............................................................................. 7

Warehouse Stock ............................................................................... 8

Inventory Managers........................................................................... 8

How-To Guide ........................................................................................ 9

Initial Setup ........................................................................................ 9

Suppliers ...................................................................................... 10

Equipment ................................................................................... 12

Stock Templates ........................................................................... 13

Warehouses ................................................................................. 15

Create Orders................................................................................... 18

Modifiable Fields ......................................................................... 18

Steps to Create an Order ............................................................. 18

Auto Order ................................................................................... 19

Preview Order .............................................................................. 20

Submit Order ............................................................................... 21


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Inventory Dashboard ........................................................................ 22

Manage Stock ................................................................................... 23

Receive Orders ................................................................................. 24

Order Details Page ........................................................................ 24

Receive Stock Page ....................................................................... 25

Create Transfers ............................................................................... 29

Receive Transfers ............................................................................. 31

Stock History ..................................................................................... 32

Stock Receipt History .................................................................... 32

Stock Equipment History .............................................................. 33

Stock Audits and Adjustments ......................................................... 34

Stock Audits .................................................................................. 34

Stock Adjustments ........................................................................ 35

Inventory Tools ................................................................................. 36

Reports ......................................................................................... 36

All Orders ...................................................................................... 36

Audit History ................................................................................. 36

Assign Managers .......................................................................... 36

Receipt Search ............................................................................. 37


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OVERVIEW OF INVENTORY

The inventory system in Orion was built with flexibility in mind.

Rather than requiring all to implement a rigid, boxed inventory

system, abstract concepts were used to define key pieces giving each

company the ability to construct its inventory-related business

processes as needed.

The flow of stock into the system starts with Orders. Orders are

placed with Suppliers, stock is received into a Warehouse, and from

there is disseminated to other warehouses or to/from customers.

Warehouses are abstract concepts: They can refer to people, physical

locations, temporary locations – whatever is required for the logistics

of stock. Managers are assigned to warehouses with an unlimited

number of manager assignments available for each warehouse. This

provides flexibility for work-load sharing with plenty of managerial

oversight to ensure that correct processes/procedures are being

followed.

Every time stock is moved – whether it is by transfer to/from

warehouses, sold/installed to a customer, returned, lost, stolen, or

broken – a movement receipt is generated. This allows clear and

concise visibility into the constant ebb and flow of inventory.

Stock Audits provide another check-and-balance to ensure that

employees are performing their due diligence and that stock numbers

reflect actual stock levels at all times. Reports showing lost and broken

equipment are generated from audits and can be used to determine

whether or not a charge/credit to the employee is warranted.

Supplier Order

Received Transferred

Installed Returned

Transferred Installed


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INVENTORY FLOW DIAGRAMS

Figure 1 Regular Stock Flow

Stock

received at

Warehouse A

Order placed

with Supplier

Stock

transferred to

Warehouse B

Stock

transferred to

Warehouse C

Stock

sold/installed

at Customer

Stock

returned by

Customer

Stock

sold/installed

at Customer

Stock

lost/broken

recorded in

Audit


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INVENTORY KEY CONCEPTS AND DEFINITIONS

WAREHOUSES

Warehouses are abstract entities that represent people or places

which hold stock. Stock is assigned to warehouses initially through an

order. Once a warehouse has stock, the stock may be transferred to

other warehouses, sold/installed to a customer, returned by a

customer, lost, or broken.

WAREHOUSE MANAGERS

In order to receive stock, initiate/decline a transfer, or complete a

sale/installation a warehouse must have at least one manager

assigned. Warehouse managers are always employees and should be

those deemed in charge of managing stock for a warehouse.

Warehouse managers have the ability to receive stock from an order,

indicate a partially received order, initiate a transfer of stock to

another warehouse, receive a transfer of stock from another

warehouse, have stock installed/sold to a customer, and receive stock

back from a customer.

While it is possible for one employee to be assigned as a manager to

multiple warehouses, each employee may only have one Default

Warehouse. This is the warehouse in which stock is withdrawn from if

installed/sold to a customer and the warehouse in which stock is

added back to in the case of a return. See Assign Warehouse

Managers for details on how to set the Default Warehouse for a

manager.

