RepairQ Best Practices - Inventory Management 102

This article covers advanced inventory management practices at the point-of-sale. If you are looking for a more friendly, basic, and overall practices article, check out the Inventory Management 101 article found here.

Topics included in this walkthrough include:

  • Scan / Search Accuracy
  • Grouping Ticket Items by Supplier at the point of sale
  • Supplier Override at the point of sale

  

Scan / Search Accuracy
 
When adding items to a ticket, the accuracy of results diminishes based on the following:
 
  • Scan Serial Number
    • Should return an Exact Match
  • Scan Supplier SKU
    • Should return an Exact Match
    • Narrows the pool of FIFO inventory to the Supplier (if currently instock)
    • If not, it may return partial matches
  • Scan Generic SKU
    • Should return an Exact Match
    • If not, it will return partial matches
  • Scan UPC
    • Should return an Exact Match
    • If not, it will return partial matches
  • Type Key Words
    • Most likely to return partial matches
    • Uses ranking algorithm
      • sku
      • upc
      • supplier sku
      • name match
      • key word or name partial match
    • The more matching key words, the more accurate the result 
 
Results Break-Out Overview
 
When you scan or search to add an item to a ticket, the results are "rolled up" or "broken out" based on settings.
 
    • Inventory Condition
      • Results are always broken out by inventory condition.  If you have a mix of New and Refurbished items in inventory under a single catalog item, you will have to choose which inventory segment to pull from.  Generally this is not an issue because most inventory within a single catalog item is of the same condition (parts and accessories are generally new and devices are generally refurbished).
    • Price
      • Results may be broken out by price point, but we don’t recommend it.
      • It is highly recommended to turn ON the item type setting "Enforce Catalog Item price for inventoried items”.  This causes the ticketing system to pull the price for all items directly from the catalog (or location price overrides) rather than from the inventory.  This is important because the price entered into the inventory (on a purchase order, manual restock, or inventory adjustment) is highly subject to user error.  Furthermore, prices change regularly and it’s easier to maintain your price list in the catalog than the inventory.
      • Another relevant setting to be aware of is the item type “Can Override Price”.  This setting allows you to override the price on the ticket after adding an item.
      • Another somewhat relevant setting to be aware of is the catalog item "Allow Cost Override”.  This setting allows you to override the cost on the ticket after adding an item.
    • Supplier
      • Results may be broken out by supplier, but we don’t recommend it.
      • It is highly recommended to turn OFF the miscellaneous company setting “Group ticket item search results by supplier”.  This causes the ticketing system to split out search results by supplier, which is helpful if you need to select the supplier when you add the item to the ticket, but is unnecessary if you scan the supplier sku in the first place.
      • Another relevant miscellaneous setting to be aware of is the "Supplier SKU match overrides supplier for new ticket item, even if no instock items for that supplier”.  This setting causes the supplier to be overridden to match the supplier sku that you scan when adding an item to a ticket.  This is best for shops that label their inventory and want to rely entirely on barcode scans rather than relying on RepairQ to tell them which item to pull based on FIFO.  This feature can help gloss over user errors if users are not pulling the right part based on FIFO or if they are not entering the right supplier when they put the inventory in the system.  By turning on this setting you are telling RepairQ that your barcode is right, no matter what RepairQ thinks and it overrides the supplier selection part of the FIFO process in RepairQ.
      • Another relevant setting to be aware of is the catalog item "Allow Supplier Override”.  This setting allows you to override the supplier on the ticket after adding an item, regardless of what method you used to get the item on the ticket.
 
 
 
Examples of Results Break-Out
Here is the item that will appear in the examples below:
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Examples of Results Roll-Up
 
Let’s say you received inventory in 3 subsequent batches as before, but this time they are all the same condition, as follows:
5 new from Mobile Defenders
5 new from Amazon
5 new from Mobile Defenders.
 
The following facts are true about your inventory:
You have 15 instock
15 are new
5 are from Amazon and 10 are from Mobile Defenders
 
 
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Examples of Results Break-Out by Inventory Condition
 
If you are using catalog pricing strategy:
 
Let’s say you received inventory in 3 subsequent batches, as follows:
5 new from Mobile Defenders
5 refurbished from Amazon
5 refurbished from Mobile Defenders.
 
The following facts are true about your inventory:
You have 15 instock
5 are new and 10 are refurbished
5 are from Amazon and 10 are from Mobile Defenders
 
If you scan the catalog item’s generic SKU you will see two results to pick from because they are broken out by condition.  You can pick a New item or a Refurbished Item.  The supplier noted on the search results is the supplier who’s product is next in line based on FIFO within the selected category.  So if you pick New, then FIFO inventory says you should go pull a new item from Mobile Defenders.  If you pick Refurbished, then FIFO inventory says you should go pull a Refurbished item from Amazon.
 
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Example of Results Break-Out by Inventory Price (do not enforce catalog pricing)
 
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Example of Results Roll-Up (enforce catalog pricing)
 
 
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Example of Results Roll-Up (do not group by supplier)
 
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Example of Results Break-Out by Supplier
 
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Example of Supplier SKU Override (do not override, trust RepairQ FIFO determination of supplier)
 
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Example of Supplier SKU Override (override, trust scanned supplier sku)
 
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