You may not be as familiar with the inventory module in SingleOps as you are with the route planner or calendar modules.
With this feature in SingleOps, you can track your inventory items to better manage how many units of a certain item you have coming in and how many have gone out by the completion of a job.
Before we review the inventory module itself, we have to ensure your items are set up correctly to be inventoried.
On the items page, you have to ensure you uncheck the box that says 'Non-inventoried'. If you uncheck this box, our system will recognize that you want to track inventory for this item.
To take the above action go to the Items page and click 'Edit'. From here go to the 'advanced' tab.
Another action you can also take on the items page is turning on or off the subcontracted flag. The subcontracted flag says that "If checked, the associated costs for this item will only affect the job's estimated margins. Actual margins will need to be replaced by a job-related expense."
If you turn on the subcontracted flag then the expenses on the job for the inventory items will be replaced by the purchase order cost for those inventory items. The subcontracted flag can make a difference in job costing. Only purchase orders with the inventory item will impact the actual costs on the job if you have the subcontracted flag turned on. Any items that are not marked inventory items, can have costs impacted when actual quantities are entered on job completion.
Now that you have taken care of the item level tasks let's look at the inventory module.
To enter an inventory item into the SingleOps system you have to create a Purchase Order.
If this item's cost can be billed to the client you can check the billable box and associate this purchase order with a visit or a job. Checking the billable box will let you forward the cost of the purchase order to the client especially if its a time and material job.
You don't have to associate the purchase order to a visit or a job if you are simply creating this purchase order to replenish your overall inventory for certain items.
You do have to select the operation for the Purchase order. This is to ensure when the purchase order syncs to QB as a Bill then it is associated with the correct class in QB.
When creating a new purchase order, you can also create a new vendor on the same page. Another option is to create a vendor through the vendor page under your admin module.
However you create a vendor, once they are in the system, the same vendor can be used across different purchase orders.
Simply creating a purchase order is not sufficient. You also have to approve it. Without approving the purchase order, the items on the purchase order will not be added to the inventory. When you approve a purchase order then the item quantity will be updated according to what is purchased through the purchase order on the inventory page.
Below you can see I have created 2 purchase orders for Mulch. One for 75 cubic yards another for 78 cubic yards.
Once I approve these 2 purchase orders, if I now go to inventory page I will see that the quantity for mulch will show 153 which is the 75 and 78 cubic yards added up.
Now you have 153 cubic yards of mulch available to use in SingleOps across one or more jobs.
One thing to keep in mind is that to initially add an inventory item into SingleOps you have to create a purchase order for that item. There is no option to 'add new' inventory to SingleOps manually without a purchase order associated.
Once the inventory is available in the system by entering it through a purchase order you can now manually add or deplete this inventory. Say you have a job in the next 2 days and 153 cubic yards of mulch isn't enough for that job, you can manually add more mulch to your inventory without having to create a new purchase order.
You can also manually deplete inventory or transfer inventory from one operation to another all within the inventory module in SingleOps as shown below. The only caveat is that you have to have enough inventory in stock. If you are trying to move 50 cubic yards of mulch but you only have 30 cubic yards, you won't be able to transfer it.
Similarly, if you use an inventory item on a visit or a job you have to ensure there is enough inventory in stock for this item.
Below I created a purchase order for Pinestraw and purchased 250 bales. But I had a job come up for which I needed 300 bales of pinestraw. I was able to create the job and complete it but now when the admin is trying to approve and close the job it won't let them close it. This is because the system is saying you don't have enough inventory for pinestraw to approve and close this job.
In this situation you can do 2 things:
1. Make the item non-inventory by editing it and checking the non-inventoried box on the item edit page
2. Manually add 50 bales of Pinestraw to the inventory so it totals to 300 as needed for the job
Let's say you manually added the 50 bales to pine straw inventory, now when you approve and close the job it should not give you an error and it will also now deplete the total 300 bales of pine straw from the inventory since it was used on the job.
There are 2 ways inventory gets depleted in SingleOps:
1. Manual depletion
-You can do this by going to the inventory page and click on the deplete button under the 'manual deplete' column
-You will then enter the quantity you are depleting the inventory by
2. Automatic depletion according to the quantity used on the visit or job when the job is approved and closed, given there is enough quantity available in the inventory as mentioned above
This is important to note. You have to ensure that the inventory item and the operation on the job have to be the same. If the inventory item is assigned to your PHC operation but the job is assigned to Irrigation operation, you will not be able to approve and close the job. If you are not able to approve and close the job then the inventory item will not deplete either.
One thing that you may be concerned with is how can you know how much you have in your inventory, how do you keep track so you don't oversell?
You can view a global report on the Inventory page as shown below. This report will show you all the items you have in your inventory and the total quantity available.
There is also a standard report called 'Inventory Transactions' under the report catalog. This report lists the individual inventory changes and shows the running totals of each item.