WAREHOUSE TRANSFER PERMISSIONS

Warehouses must be given permission to transfer to other

warehouses. In order to be the recipient of a transfer, a warehouse

must be in the approved-for-transfer list of the initiating warehouse.

Transfer permissions are independent of warehouse manager

assignments and are maintained through separate setup procedures.

See Warehouse Transfer Permissions for details.

SUPPLIERS

Stock originates from Suppliers. In order to place an order, you must

create at least one supplier record.

SUPPLIER KITS

Kits are an optional feature available under suppliers which allow

supplier-designated kits to be specified in Orion thereby allowing

them to be added to an order. They are simply a means of grouping

products for ordering.

STOCK TEMPLATES

Stock Templates allow default levels for equipment to be specified in a

general way. For each piece of equipment, a Minimum, Maximum,

and Reorder At value may be set. These values are guidelines rather


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than mandatory values and are intended to ease and guild the

ordering/transferring processes.

Each warehouse must be assigned a template upon warehouse

creation so templates must be set up prior to warehouses.

EQUIPMENT

Equipment is what is tracked in the inventory system of Orion. In

order for a piece of equipment to flow through inventory it must have

a unique barcode. Other important values are:

Category – Define which category the equipment will appear in

when looking for equipment.

Type – Defines the type of equipment, from door sensors,

motions and cameras.

Class – There are four different classes, used to help organize

and check your equipment: Automation, Video, Security, and

Other.

Manufacturer – Determine who manufacturers the equipment.

Points – How many points a piece of equipment is worth.

Supplier $ - this field is not required and represents the

supplier’s cost for the item.

Retail $ - this field is not required and represents the retail cost

for the item.

Cost $ - this field is not required and represents the cost that

your company assigns to the item.

Supplier – while not required, setting the supplier allows the

equipment to be organized during the ordering process.

Is Active – a required flag, only Active equipment automatically

shows in warehouse stock lists.

Service Item – defaulting to ‘No’, this flag indicates whether or

not a particular item should be available for general use or

only for service tickets.

MOQ – The Minimum Order Quantity. Some suppliers will

require that when ordering a specific item you must order at

least x amount of that item.

STOCK AUDITS

Stock audits are intended to provide a mechanism for ensuring that

the On Hand value of stock is correct.

If the Actual count for a particular item is LESS than the On Hand

amount, a Reason must be selected from the dropdown list. Reason

options are Lost or Broken.

If the Actual count for a particular item is MORE than the On Hand

amount, no reason is required.

STOCK ADJUSTMENTS

Stock adjustments are similar to audits in that they allow the On Hand

levels of items to be reset. The difference is that an adjustment is


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intended to provide the means to fix a mistake rather than as a checks

and balances feature.

No reason is required if the Actual count is less than the On Hand

count when doing an adjustment.

WAREHOUSE STOCK

Warehouse stock has several values which are tracked and displayed

on various screens in Orion.

On Hand – shows the ACTUAL count of a particular item

Rsvd Instls (Reserved Installs) – Shows the count of a particular

item which are reserved for any future installs. (This is based

on techs who have this warehouse as their default customer

warehouse)

Rsvd Cases – Shows the count of a particular item which are

reserved for any future service cases.

Out Trnsfrs (Out Transfers) – Shows the count of a particular

item which are currently scheduled to be transferred to

another warehouse.

Available – Calculates: Available = On Hand - Rsvd Installs -

Rsvd Cases - Out Transfers.

In Transit – shows the count of a particular item which has

been ordered but which has not yet been received.

Max – shows the Maximum count as set on the Template for

the warehouse

Reorder At – shows the Template Reorder At value

Order Needs – Once an item is lower than the Reorder value

this field will populate with the amount needed to bring the

Available Count back to the Max Count.

Warehouse stock will include all parts listed on the warehouse’s

template as well as any inactive parts until the On Hand count of the

inactive part goes to zero.

INVENTORY MANAGERS

Inventory managers are employees that require rights to see all

warehouses, receive orders, and create/receive transfers for any

warehouse. Therefore, designating an employee as an Inventory

Manager automatically adds the employee as a Warehouse Manager

to every warehouse.

Obviously this is a very powerful assignment and should only be given

to those whose responsibilities require it.


