The Inventory Management system module is designed to manage the various consumable and non-consumable inventories issued to various employees.
The module has the following sections:
The dashboard of Inventory management has a Recent Activity log on various inventories. Additionally, total inventory, total amount, total consumable, and total non-consumable items are also present.
In the dashboard, the Inventory Admin can view the graphical representation top 10 Vendors, top five Used Items, least five used items, GEM vs Non-GEM purchase and Condemnation/Disposal Status.
The Inventory Management system(IMS) module can be customizable. It can be customized through its settings. Following are five sections in settings:
3.1. Storing/Warehouse Details
We can add the details of the location where the inventory is kept i.e. storing/ warehouse details.
Click on setting button in front of 'Storing/Warehouse Details'
Click on the 'Add warehouse/Storing Location Detail' button.
Fill the details Name, Address, and status and click on the Save button.
3.2. Tax Details
In this section, you can add various taxes applicable to an inventory.
Click on the settings button in front of Tax Details.
Then click on the 'Add Tax Details' button.
Fill the form for tax details by selecting the "Name of the tax", "Tax Percentage" i.e. the percentage of the tax on inventory and "Status" as Active or Inactive. You can edit the tax details and make a particular tax inactive when it is no longer in use.
3.3. Inventory Categories
In this section, we can view various categories of consumable and non-consumable inventories. An admin can also view which user has added a particular category.
To add a new Inventory category we can click on the "Add Inventory Category" button provided at the top right-hand side.
Select the Type of Category, enter the name of the category, and select the status as Active or Inactive. Then, click on save.
3.4. Budget Heads
In this section, we can add various budget heads under which an inventory was purchased.
To add a new Budget Head click on the 'Add Budget Head' button provided on the top right-hand side.
Enter the name of the Budget and select the status as Active or Inactive. Then, click on save.
3.5. Disposal categories
In this section, we can add various categories of disposal items. By default the following stores are available:
- Surplus Stores: Items that are in working order but are not required for use in a particular section and stock lying in stores for more than five years shall be deemed as surplus unless there is any good reason to treat them otherwise.
- Obsolete Stores: Items in working order but cannot be put into use effectively-being outdated due to changes in technology/design.
- Unserviceable Stores: Items which are not in working order, outlived its normal life and are beyond economic repair.
- Scrap: Process waste, broken & any other item not covered above but has got resale value.
- Empties: Empty containers, crates, bottles, plastic jars, drums, etc.
We can also add a new disposal type of inventories.
We can add a new disposal type by clicking on the 'Add Disposal Type ' button provided on the top right-hand side.
Enter the Name of the Disposal Category, Disposal description, and select the status as Active or inactive. Then, click on save.
4. Stock Details
In this section, we can see a list of various stocks of Inventories.
We can sort and search stocks added by Reference No., Added by, Inventory Category, Purchased through GEM, GEM bill number, the Name of the Item, and Returnable Item by using the filters provided.
An IMS Admin and department Admin can:
- Add Stock Details
- View Inventory stock
- Issue an inventory to any user.
An IMS user can only view the inventory issued to him/her.
A user with IMS admin view rights can view all the inventory details, but will not be able to edit anything.
4.1. Add Stock Details
To add a stock we need to click on the 'Add Stock Details' button provided at the top right-hand side.
Fill the Bill number and select the date.
Then search for the vendor. If the vendor is not added the click on the 'Add Vendor' button
Fill the Name of vendor contact details GST number and TIN Number. Then click on Save.
Click on the 'Add Vendor' button.
Complete the form. Following are the steps to complete the form:
- Select yes or no if the inventory was purchased through GEM.
- Select Inventory Category whether consumable or non-consumable.
- Select yes or no if Returnable Item. Select the date of purchase and date of disposition.
- Select the budget head, Name of the Item, Storing location.
- Select the Unit of the Inventory eg liters, pieces, etc. Select Unit price, select the Applicable tax. The tax amount and the Total Amount will be automatically generated.
- Select the status as Active or inactive.
- Click on Save.
The stock will be added to the stock details list.
4.2. View Inventory stock
You can view the stock by clicking on the view button on the left side.
When we click on the view button, it will open a new page which will have all the details of the stock we have selected
We can see the details of the stock on the left-hand side and the details of the person to whom the stock is issued on the right-hand side.
We can add or update faulty items in the stock by clicking on the 'Add/Remove faulty item' button.
We can enter the total number of faulty quantity and click on save. The total number of faulty quantity cannot be more than the total quantity of the stock.
Click on Update and then the quantity will be updated.
To transfer the stock in Condemnation and Disposal Store and give a Disposal date, click on the button 'Condemnation and Disposal Status' given on the top right-hand side.
Select the Condemnation and Disposal Status and the Disposal State
Click on Update and then you will get a warning that this action can not be undone. Once the Stock is in the selected Condemnation and Disposal Status it cannot be issued to anyone.
4.3. Issue an inventory to any user
To issue an Inventory to an employee Select the stock, click on view and click on the 'Issue Inventory' button.
We can issue an inventory to two types of employees
- Employee: Teaching employees.
- Administrative: Non- teaching employees.
- Other: Guest employees.
If we select Employee or Administrative employee wee need o select if the item is returnable or not. Select the number of items issued and the date on which the inventory was issued and click on the issue.
If we select Other in Issued To Person Type, then we have to enter the contact details of the person to whom this inventory is being issued.
4.4. Search Inventory
In this section, we can search for an inventory by "inventory issue details."
To search an inventory by the person to whom the inventory was issued, the following steps are performed, the person will get an SMS to return the item when you click on the 'send reminder' button issued from inventory stock.
Step#1 Select the type employee i.e. Employee, Administrative or Other
Step#2 Search for Employee if you select employee or Administrative. If you select Other then enter the Name of the Issuing Person, Email of the Issuing Person, or Mobile Number of the Issuing Person.
Step#3 Click on search.
It will show the complete inventory list which is issued to the employee.
In this section, we can view the list of vendors added.
We can use different filters provided to search for vendors. We can view and edit the respective vendor details by clicking on the view or edit button.
To add a vendor click on the 'Add Vendor' button.
A new window will open fill the Name of vendor contact details GST number and TIN Number.
Then click on Save.
This module has four roles
- IMS Admin: This Login is for Administrator of Inventory Management
- IMS Department: This login is for the department login, to manage the inventory issued to the department.
- IMS User: This user can view the borrowed items that have been issued by the respective person.
- IMS View: This user view-only rights of all the inventory details
This is the Inventory Management Admin. Basically, this role is to be provided to the Admin / Inventory Head who can view all the inventories details available in the system.
This role is to be provided to the person from the Organization Unit, who handles all stock of a particular Organization.
This is the Inventory User Role, which needs to be provided to the user who borrows the Stocks from the ims_department role. This role enhances the ability to view the borrowing/issued details of the items that have been issued by the respective person. Since the inventory can be issued to the three categories of Stakeholders- Employee/Administrative Post/Guest User, the ims_user role is non-mandatory but if provided to the employee/administrative post, the user can view their issuing details.
This is the inventory admin who has view-only rights of all the inventory details but will not be able to edit anything.
6.2. Workflow Diagram
6.2.1. Activity Diagram
6.2.2. Use Case Diagram