PASS Storeroom inventory software

PASS Storeroom is Windows Inventory software for warehouse management and stock control. It monitors goods received and goods despatched to customers and maintains full batch traceability and records of the warehouse inventory by location and by date. The system operates with tags and barcodes with direct barcode label printing built into the system. We have designed it for small and medium sized warehouse and businesses and priced on a once only fee. There are no annual licence fees. It can operate with business forms to provide on line data to client pcs.

PASS Storeroom inventory software focuses on keeping a perpetual inventory by carefully recording all goods coming in and out and tracking their movements internally. Its main forte is the installation assistance, support and training on the product. Once we have installed it for you the inventory software just does the job. There are two parts to it and for those that just want a simple stock taking program we have PASS Stocktake. This uses either phone or pda to capture the counts and these can be either full or partial counts enabling you to easily resume the stocktake on consecutive days where it is impractical or inconvenient to count it all on one day.

Getting the products on to the system

The most time saving work that you can do before running a stock control system is to set up your inventory software with as much detail as possible. The easiest way is to start with a spreadsheet If you have a list of products on a spreadsheet then we simply import those directly from the spreadsheet together with their details. This forms the basic framework and we can then do a stock count. There are several elements to consider having on the spreadsheet before importing it.

Setting up your spreadsheet for importing

Stock Types

Different categories of stock require different tracking methods. There are three types.
1. Commodity stock that does not need a shelf life.
2. Commodity Stock that has a shelf life and needs batch traceability like food
3. Stock with serial numbers like Laptops that need to be uniquely identified before and after sale

In the spreadsheet make an extra column and define each item as Commodity, Batch or Serial.

Product codes and supplier codes

When goods arrive at the warehouse they will only have the supplier code on them so to record the receipt quickly you need to scan the supplier code and the system connect this to your own stock code.The system uses supplier codes and internal codes interchangeably. You can add your own barcode label  easily at the point of receipt if you prefer to do so. Searching for products on a database however presents a different problem because whilst it is easy to look up and remember most of your own product codes it is not so easy to remember the supplier codes. So on the spreadsheet it will save you time if you add a column for you own code and another for the supplier code

Stock Categories

You can set categories for the stock so as to group them and inspect them more easily. For example you could have Stock for Sale, Consumables, Quarantine etc. Set this up as a separate column in the spreadsheet first.

Product packs or unit of quantity

The container or unit of quantity is important. For example it could be packs of 50 nails in which case when the software displays 50 as the quantity it means 50 bags of 50 nails. The software operates with minimum quantity settings, both local and global if you have more than one warehouse or stores. So add an extra column to the spreadsheet and fill in the minimum quantities that you need to have in stock. Then when the stock falls to this level you will get warning flags in the system and reorder reports can be generated.

Stock Locations

Before we do the stocktake we need get a list of locations on the database so that when the counting is being carried out we can record which locations the items are in. It depends on the layout of the stores as to the best way of giving the locations their codes. The IKEA style for example records the Aisle and Row A13-21 all on levels one and 2 for their customers. They reserve the upper levels for bulk storage. In a small storeroom all you will need is a rack number. Where you have goods on a floor area you need to define that area with a code so that everyone knows where to look.

Suppliers and Customers

If you have a list of customer and supplier names, it is helpful to have them listed on the spreadsheet. It makes it easier for you to look up when receiving or sending out goods using the PDA.

Stock Operations

Counting the stock

We are now ready to do the stocktake. All the products are on the system and we can print out a complete list of them with their barcodes on A4 sheets. You then do the count and use the PDA is used to record the location number, the product code and the quantity. When you have finished you uploaded the records to the pc which updates the stock data to reflect what you have in stock. We now have a system. At this point it is worth running the reorder report to see items that are below you minimum quantity requirement. You can then place the appropriate orders.

Bringing goods in

When you receive goods from the suppliers you scan them and move them to their stores location. But what if there is no barcode on the product? You can do one of two things. Look it up and scan from a preprinted barcode list that we provide or print a label with a label printer connected to a PC in the receiving area. When you scan the product code the PDA will recognise whether the stock type is serial, batch or commodity. If its either of the first two types then you will need to add the batch or serial number, This is necessary so that every item is monitored and can be easily found. You will usually find the batch and serial numbers on the delivery note if they are not already on the suppliers label on the outer container.

Despatching goods

This is straightforward and involves a simple scan of the location and product codes. Your work method may be to pick the goods first for the customer order and bring them to the despatch bay. In this case you would do the scan as you remove them from their location and set the despatch area as the new location.
When you load the goods onto the van or carrier you can scan them again to record the date and time of despatch.

Lend and return

Some items may never leave stock, like engineers tools. Using the Lend and Return module you can use the PDA to scan these tools from you barcode list (labels don’t stick to tools for very long!) and get reports on everything that is out on loan. So the difference between Issue and Lend is that Issue removes the items from stock as they are despatched but if an item is Lent it remains part of your stock and shows up in all the reports.