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HOW-TO GUIDE

INITIAL SETUP

In order to access the Inventory portion of Orion, click ‘Inventory’ in

the bottom left navigation pane.


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SUPPLIERS

1. From the ‘Inventory’ menu in the upper left navigation pane,

click ‘Equipment Suppliers’

NEW SUPPLIER

2. To add a new supplier, ensure ‘Add New…’ is selected in the

‘Select Supplier’ drop down

3. Populate fields in the ‘Supplier Details’ form. Then click ‘Save’.

EDIT EXISTING SUPPLIER

4. To edit an existing supplier, select from the ‘Select Supplier’

dropdown. The values will be loaded into the ‘Supplier Details’

form. Make appropriate edits, then click ‘Save’.

ADD KIT TO SUPPLIER

5. To add a kit to a supplier, select a supplier from the ‘Select

Supplier’ dropdown. Ensure that ‘Add New…..’ is showing in

the ‘Select Kit’ dropdown.

6. Fill in the values in the ‘Kit Details’ form and click ‘Save’.


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7. Once saved, the new kit will be selected in the ‘Select Kit’

dropdown. With it selected, add equipment to the kit using

the ‘Manage Equipment’ form. Select an equipment item from

the list, specify a count, and click the button.

8. To remove equipment from the kit, select the equipment

item(s) from the Kit Equipment list and click the button.


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EQUIPMENT


click ‘Equipment’

ADD NEW EQUIPMENT

2. To create a new Equipment Item, enter values into the form

and click ‘Save’. If the new item is marked as ‘Active’ it will

automatically be added to every stock template.

EDIT EXISTING EQUIPMENT

3. To edit an existing Equipment Item, click on the Edit icon to

the left of the item in the grid. The item will be loaded into the

upper form. Edit the values and click ‘Update’.


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STOCK TEMPLATES


click ‘Stock Templates’

ADD NEW STOCK TEMPLATE

2. Ensure that ‘Add New….’ is selected in the ‘Select Template’

dropdown

3. Populate the fields in the ‘Template Details’ form and click

‘Save Template’

This will create a list of all active, non-service equipment in the

system and display it in a grid. Use the grid to set the template

levels for each piece of equipment. Click ‘Save Levels’ at the

bottom of the grid when finished.


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EDIT EXISTING STOCK TEMPLATE

4. Select a template from the ‘Select Template’ dropdown. The

template will be loaded into the ‘Template Details’ form and

the equipment items will be added to the grid. Make changes

to levels or template details and click the ‘Save Template’

and/or ‘Save Levels’ buttons.


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WAREHOUSES


click ‘Manage Warehouses’

ADD NEW WAREHOUSE

2. Ensure that ‘Add New…’ is selected in the ‘Select Warehouse’

dropdown

3. Populate the ‘Warehouse Details’ form with data. The required

fields are Warehouse Name and Template. The Sub Account#

field is intended to provide extra data for the Warehouse. If

populated, this field will populate onto Orders along with the

Warehouse name, ship to name, and address. When you are

done, click ‘Save’.

Once the warehouse is saved, it will be selected in the ‘Select

Warehouse’ dropdown.


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EDIT EXISTING WAREHOUSE

4. To edit an existing warehouse, select it from the ‘Select

Warehouse’ dropdown. The Warehouse Details form will

populate with the data. Make changes and then click ‘Save’.

ASSIGN WAREHOUSE MANAGERS

5. In the ‘Warehouse Managers’ section you will see a dropdown

called ‘Area’. By changing this value, the list of technicians in

the ‘Available Technicians’ will change. Select which Area you

wish and then choose one or more names from the ‘Available

Technicians’ list. Click the button to move the names to

the ‘Assigned Managers’ list.

SET THE DEFAULT WAREHOUSE FOR AN EMPLOYEE

6. As described in the Warehouse Managers section of ‘Inventory

Key Concepts’, an employee may be assigned as a manager to

multiple warehouses. In order to have stock moved in and out

of a warehouse due to sales/installs or returns, an employee

must have a Default warehouse designation. For each

employee there may be only one Default warehouse.

