Overview
The QuickFlora system has a very comprehensive inventory system that can support organizations of all sizes over multiple locations.
Be advised that if you set up items as “stock items” the system inventory functions will kick in for those items. If you try and enter a order for items that are out of stock (inventory level is zero or less) the system will put the order on “hold” and then has to be manually "released” before it can be shipped.
In the flower business, most shops set up all their items as “non-stock” items with possibly the exception of giftware or branded specials on the holidays.
All inventory is stored in bins, and each warehouse can have an unlimited number of bins, and each company can have an unlimited number of warehouses.
Inventory by Warehouse Table
The central location for all item inventory information is the Inventory By Warehouse table. It is very important that you take the utmost care and test a lot when you adjust any code that affects this table or your systems inventory can be adversely affected.
Inventory Costing
QuickFlora handles FIFO, LIFO, and Average costing methods.
You are allowed to select one of these costing methods as the default costing method of your inventory.
Most companies use FIFO costing to manage their inventory. Our system tracks all three inventory costs per item, but only posts the costing you select as your default to the General Ledger.
Of course, we store all of the Order Information, Invoice information, and all of the Purchase Order Information in the system, so you can implement any kind of costing method you like if these three regular methods don't appeal to you.
Defining Inventory Costing in the system
You can set the system's default costing method in the "Companies" table. The field that holds the value is "DefaultInventoryCostingMethod" and the values for the field are "F" for FIFO (System Default), "L" for LIFO, and "A" for Average. "O", "E", and "C" are reserved for future use, but you can use any other letter to define custom costing methods within the system.
Costing is calculated using the InventoryLedger table in the system. This table is updated with every inventory transaction and all proper related costs are updated as well.
Inventory Serial Number Processing
The QuickFlora System supports serialized inventory and lot numbers.
Inventory By Warehouse
This is where you record your company's inventory by warehouse.
Items
Inventory Items
This is where you enter your company's inventory items.
Item Types
The Item Types screen displays a list of all the types of Inventory Items in the QuickFlora system. This table is used by the system to classify the types of Inventory Items that the company has.
The Item Types screen can be accessed from the Inventory menu. The QuickFlora system comes shipped with basic Item Types that are suitable for most businesses. During the Setup and Installation process, and as one of the items on the Setup Checklist, it is recommended that this screen be reviewed to ensure that the Item Types entered meets the way your company does business.
Additional Item Types can be entered by clicking the New button and entering data in the following fields:
Item Type ID: Enter the Type of the Item. For example, if the Item is a normal stock item, then Stock would be entered for the Item Type ID.
Item Type Description: Enter the description of the Item in this field. This description can be longer then the Item Type ID but should not be too long.
When you are finished, click OK to close the screens.
Inventory Item Families and Categories
This is where you can enter inventory according to families and categories. At this screen you can record, manage and categorize inventory by families and categories.
Inventory Adjustments
The system allows you to enter various types of inventory adjustments to account for changes in your inventory. This is the screen where you would enter inventory adjustment and track them.
Inventory Adjustments by Types
This is where you would enter the types of inventory adjustments made to your inventory.
Inventory Assemblies
This is where you enter information about your inventory assemblies.
Inventory Lot and Serial Numbers
Inventory Serial Numbers and Lot Numbers can be tracked in the QuickFlora System. The following information details how the QuickFlora system tracks and maintains serial/lot numbers.
Tracking Serial/Lot Numbers during the Purchasing Process:
- Beginning with the Purchase Order Process, serial/lot numbers are entered on the purchase order. When they are entered, they are stored in the InventorySerialNumbers table related to the InventoryByWarehouse table. In other words, each warehouse bin can have several records in the InventorySerialNumbers table.
- When new inventory is received with serial/lot numbers, it is distributed among the inventory bins using the standard method. If all the inventory items cannot be placed into one bin (including the Overflow bin), then the serial numbers are distributed between bins.
- The quantity of inventory related to a specific serial number is stored in the InventorySerialNumbers.
- The InventorySerialNumbers primary key contains the PurchaseNumber of the purchase for that piece of inventory.
- If the serial/lot number in the new purchase already exists in any bin, the new record to the InventorySerialNumbers table is not added. Instead, InventoryQty is adjusted according
Tracking Serial/Lot Numbers during the Ordering Process
- When a new order is created, the serial/lot number for the item being ordered is entered on the order. The system then searches the bin selected on the order for the inventory that has the matching serial/lot number. If the corresponding serial/lot number is not found, serial number field is left empty on the order.
- Inventory is pulled from the inventory bins in the standard method. If there is not enough inventory in one bin to fulfill the order that matches the serial/lot numbers, then the rest of the inventory bins are searched for the corresponding serial/lot number.
- When the order is posted, the current inventory quantity with the corresponding serial/lot number is adjusted accordingly in the InventorySerialNumbers table for each bin where the inventory is being taken out of.
How To Use The Live Inventory Module
What is Live Inventory
The Live Inventory module tracks all products that move through your website and POS system. When an item is sold on your website and pulls through the software it will deduct the item from inventory. When an item is sold at POS that item will be deducted from inventory. At POS your team can view QTY On Hand when searching for an item.
(Website and POS sync is every 15 minutes)
Where to Begin
Make sure we have your current product list and current inventory count for import.
View Live Inventory Status
Tools —> LIVE INVENTORY tab
Update and Manage Inventory
Tools —> INVENTORY LEVEL tab
How to see QTY On Hand at POS
When entering an order over the phone or at POS, when searching for items, quantity on hand will be visible.
Bulk Add or Update Products
Tools —> ADD-UPDATE PRODUCTS tab
Pull Inventory Reports
Tools —> INVENTORY BY LOCATION tab
