Inventory Toolkit - Systemize
Before you can successfully implement Systemize Inventory Edition, it's critical to develop a solid inventory process to track the most valuable items in a shop, the slabs of stone.
Focus on building good habits if a process is not already in place. Set aside time to develop a system, and then build time into the schedule every day to be consistent. No matter what kind of solution you use - pen and paper, Google Docs or Systemize Inventory with a barcode reader - your inventory system will be useless without solid processes and consistent information updates.
When considering using Systemize Inventory, remember you must first be subscribed to, and using, Systemize before Inventory can be added. If you have questions, or feel ready to discuss the next steps, email firstname.lastname@example.org to talk with one of our Inventory experts.
Getting started can be daunting, so we created a free, customizable spreadsheet to help. Download this EXCEL INVENTORY SPREADSHEET and follow the instructions below to get started. Many of our customers find the spreadsheet is enough to consistently track their inventory.
- Identify who is responsible for tracking inventory.
Start off with one person in charge of the process then delegate parts of managing inventory once processes are established. A large part of the job for this individual is gathering the updated information about inventory on a daily basis.
- Update the spreadsheet when material is ordered.
Enter the information for Product Name, Color, Thickness, Length, Width, and Cost. Track each slab with its own serial number so that only one slab is represented on each line in the spreadsheet. Excel makes it easy to automatically copy information into many rows.
- Update the spreadsheet when you receive material.
When the material arrives, enter a Serial Number, Received Date, Lot Number, and Location in the spreadsheet. It's best to create a system of serial numbers instead of relying on the numbers from the stone distributor. Use the Autofill feature in Excel to generate new serial numbers.
- Write the Serial Number on the slab.
Most customers write the serial number on the edge of the slab with a sharpie, on tape, or with labels.
- When a customer chooses a slab, allocate it to a Job.
Or allocate the slab when it's known exactly which slabs will be used for a particular job. When material is assigned to a Job, enter the Job Name in the Description column and write it on the slab. Many fabricators use a cut sheet to give to the saw operators, so they can confirm that they're using the right slab.
- Once fabrication is complete, cut the row from your spreadsheet.
It's a good idea to make a separate tab that shows the consumed inventory. Instead of deleting the row, cut it from the live inventory tab and paste it into the consumed tab in the spreadsheet.
- Count your physical inventory.
Periodically complete a physical count of the actual slabs and check to see that the numbers agree with the spreadsheet. Most customers do this on a monthly or quarterly basis. Print the spreadsheet and mark each serialized slab as it is found find in the yard. Note any locations that are wrong or slabs that are not be listed. When the physical count is finished the spreadsheet should be updated.