Use the ‘Cust Xfer’ check box to designate the Default

warehouse for an employee. Select the employee’s name

from Available Technicians, click in the ‘Cust Xfer’ checkbox to

mark it as checked, and then click the button.

You will now see the technician’s name in the ‘Assigned as

Managers’ list with an asterisk * beside the name. This

delineates that this is the Default warehouse for the selected

employee.


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CHANGE THE DEFAULT WAREHOUSE ASSIGNMENT

7. In order to change the Default warehouse assignment for an

employee, simply follow the above instructions for a different

warehouse. The system only allows one Default warehouse

per employee so by assigning the employee as a manager to a

different warehouse any other default assignments will be

removed.

WAREHOUSE TRANSFER PERMISSIONS

8. To give a particular warehouse the permission to transfer stock

to another warehouse, load the warehouse into the page by

selecting the appropriate one from the ‘Select Warehouse’

dropdown.

9. Warehouses which are available for the selected warehouse to

transfer to are displayed in the ‘Warehouse Transfer

Permissions’ section – ‘Available Warehouses’ list.

10. Select the warehouse(s) that you wish to allow transfer

permissions to and click the button.

Once the transfer assignment is made, the selected warehouse will

show in the Approved for Transfer list and will be removed from the

Available Warehouses list.


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CREATE ORDERS

1. From the ‘Inventory’ menu, click ‘Create Order’.

2. On the Create Order screen, you will have the ability to add

equipment and/or supplier kits to a new order.

MODIFIABLE FIELDS

The PO Number is auto-generated to be PO-

[year:month:day:hour:minute]-[ID of selected warehouse]-

[abbreviation of selected supplier]. This value is arbitrary and may

be changed prior to finalization of the order.

Order for Pickup checkbox is a designator to the supplier that they

will not need to ship the order; instead, it will be picked up

manually.

Supplier Order # can be used to tie with a supplier order #.

Order Notes can be added/changed/removed at any time until the

order is closed.

STEPS TO CREATE AN ORDER

1. Select a supplier from the ‘Select Supplier’ dropdown.

The equipment in the Select Equipment and the kits in the Select Kit

sections are filtered by supplier. When you change the value of the

‘Select Supplier’ dropdown, it automatically changes the equipment

and kits in these sections.

If you do not wish to filter the equipment by supplier, uncheck the

‘Filter by supplier’ checkbox.

2. Select a warehouse from the ‘Select Warehouse’ dropdown.


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This is the warehouse to which the order will be shipped. Details for

the warehouse are taken from the data entered on the Manage

Warehouse screen.

When the warehouse selection is changed, the PO Number is updated

to reflect the ID of the newly chosen warehouse.

3. Once the supplier and warehouse are chosen, add equipment

and/or kits to the order by selecting the items you want from

the dropdowns, entering the number to be ordered into the

‘Count’ field and clicking the corresponding ‘Add to Order’

button.

Note: The Service dropdown in the ‘Select Equipment’ section is a

further equipment list filter allowing equipment with the ‘Is

Service’ flag set to ‘Yes’ to be sub-grouped into this list. This helps

to ensure that service parts are not ordered by mistake.

Note: If there are no items in the dropdowns for equipment or

kits, the ‘Add to Order’ button is disabled.

Note: When kits are added to the cart, the kit count for each

piece of equipment in the kits is multiplied by the count of kits

ordered.

For example, if Kit A contains 5 Door – Window Contact items and

5 kits are added to the order, the total count of Door-Window

Contacts will be 25 (5 * 5).

4. After adding items to the order, click the ‘Preview’ button at

the bottom right-hand corner of the screen.

AUTO ORDER

The Auto will go through the ware house, filter through the supplier

and find any items that need to be reordered.

Once items are found it will show you current stock for the warehouse

and the supplier as well as adding the items to the Order Items List.


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MOQ AND AUTO ORDERS

The Auto Orders are also able to calculate with MOQ settings for

specific items. If an item is at the Reorder level the system Orion will

check the item’s MOQ and see if there is a value.

If there is a value the system will determine how many orders will be

needed to get as close to the Max Value as possible without going too

much over.

