FM Inventory Management - Administrator Guide

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

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Initial Setup

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1. Create Inventory Locations

1. Navigate to Facilities → Inventory → Locations
2. Click Add Location
3. Enter:
   • Location Name: Descriptive name (e.g., “Main Warehouse”, “Building A Storage”)
   • Location Type: Warehouse, Site Storage, Vehicle, or Other
   • Site (optional): Link to a specific site
   • Description (optional): Additional details
4. Click Save

• Create locations that match physical storage areas
• Use consistent naming conventions
• Assign locations to sites when applicable

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2. Create Inventory Items

1. Navigate to Facilities → Inventory
2. Click Add Item
3. Enter required fields:
   • Item Name: Clear, descriptive name
   • Category: Select appropriate category
   • Unit of Measure: How the item is counted
4. Enter optional fields:
   • SKU: Stock keeping unit or barcode
   • Description: Detailed description
   • Site: Primary site for the item
   • Default Location: Where items are typically stored
5. Set stock management:
   • Reorder Point: Quantity that triggers low stock alert
   • Reorder Quantity: Standard order size
   • Unit Cost: Current cost per unit
6. Click Add Item

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Reorder Point Management

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Setting Reorder Points

1. Calculate based on usage: Review historical usage rates
2. Consider lead time: How long does reordering take?
3. Add safety stock: Buffer for unexpected demand

Reorder Point = (Daily Usage × Lead Time Days) + Safety Stock

• Daily usage: 2 units
• Lead time: 5 days
• Safety stock: 5 units
• Reorder point: (2 × 5) + 5 = 15 units

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Bulk Updates

1. Export item list (CSV)
2. Modify reorder_point values
3. Import updated file (coming soon)

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Location Management

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Location Types

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Managing Locations

1. Ensure no items have quantity at that location
2. Transfer any remaining inventory
3. Navigate to location settings
4. Click Deactivate

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Inventory Categories

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Module Settings

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Default Settings

• Default Reorder Point: Applied to new items without specific value
• Auto-Create PO: Automatically create purchase orders at reorder point
• Low Stock Notification Recipients: Users who receive alerts

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Cost Tracking

• Cost Method: Average cost (default) or last purchase cost
• Currency: Organization currency setting

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Reporting

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Available Reports

1. Inventory Value Report
   • Total value by category
   • Total value by location
   • Trend over time
2. Low Stock Report
   • Items below reorder point
   • Days until stockout (estimated)
   • Recommended order quantities
3. Usage Analysis
   • Most used items (by quantity)
   • Highest cost items (by total value)
   • Usage by work order type
4. Transaction History
   • All transactions by date range
   • Filterable by type, item, user

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Exporting Data

• CSV (spreadsheet)
• PDF (printable)

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Integration with Other Modules

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Work Orders (FM-01)

• Material usage links to work orders
• Work order costs include material costs
• Technicians record usage from work order screen

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Purchase Orders (FA-04) - Future

• Low stock can trigger PO creation
• Receipts can link to purchase orders
• Cost reconciliation with invoices

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Vendors (FM-03) - Future

• Preferred vendor per item
• Vendor performance tracking
• Automatic vendor selection for POs

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Security & Access Control

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Role-Based Permissions

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Audit Trail

• Append-only (cannot be modified or deleted)
• Timestamped
• Associated with user who performed action
• Include reference to work orders, POs, etc.

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Troubleshooting

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Common Issues

1. Review transaction history
2. Perform physical count
3. Create adjustment transaction with explanation

1. Verify reorder point is set
2. Check notification settings
3. Ensure user has notification permissions

1. Check if item has pending transactions
2. Verify quantity is zero
3. Transfer any remaining stock first

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Data Quality

• Monthly: Compare physical counts to system
• Quarterly: Review reorder points based on usage
• Annually: Audit inactive items

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Best Practices

1. Consistent Naming: Use standard naming conventions
2. Accurate Categories: Choose the most specific category
3. Regular Counts: Perform periodic physical inventory
4. Document Adjustments: Always include reasons for adjustments
5. Review Alerts: Respond promptly to low stock alerts
6. Train Staff: Ensure all users know proper procedures

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Need Help?

• Technical Issues: Contact system administrator
• Process Questions: Contact Facilities Manager
• Feature Requests: Submit through feedback system