Getting Started - Inventory Setup
Updated
by
Cheryl Wallace
Previous Step: Getting Started - Personnel Setup
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- Add custom Inventory Types, if using.
Inventory types are broad classifications, or families, of assets used to define the behavior of part numbers. The four default inventory types are consumable, bulk, non stock, and serialized. Custom Inventory Types can enhance reporting (e.g. Vehicles, Machinery, Parts, etc.). ** Do not attempt this without assistance. To be covered during training or contact Support.** |
- Add custom Inventory Statuses, if using.
Inventory statuses define the behaviour of items and whether the asset is eligible for transactions, transfers, requisitions or other actions and the result of documents. Inventory statuses are also linked to transaction types and return statuses. Create a variant of Issued called Out for Repair. ** Do not attempt this without assistance. To be covered during training or contact Support.** |
- Add Categories & Subcategories.
Categories and Sub Categories can be assigned to each Part Number to classify inventory into families for better reporting (e.g. PPE, Fleet, Power Tools, Hand Tools, etc.) like Requisitions, Transfers, etc. Leverage the Part Number import to create the categories and subcategories at the same time. Review during training or see this link. |
- Add Manufacturers, if using.
Manufacturers can be assigned to a Part Number and inherited by associated Serialized Items when it is common across all items or directly to the Serialized Item when it is more important to classify items by size or capacity, rather than the Manufacturer. Review during training or see this link. |
- Add Units of Measure. Required when the Purchasing module is in use.
The Purchase Unit determined for each Part Number on each Purchase Order works with the Unit of Issue assigned to each Part Number to correctly update received quantities (e.g. Each, Pair, Box of 12, etc.). Review during training or see this link. |
- Add Vendors. Required when the Purchasing module is in use.
Vendors can be assigned to Part Numbers and are required in the Purchasing module when creating POs or receiving inventory. Also can be used in conjunction with Work Orders in the Service module. Review during training or see this link. |
- Add Part Numbers to create your inventory catalogue.
Creating your high-level catalogue of part numbers is by far the most important task when setting up ToolHound and generally takes the longest time. To ease this process, you can contact your primary vendors or your Purchasing department to obtain an Excel spreadsheet containing purchasing data for the items you will be setting up in ToolHound including Part Number, Description, Cost, Vendor, and Manufacturer to use as a starting point. Determine the conventions you will use for constructing part Descriptions. This is essential for both functional and reporting purposes. We recommend that you use a “general-to-specific” method where the most obvious descriptor is first and the details for size or capacity are at the end. (e.g. Wrench, Combo, 1 IN.; Wrench, Combo 1-1/4 IN.; Grinder, Angle, 4 IN; etc.). Does your organization have established guidelines to differentiate between inventory types: serialized vs bulk and consumable vs bulk? Is it by dollar value, class, category or another method? Communicate this to everyone working on gathering inventory data to ensure consistency. Begin working on this now. Often you will have access to or assemble all inventory data at once including details on each unique asset so it's possible you will be separating the data into two spreadsheets (Part Numbers and Serialized Items). Adding Part Numbers can overlap some of the following steps but must be completed prior to adding Serialized Items. Use the import template for Part Numbers found under Utilities > Import Data. Instructions are provided within the spreadsheet. Also watch the Importing Data video at the ToolHound Learning Center. Consult with Support for best practice recommendations. Our Support team can assist you by providing sample spreadsheets, offering recommendations, and reviewing your spreadsheets to avoid any pitfalls prior to you import your data. Review during training or see this link. |
- Print Barcodes for all Bulk and Consumable Items to attach to Bins and/or add to a Binder.
Bar codes can be printed from within ToolHound to:
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- Add Conditions, if using.
Conditions can be assigned to Serialized Items but are not managed by any business logic or work flow. Any changes will need to be made manually. (e.g. new, used, etc.). Review during training or see this link. |
- Add Departments, if using.
Departments can be assigned to Serialized Items to designate the purchaser or owner of inventory if it is not the stocking point (e.g. Planning, IT, Fire Hall, etc.). Review during training or see this link. |
- Add Rental Periods, if using. Required when the Transfer Rental module is in use.
If you rent inventory from third party rental company and wish to track the cost per rental period, create the Rental Period. Note this does not track accumulated costs. (e.g. weekly, monthly, etc.). Review during training or see this link. |
- Add Serialized Items
Serialized items are unique assets, sometimes having serial numbers, that are tracked individually. Service and preventative maintenance can only be tracked for serialized inventory. Each part number with the inventory type of serialized can have multiple serialized items. Record Serial Numbers for your items to use as a secondary identifier if possible. Where there is no Serial Number or other unique identifier available for an item, it is recommended that the item be etched with either a unique number or the initial bar code as a way of identifying the tool in case the barcode is removed or damaged beyond reading. Where feasible, perform a tool and equipment roundup of all outstanding items in order to bar code the items and ensure a complete count of your assets. Begin working on this in conjunction with the Part Numbers spreadsheet. Often you will have access to or assemble all inventory data at once including details on each unique asset. Adding Part Numbers can overlap some of the following steps but must be completed prior to adding Serialized Items. The Stocking Point (Stocking Location) is the warehouse that owns and will be issuing the inventory. Use the import template for Serialized Items found under Utilities > Import Data. Instructions are provided within the spreadsheet. Also see the samples provided and watch the Importing Data video at the ToolHound Learning Center. Review during training or see this link. |
- Add quantities for non-serialized inventory.
Quantities for non-serialized inventory can be imported or input as part of a physical count. This can be done now or as a last step prior to "Go Live". Review during training or see this link. |
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Overview: Getting Started - Implementation Step Summary
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