1. If the Order Needed value is less than MOQ * 1 then the order item

count is set equal to MOQ

2. If the Order Needed value is > MOQ * 1 but within 3 of the MOQ,

the order item count is set equal to MOQ

3. If the Order Needed value is > MOQ 1 and also > MOQ 1 + 3, the

order item count is set to MOQ * x (x is determined based on Order

Needed)

Examples:

Order Needed = 3; MOQ = 10; Order Item Count = 10



PREVIEW ORDER

The ‘Preview’ button takes you to the ‘Preview Order’ page. This page

contains instructions for choosing to email the order to the supplier,

allows you to go back and make changes, and provides the mechanism

for the actual placement of the order.

There are two sections on the ‘Preview Order’ page: Instructions and

Order Preview. The Instructions section is above the Order Preview

section. The Order Preview section displays exactly what will be

emailed to the chosen supplier.

INSTRUCTIONS SECTION OF PREVIEW ORDER

This section allows you to choose whether or not to email the order to

the chosen supplier, whether or not to send a copy of the order email

to the designated email address, and provides the button for

submitting the order.


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ORDER PREVIEW SECTION OF PREVIEW ORDER

This section shows exactly what will be emailed to the supplier.

Nothing may be changed here EXCEPT for Order Notes. Anything

typed into the Order Notes section will be included in the email AND

saved to the order in Orion.

Note: In the Ship To section, you will see the Warehouse detail

information. The order in which the fields are displayed is as follows:

1. Ship-to Name

2. Sub Account # (if present)

3. Address1, Address2 (if present)

4. City, State, Zip

SUBMIT ORDER

If the data in the Order Preview Section is correct, click the ‘Submit

Order’ button to submit the order. If the ‘Send Supplier Email’

checkbox is checked, an email will be sent to the Supplier at this time.

When ‘Submit Order’ is clicked, the Order Confirmation page is

shown. The order has now been placed and is awaiting receipt by the

warehouse to which it was assigned.


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INVENTORY DASHBOARD

When ‘Inventory’ is selected from the left navigation, the default

screen that is shown is the Dashboard. The Dashboard is also easily

selected from the Inventory sub menu at the top of the left navigation

pane.

The Dashboard has a ‘Select Warehouse’ dropdown which will be pre-

populated with all warehouses for which the logged-in user is a

manager. When the value of the ‘Select Warehouse’ dropdown is

changed, the Current Stock also changes to reflect the stock for the

selected warehouse.

The Current Stock grid shows current inventory for the selected

warehouse. See Warehouse Stock for information regarding the

values in this grid.

The Dashboard also shows some important information for the

selected warehouse in the info box next to the ‘Select Warehouse’

dropdown.

Pending Orders is the total number of open and/or partially-received

orders for the selected warehouse.

Pending Transfers is the total number of open transfers IN OR OUT of

the selected warehouse.

Last Stock Audit shows the date that the last audit was performed on

the selected warehouse. If no audit has been performed N/A shows in

this value.

Next Stock Audit show the date of the next scheduled audit.

Currently Orion sets the next audit date to the 2nd of the next month

unless the 2nd is a weekend in which case it will be the following

Monday.


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MANAGE STOCK

The Manage Stock button is available on the Dashboard in the upper

left-hand corner of the screen.

Clicking this button will take you to the screens which allow you to

receive/cancel orders, receive/decline transfers, view receipt history,

and view closed orders/transfers. Remember that whichever

warehouse is selected in the ‘Select Warehouse’ dropdown on the

Dashboard is the warehouse that the ‘Manage Stock’ button will

access.

When the ‘Manage Stock’ button is clicked, you are taken to the Stock

Management screen. This screen lists all Open tasks for the selected

warehouse as well as all Closed tasks.

The info box above Open Tasks shows details about the currently

selected warehouse so that there is no question which one is being

managed.

The button ‘Create Transfer’ allows a transfer FROM the selected

warehouse to be created.

The button ‘View History’ allows movement receipt history to be

viewed for the selected warehouse.

The Edit icon next to each Open/Closed task allows you to

view/process the tasks as necessary.


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RECEIVE ORDERS

Orders may be fully received or partially received. A partially received

order is one which has multiple shipment or parts that will not be

received ever.

1. To receive an order, click on the Edit icon next to the order in

Open Tasks. This will take you to the Order Details page.

