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Inventory Reports

Inventory Reports and Inquiries

Three types of inquiries are possible:

  • Inventory Status.
  • Inventory Movements.
  • Inventory Usage

All stock inquiries are performed from the product selection form. Once a product has been selected the links to the various relevant inquiries will show.

Inventory Status inquiries

Shows the detail of how much stock is held and where the stock is (i.e. how much at each location) together with the total quantity of sales orders for the part outstanding and the quantity of the item on outstanding purchase orders can also be viewed from this inquiry. Not only are outstanding sales orders for this part accumulated but all the demand for parent assembly parts as extended by the quantity required per unit of the parent. This ensures that all demand for the part is shown.

This - and all stock inquiries are called from the SelectProduct.php page - this page is linked to from every page in the system from the header links "Select Item". Once an item is selected the relevant inquiry options are displayed. As with all web pages produced by the system most browsers have good facilities to print them.

If the item selected is a controlled item then the status inquiry will also show a link to show the batches. If the item is serialised, the link will refer to the serial numbers rather than batches.

Inventory Movement inquiries

Inventory movements for the item show with the most recent movements at the top of the screen in descending order of date.

This inquiry shows the movements of the stock item for a specified location with further links to the transaction detail that created the movements such as the invoice or credit note. By default only the last 3 months stock movements show but the date from which stock movements are displayed can be modified from the inquiry page.

Note: Inventory movement inquiries are possible on dummy and assembly stock items. However, since dummy items are not physical stock items, no record of the amount of stock and the location of where held (there is none held) are maintained. The location inquiry will always be zero for a dummy/assembly and kit set items. When a dummy stock item, or an assembly or kit set item is selected the link to the stock status inquiry is not available.

If the stock movement was an invoice or a credit the customer and the price in the currency invoiced or credited will show.

Inventory Usage inquiries

This inquiry shows the quantity of the stock item that has been consumed either in sales net of credit notes and adjustments by month from each location. Transfers between locations are ignored as are deliveries. Usage of an item adds all the stock movement quantities for the part so that stock movements related to the sale of assembly items requiring the part under review as a component are included. Usage can be seen by location and also the total usage from all locations.

There is a user modifiable flag which determines how many months of stock usage should be maintained for the item.

Inventory Valuation Report

This report shows the stock on hand at the time the report is run as extended at the current standard cost. Both reports show the total quantity of stock held by Location and by Inventory Category. The detail report lists the individual stock items and value of each. Inventory items with no stock on hand are not printed out. This report can be run with only a selected inventory category and location, to reconcile the stock general ledger accounts.

A separate script is included in the distribution that can be set to run the stock listing report and email it to predetermined email addresses. To take advantage of this facility, the script must be called by wget under a linux distribution from a crontab entry on the last day of each month. The script is called MailInventoryValuation.php. This script will need to be edited with the email address of the user to receive the report and any parameters necessary to run the report. By default it produces a detailed report for stock at all locations. The entry in crontab in a linux installation that would send the report at 0:0 on the first day of each month (assuming wget is installed in /usr/bin/wget and that the web server is on the same machine) would be:

# Scheduled email of monthly Inventory Valuation report

-0 0 1 * * root /usr/bin/wget http://localhost/web-erp/MailInventoryValuation.php

since the page has no output - it would be pointless running it in a web browser although it would initiate another email to the defined recipients.

Inventory Planning Report

This report shows the usage of stock items over the previous four months together with the current stock, outstanding sales orders and outstanding purchase orders. It suggests a re-order quantity based on a selectable number of months stock to have in the supply chain multiplied by the maximum of the previous four months monthly stock usage (from all stock locations), less the on hand stock and purchase orders. It will not suit all purposes but certainly does provide good information from which to base purchasing decisions.

Another inventory planning report - title Inventory Planning based on preferred suppliers uses the data in the purchasing data table specifically the data for the supplier selected as the preferred supplier for the item. The lead time in days for the item is used is divided by 30 to get the monthly lead time and this is added to the user selectable buffer stock holding period. The lead time plus the buffer stock holding period is added together to calculate the total supply chain stock holding period. This stock holding period is then multipled by the average of the last 4 months stock to get the quantity required in the supply chain. The report suggests a quantity to reorder if applicable by using the calculated quantity then deducting quantities already on order and in stock and adding outstanding sales order demand. This report shows in supplier code order then in order of the item code for each preferred supplier.
This report shows:

  • The average quantity of the items for the last 4 months
  • The maximum quantity sold in any of the last 4 months
  • The standard deviation of the quantities sold over the last 4 months. This is meant to give a guide to the variability of demand relative to the average. If the standard deviation is 0 then it means the same amount was sold each month and the average is the same as actual sales over the last 4 months. The standard deviation is the average of differences between actual month usage over the last 4 months and the average over the 4 months and the actual quantity in future months could reasonably be expected to be (on average) the average over the 4 months +/- the standard deviation quantity.

The Inventory Planning Reports are run from the Inventory tab of the main menu under the Inquiries and Reports section.