Daily Archives: November 24, 2013

Tip #169 – Inventory Tracking


Tip #169
Inventory Tracking

Some of you like to keep inventory on everything you sell, including flowers.  Some of you want to keep inventory on all the hard goods you sell, but not flowers.
Some of you just want to keep an accurate count of how many holiday containers you have left during the holidays.
Whichever group you fall into, flowerSoft has the tools to help you.

Simple inventory tracking is…. simple.
You tell the computer how many pieces of something you have (units on hand)  and every time you sell one, the computer reduces the units on hand by one.
This works well if you are keeping track of cards, balloons, stuffed animals, etc.  But what about containers?  You are not selling containers, you are selling an item the is place in a container.
Many times, the same container is used for several different items.  So how do you keep track of items which normally are not sold individually but are used in the production of another item and its quantity is reduced when that other item is sold?  You could try to remember to add a separate line item for those items on the order so that their units on hand is reduced, but that rarely works.  There must be an easier way, and there is.

The concept of sets and components.

I guess one of the things less understood in inventory tracking is the concept of sets and components.
Let me try to explain it in a simple way with an item we are all familiar with, a toilet.
If you were selling toilets and I wanted to buy a toilet, I could go to your store and pick a toilet in my favorite style and color.  You would enter the sale into your computer and your units on hand for that toilet would be reduced by one.
However, if a few months later I had a mishap and dropped something and broke the tank cover of that toilet, I would go back to your store and try to purchase a tank top that would fit the same style and color of the one I had originally bought.  If you run a good plumbing supply house, you should be able to accommodate me.  I should be able to buy the tank top, the tank and the bowl separately.

A set is an inventory item that is made up of several different parts (other items) called components.  In the case of a toilet, the bowl, the tank and the tank top.  A toilet does not exist without any one of those other component items.  You could say that the toilet is a “virtual” item.  It really does not exist.  The bowl, tank and tank top are “real” items that when put together form the “virtual” item we call a toilet.  That is the concept of inventory tracking using sets and components.

The toilet is the set and the bowl, tank and tank cover are the components of that set.
You should be able to go to a plumbing supply house and buy any of those 3 components individually or together as a set.
When a plumbing supply house keeps track of an inventory item such as a toilet, which is made up of other parts, they do not count or keep tally of how many toilets they have.
They keep track of how many bowls, tanks and tank tops they have on hand.   The number of toilets available for sale is the least amount of any of the components that make up that set.

Let’s say that a toilet is composed to bowl A, tank B and tank top C.

Quiz:
A plumbing supply store has on hand (in stock) 157 units of bowl A, 152 units of tank B and 175 units of tank top C.
How many toilets that use those items will their inventory program say they have in stock?

The answer is 152.  Why?  Because that is the least amount available of any of the components.
You would not buy a toilet without the tank, so they cannot sell more toilets than the amount of available tanks in stock.
If they were to put together as many toilets as possible using their “on hand” inventory, they could only put together 152 before they ran out of one of its parts and could no longer sell a complete toilet.
I hope that I have explained this well enough that you now understand this concept if you did not before.

Now let’s see how that concept applies to you and keeping track of containers and other hard goods that are used when making up an item you sell.

A perfect example of this is the containers you buy from the wire services during the holidays.

If you want to keep track of how many of a certain container you have before you need to order more or stop selling the items that use it, you have to keep track of each arrangement that uses that container you sell.  To do this you need to make use of flowerSoft’s item codes.  flowerSoft cannot keep track of inventory if you do not use an item code when you sell an item.
So you must make the items that use those containers “inventory” items.  In other words, items that flowerSoft will keep a count on.

But this presents another problem, even if you keep track of the items that use the container in inventory, how do you keep track of the containers those items have used?

You could, every time you sell an arrangement that uses the container, also add the container item to the order and charge $0.00, since the price of the arrangement includes the container.
This would be just marginally better that keeping track of the inventory by hand.

The way this type of inventory tracking should be done is by the use of components.
After all, what does the arrangement consist of?  Think of it’s recipe.  All the items in a recipe are the components of the item they are a part of.  The different flowers, the greens, the floral foam and the container they all go into.    Take the recipe below…

it01

Each one of the items listed is a component of Teleflora’s Holiday Glow centerpiece.

it02
If you wanted to keep track of the “on hand” quantity of each of thee items needed to produce the Holiday Glow centerpiece, you would have to enter each one of them as a component of item T115-3A and each one of them would have to have their own item number.  But this is not what most of you want to do.

If you do not have one of the flowers, you could possibly substitute another but if you do not have the container or some other integral part of item T115-3A, you cannot sell that item.