ORDER DETAILS PAGE

2. On the Order Details page, you are shown the order data

including the PO number, supplier information, warehouse

information, order notes.

There are two grids on this screen: Order Details and Order

Items. Order Details shows the items as they were placed on

the order. This is where kits are listed, if ordered. Order Items

shows the individual equipment items broken out of kits (if

necessary). Order Items also shows how many of each piece of

equipment has been received.

3. On the Order Details page you are also given the ability to

enter the Supplier order number, shipping tracking numbers,

and modify the order notes. After entering any of these fields,

click the ‘Save Changes’ button.

4. When you are ready to receive the order, click ‘Receive Order’

5. If you wish to cancel the order, click ‘Cancel Order’


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RECEIVE STOCK PAGE

The Receive Stock page is how all new stock is introduced into

inventory for a warehouse. This page lists the Order Items (so no kits

are shown here).

Info boxes showing the current warehouse and order information are

shown at the top of the screen.

The Total Cost value in the order info box uses the Cost field of the

equipment items to generate. See the Equipment section for more

detail.

INSTRUCTIONS TO RECEIVE FULL ORDER

1. Enter the barcode (manual or barcode reader) and the count

received for each item on the order. Then click the ‘Update’

button.

This updates the ‘Count Received’ column of the

corresponding item. Repeat this process for each item on the

order.

Note: The count ordered is not shown on this screen in order

to provide extra incentive for employees to be careful with

their counting. You may view the count ordered by clicking the

‘Go Back’ button which will take you back to the Order Details

screen.

2. After each item has had a value entered in Count Received,

click the ‘Receive Stock’ button.

After the ‘Receive Stock’ button is clicked, if there were no errors,

you are returned to the Dashboard where you will see the On

Hand values for each item received reflect the order counts. The

Pending Orders count will also reflect the fact that this order was

closed.


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INSTRUCTIONS TO RECEIVE PARTIAL ORDER

1. Follow the same instructions for receiving a full order. When

the ‘Receive Stock’ button is clicked, an alert will show

indicating that the counts do not match and instructing you to

try again. In addition to the alert, the rows which have counts

that do not match the count ordered are highlighted in yellow.

2. If you are certain that the counts you entered are correct, click

‘Receive Stock’ again. A second, identical alert is shown in an

effort to ensure complete thoroughness on the part of the

employee receiving the stock.

3. If you are still certain that the counts are correct, click the

‘Receive Stock’ a third time. Another alert will show

instructing you that you are receiving a partial order. You will

have the ability to decide whether to leave the order open (as

in the case that the rest of the order was shipped separately)

or to close the order (as in the case that the missing items

were discontinued or otherwise will not be delivered).

You will not be permitted to receive an order with mismatched

counts unless it is marked as a Partial Order.

4. If you are receiving a partial order and you do expect to

receive the rest of the order, check Partial Order, do NOT

check Close Order on Save, and click ‘Receive Stock’.


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This will return you to the dashboard as before, but this time you

will still see a Pending Order listed in the info box.

5. When the rest of the order is received, follow the instructions

again to enter the ‘Receive Stock’ page.

Note that on the Stock Management screen, the status of the

order is now ‘Partially-received’.

Note that on the Order Details page, the Order Items show

what has been received and what has not.

6. On the ‘Receive Stock’ page, new columns are added to the

grid showing the count ordered and the count previously

received.

7. Follow the same instructions for receiving the missing items.

Do NOT enter counts for items for which the counts already

match or are otherwise correct.

If the counts match when ‘Receive Stock’ is clicked, the order

will automatically be marked as closed and you will be

returned to the dashboard. The order will “remember” that it

was a partially-received order, however, so the history of the

separate receive transactions is preserved.

If the counts do not match still when the ‘Receive Stock’

button is clicked, the same alerts will be displayed until you are

presented with the check boxes to mark the order as a partial

order and/or close the order upon save. Since this order has

already been established as a partially received order, the

Partial Order checkbox is disabled.


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In this way, you may receive as many shipments as necessary

and close the order when the shipments are done.

RECEIVE ORDER TIPS

1. If the count for a particular barcode is accidentally entered

wrong before ‘Receive Stock’ is clicked, simply rescan/enter

the barcode, enter the correct count and click ‘Update’ again.

