Inventory Tracker

Kaitlin Lane

June 17, 2024 14:44

Inventory Tracking available on Plus & Premier Tier

Inventory Tracker is a tool for tracking each day's usage of specific Items on Active Visits. Proposed Visit Items are not included in the Tracker. There are two types of tracking in this tool: Expiring and Static.

In this article:

Inventory Types

Setting-Up the Inventory Tracker

Add Starting Inventory to the Items

Develop Inventory

Using Inventory

Inventory Tracker Video

Inventory Types

Expiring Inventory	Items in this category expire at the end of each day. The most common example of this is Sod which, once cut, usually "goes bad" quickly.
Static Inventory	Items categorized as static are more stable, expiring in perhaps one week rather than one day, and tend to have high turnover. Examples of this are soil or ground cover plants.

*Equipment Tracking note: Inventory Tracker is not meant to be used for Equipment Tracking. Because this feature relies on quantities to be depleted, it is not a practical tool for daily Equipment Tracking. Tags are recommended for Equipment Tracking in SingleOps.

Setting up Items for the Inventory Tracker

Items must be edited or created with the following settings to be used in Inventory Tracker.

Item Category:	Material
Item Default Operation:	*Must match the Operation on Jobs with this Item, and on the Inventory Tracker (different Operations between the Item, Job, and Tracker will not work)
Non-inventoried:	Expiring (Item expires in at the end of each day): *Checked* Static (Item lasts longer than one day): *Leave blank*
Include in Inventory Tracker:	*Checked*

When finished, Save & Close Item

Add Starting Inventory to the Item(s)

Inventory must be added to that Item so that it can be depleted when used on Visits.

Navigate to: Purchases > Create Purchase Order
Select the Operation which matches the Item, Jobs, and Tracker Operation
Enter the Item(s), quantity, and cost
Deselect Billable next to each item
Save
Navigate to: Purchases > Approve Purchase Orders
Approve the Purchase Order that was just created to update the Inventory for those items

Deplete Inventory

Add Items to Jobs and ensure the Operation for the Item matches the Operation that will be used in Inventory Tracker (if the Item's default operation was set on the Item settings, this does not need verification on each Job).
Item-level Operation will override Job-level Operation for the Inventory Tracker. Here is an example of how this plays out:
- A Job is set to Operation: Maintenance, but the Line Item "Mulch" is added and its Operation is Landscaping. The Job is saved like this, and the visit is scheduled for today.
- Inventory Tracker is opened and set to Operation: Maintenance. Mulch does not appear because its Line Item Operation is Landscaping, not Maintenance.

3. Next, schedule the Visits for this Job. The inventory Tracker is a daily view of inventory depletion, so it only includes the items for one day at a time. The scheduled day's items will be included in the Inventory Tracker view.

Using the Inventory Tracker

Expiring Inventory	Only shows the totals to be used that day, not the total available in general
Static Inventory	Displays the totals to be used that day and a running total of all available inventory. The totals for "Total" and "Next Day" display the totals at the end of today and tomorrow, respectively.