Important Notes:
In order to effectively utilise the stock module, there are a few settings to be considered or adjusted before you start.
- Set up suppliers in Commusoft
- Add your parts into Commusoft
Once you've set up your suppliers and added parts to the system, you can start adjusting your stock control settings.
Stock Control
1. Choosing your Stock inventory system
The Stock inventory system you choose is extremely important and it can not be changed once saved, so consider which configuration you want before proceeding.
Go to: System settings > Stock Control > Stock inventory system
- First in first out: This means that the first stock items entered will be the first items taken out.
- Last in first out: This means that the last stock items entered will be the first items taken out.
2. Setting up your Stock locations
We highly recommend that you set up the following locations:
- A central 'Stock room/Warehouse', this location should not be associated with a user.
- Each van should be a location and assigned to each User.
For example, Location: Bob's Van - WA59 YTL, Assigned to User: Bob
Go to: System settings > Stock Control > Stock locations
3. Set up part collection workflow
This is where you can choose how your engineers will go about collecting their parts. This setting will affect your users' mobile app interaction.
Go to: System settings > Stock Control > Set up part collection workflow
- Setting your picking list to OFF means that your engineers will be able to access stock from the Store/Warehouse and take what they need without liaising with a stockroom manager. This can be useful as a low-maintenance way of having engineers take what they need, although it can be more difficult to manage the stockroom.
- Putting your picking list ON means that your engineers will have a pre-defined list of stock to collect from the Store/Warehouse with their name associated, they can then use their app to scan and collect from the stockroom manager.
4. Add your Part reorder list
These lists are to automatically reorder your stock when it dips below a certain level. This will allow you to define how much stock you would like to have and when your minimum stock level is reached a purchase order will be raised for your selected supplier.
- The POs automatically raise at 2 pm if the reorder levels have triggered.
- You will get a notification letting you know once this has taken place.
- Ensure your reorder quantity is greater than or equal to the minimum stock level you establish so that the PO will generate correctly.
Go to: System settings > Stock Control > Part reorder list
5. Set up Supplier returns email
Set up a default template for the email to be sent out to your suppliers informing them that parts need to be returned and collected from your stock room.
Go to: System settings > Stock Control > Supplier returns email
6. Add Stock wastage reasons
The reasons you will select when adjusting your stock to say why it has been wasted. If something has not been installed, for example, you can explain that it was lost, stolen or perhaps damaged
Go to: System settings > Stock Control > Stock wastage reasons
Parts management
1. Supplier parts reminder email message
You can have an email automatically sent out to your supplier(s) the day before parts are due, in order to remind them of what you need.
- Set up a template for the email, ensure you use the correct tag from the tagging list; supplier_parts_reminder_list, this will autofill with the list of parts being ordered.
- Ensure you choose the time you want the email to send.
- Click 'save' when you're finished.
Go to: System settings > Parts management > Supplier parts reminder email message
2. Supplier parts undelivered notification
This is a system notification to inform you of any parts that are due to be delivered for pending jobs that you have not received. It is important to consider when you want the notification raised - ideally at a point during the day where an alternative solution can be implemented if parts are unavailable etc.
Go to: System settings > Parts management > Supplier parts reminder email message