This will update the Received count to the correct value.

2. Order Notes should be utilized for proper tracking of partially

received orders.

3. If an order is closed accidentally or in error, it may be

reopened by anyone with the assigned permission. (See

below.)

REOPEN A CLOSED ORDER

Occasionally there may be cause to reopen an order which has already

been closed. The functionality to do this exists for those with the

system permission to view the Reopen Order button which must be

set through the normal permission channels. If you have the correct

permission, you can follow these steps to reopen an order:

1. From the Dashboard, select the correct warehouse from the

dropdown and click ‘Manage Stock’.

2. In the Closed Tasks grid, click the edit icon for the order which

you wish to reopen.

3. You are taken to an Order View page which allows you to view

the details for the closed order. Everything is disabled except

for the ‘Reopen Order’ button.

4. Click the ‘Reopen Order’ and the order will be active once

more.


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CREATE TRANSFERS

The ‘Create Transfer’ screen is accessed from the Stock Management

page.

1. Click ‘Create Transfer’ on the Stock Management screen

2. You are taken to the Warehouse Transfers screen which

provides the following:

a. A place to enter notes about the transfer

b. A field to change the date used for the (To) Used Last

column. (See Warehouse Stock for details on the value

in this column)

c. A dropdown which allows you to select which

warehouse to transfer the stock to. (See Warehouse

Transfer Permissions)

3. Select which warehouse you want in the ‘Transfer Items To’

dropdown.

a. This action changes the (To) values in the grid to reflect

the numbers for the selected warehouse.

4. Enter the amount you wish to transfer of each item in the

Transfer column of the grid. Then click ‘Transfer’

a. You are not permitted to transfer more than what is

showing in the ‘(From) Avail.’ column. (See Warehouse

Stock for more information on this value.)


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5. After clicking ‘Transfer’ you are taken back to the Stock

Management page where you will see the transfer in the

‘Open Tasks’ list.

a. Note that you are still viewing pages for the From

warehouse, not the To warehouse and that the

description of the transfer reflects that.


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RECEIVE TRANSFERS

In order to receive a transfer, you must be viewing the Stock

Management page for the receiving warehouse.

1. From the Dashboard, select the appropriate warehouse from

the dropdown. Click ‘Manage Stock’

2. On the Stock Management page, click the edit icon for the

transfer in Open Tasks.

3. You are taken to the View Transfer page. From here you can

view details about the transfer, receive it, or decline it.

4. Click the ‘Receive Transfer’ button. This takes you to the

‘Receive Stock’ page for transfers.

5. Transfers may not be received unless the counts match

exactly. Enter the number received for each item into the

‘Received’ column of the grid. When you are finished, click

‘Receive Stock’

If the counts do not match, you will receive an error message

letting you know. The incorrect row in the grid will also be

highlighted.

When the counts match, you will be permitted to continue.


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STOCK HISTORY

Stock history provides a look at the stock movement receipts for a

given warehouse. This is a very useful tool to help track down

inconsistencies in inventory.

1. From the Dashboard, select a warehouse from the dropdown

list and click ‘Manage Stock’.

2. On the Stock Management page, click ‘View history’.

STOCK RECEIPT HISTORY

3. You are now on the ‘Stock Receipt History’ page. Here you

may view movement receipts in the order which they were

created in as well as the detail for each piece of equipment

involved in the movement.

You also have the ability to select a different date range to

view. By default, the current month’s receipts are loaded

when the page is first accessed.

The Receipt History grid shows receipt type, which direction (in

or out) the stock was moving, the status of the receipt, and the

date on which it was created.

By clicking the edit icon next to each Receipt Id in the grid, you

can view information about each equipment item included on

the receipt.

4. The Receipt Details count columns contain the following data:

a. Prev. Count: The On Hand count for the item BEFORE

the transfer occurred

b. Receipt Count: The number of items that were moved

by the receipt.

c. New Count: The value that the On Hand count was

changed to when the receipt was entered. This value

will be Prev. Count minus Receipt Count if the direction

of the receipt is ‘StockOut’. This value will be

Prev.Count plus Receipt Count if the direction is

‘StockIn’.


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STOCK EQUIPMENT HISTORY

You can also view the receipt history for a particular piece of

equipment.