So even though you could keep track of everything you sell, that is a monumental tasks that most flower shops are not equipped to do because of the manpower and attention to detail it takes.  But you certainly can keep track of how many containers you have on hand, that is not so difficult.

So in the T115-3A item shown above, the most important components are the Hurricane lamp, the pillar candle and the 8″ centerpiece tray, and that is what you want to keep track of.
Without one of those components, you might not be able to produce the item.

So let’s say that you order 100 units of each.  100 Hurricane lamps, 100 pillar candles and 100 8″ centerpiece trays.

So you would think you could sell 100 of the T115-3A item and that would be true if the Hurricane lamp, pillar candle or 8″ centerpiece tray were not used in any other items.  But they are.
The are also used as part of items T115-3B and T115-3C.  In addition the pillar candles are also used in other items, such as T113-3A, 3B and 3C.
You also have to take into account any breakage.  That hurricane lamp looks like a good candidate for breakage.

it03

So in order to know if you can sell any of those items, you have to know how many of each you have on hand at any time.
If when your shipment arrives, 2 of your hurricane lamps are broken and I came into the store and wanted to buy every T115-3A you can make, you can only sell 98 of them even if you have 100 pillar candles and 100 8″ centerpiece trays.  By know I’m sure you are grasping the concept of sets and components.

So now, how do we implement this in flowerSoft?  Here is how…

it04

For every item that is a “set”, such as T115-3A, you need to tell flowerSoft that this is an inventory item and that it has “components”.
So those 2 fields have to be marked with a “Y”

it05

Inventory tracking requires some planning.  You should not go into it before having an idea of what you want to do.

For example, once you enter a “Y” in the “Inventory Item? field, flowerSoft will automatically check to make sure there is an inventory record for that item.
If there isn’t one, it will automatically create one for you with the basic information and then take you to that record to allow you to enter additional information if necessary.

it09

If additional information needs to be entered for the record created, you should hit “U” to update, enter the additional information and save the record.
Once you exit the record, you will be taken back to the item description record.

Likewise, once you enter “Y” in the “Components?” field, flowerSoft will check to see if there is a record listing the components of the item.  If there isn’t one, you will be asked if you want to add one at this time.

it10

The reason you are asked if you want to add the components now instead of just taking you to add the components is that adding the components requires that you enter an item code for each component.  So you might not be ready to do that at the moment.  You can always come back later and either update the record and enter the components then or you can use the “Item Components” option of the inventory menu to add the components for the item code.

it11

If you do choose to add the components of the item code at that time, you will be taken to a new record in the components file for you to entre the components of the item.

it07

As you can see, you do not have to enter every component of the item, just the ones you want to keep track of.

it08

Before saving the components record, flowerSoft will give you the opportunity to change the product’s selling price should you feel it necessary.

After you’ve added all the components you want to keep track of for an item, flowerSoft will be able to tell you if you have enough on hand of all the component items to produce the item at the time of order entry.  However, before flowerSoft can do that, you must enter how many units on hand you have for each component item.

There are 2 ways of adding quantity on hand to an inventory item.  One is by going to the inventory record for the item and hitting “Q” to change the quantity on hand.  This option also lets you change the maximum and minimum quantities on hand and the re-order point.

it12

it14

While this is pretty simple to do, it has one disadvantage.  It does not update the history for the item.

it13

A better way to record additions and subtraction to the units on hand is to use the “Add to Units on Hand” option of the inventory menu.

it15

That option does keep a history of what has been done to the inventory item plus it lets you scan the UPC of items that have one.

it16

which allows you to keep track prices paid for an item and of inventory discrepancies…

it17

it18

Once we enter all the units on hand for the component items, (I’ve just made all the component items for T115-1A equal to  100 on hand) when we sell that item through order entry flowerSoft will show…
it19

Please note one very important consideration.  Items can be “Produced” or “Not Produced”.  A “produced” item involves the participation of a designer, while a not-produced item, such as a stuffed teddy bear does not.  If you mark an item as produced, flowerSoft waits until the designer marks the order as completed before deducting the items from inventory.

If you are not going to be using that function in flowerSoft, make sure to mark all your items as “Not Produced”.

it29

So the next time you sell that item, flowerSoft should show…

it20

So that is how you track inventory items in flowerSoft.

Be warned though that inventory tracking takes dedication.  Don’t expect the inventory quantities to be correct if you do not record breakages or other actions that might affect the inventory quantities.  For example, if you receive a container shipment for an item that you do not have any of, but do not record the units received until after you’ve sold some of them, the inventory  quantities will not be correct.

So do use the inventory module if you need to keep track of hard goods.  It is a powerful tool, but know that it does require a considerable amount of extra work on your part.