1. From the Stock Receipt History page, click the ‘View per

Equipment’ button. This takes you to the ‘Stock Equipment

History’ page.

2. Choose a piece of equipment to view history on from the

Equipment dropdown and click ‘Search’.

3. The Stock History grid shows the receipt data for a single piece

of equipment so that you can clearly follow the way that the

Total current stock value was arrived at.

The Total current stock value for a particular item should

always be the same as the last value in the Total column of the

Stock History grid as well as the On Hand amount on the

Dashboard.


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STOCK AUDITS AND ADJUSTMENTS

STOCK AUDITS

Stock audits provide a check-and-balance for inventory counts for

warehouses. They are only available to those with permission to view

the link and the permission to complete an audit should be dealt out

sparingly.

1. From the Dashboard, select the warehouse that you wish to

audit from the dropdown list and in the ‘Inventory’ menu on

the left navigation pane, click ‘Warehouse Stock Audit’.

2. On the ‘Stock Audit’ page, you have the ability to create an

audit for the chosen warehouse. On this page, you enter the

ACTUAL count for each piece of equipment that is physically

on hand for the warehouse. When you are finished, click

‘Submit Stock Audit’.

3. If the Actual amount is LESS than the On Hand value, the row

will be highlighted yellow and you will be required to choose a

reason than the actual amount is less than the on hand

amount. The choices are ‘Lost’ or ‘Broken’.

4. If the Actual amount is MORE than the On Hand value, the row

is highlighted and you are instructed to check your counts

again. If you click ‘Submit Stock Audit’ again, the audit will

save.

Note: Whatever count you enter in the Actual column will become the

official On Hand count for the equipment item.


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5. After the audit has been submitted, the Last Audit Date is

displayed on the Dashboard in the info box.

STOCK ADJUSTMENTS

Stock adjustments are similar to Stock audits in that both activities

have the power to change the On Hand value of stock. Adjustments,

though, are intended as a tool to fix mistakes ONLY. No reason for

mismatching counts is recorded and they do not affect the Last Audit

Date of a warehouse.

Great care should be taken when choosing who to give permission to

perform stock audits.

1. Follow the same instructions for starting a stock audit. From

the Warehouse Stock Audit screen, click the ‘Stock

Adjustment’ link in the upper right side.

Note: Permission must be granted through the general

permission system in order to view this link.

2. Enter the Actual value for each item and click ‘Submit

Adjustment’. This will change the On Hand values to match

the values entered on the Adjustment.


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INVENTORY TOOLS

To access Inventory Tools, click on ‘Tools’ from the ‘Inventory’ menu

in the upper left navigation pane.

You must have permission to view the ‘Tools’ menu item and likewise,

you must have permission to view each link within the Tools section.

Each permission is assigned separately.

REPORTS

Reports relating to inventory are:

1. Lost/Broken report: Data is gathered from audit receipts and

provide accurate counts for lost/broken equipment system

wide.

2. Stock Levels report: Gets the current On Hand amount for

every piece of equipment for each warehouse selected.

Reports may be downloaded as an Excel spreadsheet or as a tab-

delimited text file.

ALL ORDERS

The All Orders page provides a quick way for an order manager to

view all open orders in the system independent of warehouses.

AUDIT HISTORY

The Audit History page provides the ability to query audits by date

range. It also includes equipment-level detail showing the value that

was On Hand and the value that was entered in the ‘Actual’ field.

ASSIGN MANAGERS

This is where Inventory Managers are assigned. (See Inventory

Managers for a complete description.)

1. Select employees from the Available Users list and click the

button.


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This will add the selected employee as a manager to every warehouse

in the system. Please use this feature with caution.

2. To remove employees from the Inventory Managers list, select

the names from the ‘Assigned Inventory Managers’ list and

click the button.

RECEIPT SEARCH

This tool allows for you to search through all order and transfer

receipts that occurred in the system. This is useful for tracking

inventory discrepancies.

Documents

Customer Relations Management · 2020. 4. 10. · - 2 - ORION INVENTORY MANAGEMENT SYSTEM GETTING STARTED GUIDE CONTENTS ... warehouses, sold/installed to a customer, returned, lost,