Overview of Phocus Inventory Management System
The Phocus Inventory Management System is a comprehensive solution crafted to efficiently oversee company inventories. It aims to maintain precise inventory quantities, ensure an uninterrupted flow of production and sales, handle part receiving, and facilitate seamless part distribution to production and sales departments.
CORE OBJECTIVES
- •Maintain precise inventory quantities.
- •Ensure uninterrupted flow of production and sales.
- •Efficiently handle part receiving.
- •Facilitate seamless part distribution.
TYPES OF INVENTORY ITEMS
Inventory items encompass a wide range, including:
- •Parts for product building
- •Parts for customer supply
- •Parts for product support
- •Factory tools
- •Service tools
- •Documents and designs
SECTION OVERVIEW
Phocus Inventory is divided into four sections:
- •1- Dashboard
- •2- Items
- •3- Receiving
- •4- Part Flow
Each section is designed to provide specific functionalities and insights into the inventory management process.
1- DASHBOARD
The Dashboard section in Phocus provides the inventory team with insights regarding the status of the inventory. The three essential sections of the Dashboard include:
- Recently Added
- Items on Order
- Low Quantity
The 'Recently Added' tab offers visibility into newly added items within the last week. It serves as a quick reference for the entire inventory team to stay informed about recent additions, enabling better record-keeping and understanding of inventory updates.
2- ITEMS
The Item section in the inventory management system is designed to facilitate the systematic organization, tracking, and management of all items necessary for business operations.
Fundamental Functions
Centralized Catalog
Acts as a centralized catalog or database housing all item-related information. Serves as a repository for data on individual items, including details like names, descriptions, unique identifiers, and associated metadata.
Item Classification
Classifies and categorizes items based on their nature, purpose, and characteristics (parts, devices, assemblies, assets, tools, etc.). Segregates items into distinct categories to streamline inventory navigation and management.
List
The List section presents an overview of all items in the inventory, offering a snapshot of key details for quick reference.
List Section Overview:
- Accessing List Section: To access the List section, log in to the Phocus Inventory Management System and select the "Items" module from the main menu.
- Default List View: Upon entering the List section, users are presented with a default list view that provides a summarized overview of all inventory items. The list includes key attributes for quick reference, such as:
- Names
- Item Numbers
- Descriptions
- Status (Active/Obsolete)
- Approvals (Engineering/Sales)
- Manufacturing Part Number & Vendor Part Number
- Costs
- Location in Inventory
- Search and Filter Functionality: Utilize robust search and filter functionalities to quickly locate specific items based on various criteria.
- Item Selection: Users can select specific items or multiple items from the list for further analysis or action. This selection allows users to perform detailed operations on the chosen items.
- Sorting Options: The List section may provide sorting options to arrange items based on specific attributes such as item names, numbers, or costs. Sorting options enhance the user experience and simplify item management.
- View Customization: Users may have the option to customize the view by choosing which attributes are displayed in the list, allowing for a personalized and efficient workspace.
- Batch Operations: Perform batch operations on selected items, such as updating status, approving items, or modifying shared attributes. Batch operations streamline repetitive tasks and enhance operational efficiency.
- Status Indicators: Items in the list may be accompanied by status indicators, providing quick visual cues about the status of each item, including active or obsolete status.
- Navigation Options: The List section typically offers navigation options to move between pages, especially if the inventory is extensive. Pagination or infinite scrolling may be employed.
- Export and Print: Users may have the ability to export the list or specific details for reporting purposes or print a hard copy of the list view.
- Quick Access to Detail View: Clicking on a specific item in the list redirects the user to the Detail View, offering a more comprehensive overview of the selected item.
- Workflow Integration: The List section is integrated into the overall workflow, connecting with other modules and functionalities within the Phocus Inventory Management System.
- Efficient Navigation: The List section is designed for efficient navigation and quick retrieval of information, contributing to a seamless inventory management experience.
The List section serves as a central hub for managing and monitoring inventory items, offering a user-friendly interface with essential details and functionalities for effective inventory control.
3- RECEIVING
The Receiving department is an integral part of the inventory management system. It handles the intake and verification of incoming parts, materials, or products from suppliers or external sources. The primary goal is to ensure accurate, timely, and efficient processing of received items.
Process Workflow
1. Initial Documentation :
- When items are scheduled for delivery, a Purchase Order (PO) is generated to initiate the procurement process.
- The PO details the ordered items, quantities, expected delivery dates, and supplier information.
2. Receiving Confirmation :
- Upon delivery, the Receiving department receives the items physically.
- A receiving clerk or team verifies the received items against the PO and packing slips.
- Using the inventory management system, they confirm and log the receipt of each item.
3. Inspection and Quality Check :
- Received items undergo inspection for quality, quantity, and compliance with purchase specifications.
- Any discrepancies or damages are documented, and necessary actions are initiated (return, replacement, or reconciliation).
4. Identification and Labeling :
- Each received item is tagged, labeled, or barcoded for efficient tracking within the inventory system.
- QR codes or unique identifiers (UPC) may be used to streamline tracking and inventory movement.
Key Objectives
1. Accuracy and Verification :
- Ensure received items match order specifications andquantities.
2. Timeliness :
- Promptly process incoming items to minimize delays insubsequent processes.
3. Quality Assurance :
- Uphold quality standards through thorough inspectionand compliance checks.
4. Documentation and Tracking :
- Maintain accurate records and enable traceability ofitems within the inventory system.
5. Efficiency and Integration :
- Seamlessly integrate received items into the inventoryworkflow for smooth operations.
The List section in Receiving acts as a centralized repository of all received items, allowing users to efficiently manage, track, and retrieve information regarding incoming inventory to maintain accuracy and control over stock levels.
Purpose:
- Tracking and Monitoring: Provides a comprehensive list of all received items, enabling easy tracking and monitoring of incoming inventory.
- Quick Reference: Allows users to search and access specific receiving transactions based on various criteria such as dates, order numbers, or item details.
- Status Management: Helps manage the status of received items, providing clarity on whether items are still in transit, awaiting inspection, or already processed.
- Data Accessibility: Facilitates quick retrieval of receiving-related data, enabling swift decision-making and resolution of any discrepancies.
4- PART FLOW
The Part Flow section within the inventory management system facilitates the seamless movement and allocation of parts through various stages, from the initial receiving to their ultimate deployment in production or sales. It functions as the orchestrator of part distribution, ensuring that required components are efficiently allocated, utilized, and tracked throughout the process. The primary objectives and functionalities include:
- 1.Automated Part Distribution:Part Flow automates the distribution of components within the company, starting from the point of receiving to their allocation in production or sales.
- 2.Task Allocation and Request Generation:When an order or task is released to the production floor, the production manager allocates specific production stages or tasks to respective employees. Subsequently, employees generate requests for necessary parts related to their assigned tasks.
- 3.Inventory Coordination:The Part Flow system interacts closely with the Inventory department. When a part request is generated, Inventory receives the request, compiles the necessary parts, and tracks their readiness for pickup by the designated employee.
- 4.Real-time Status Updates:Part Flow ensures real-time status updates regarding part availability and readiness for pickup. It notifies employees when requested parts are assembled and ready for collection, streamlining the pickup process.
- 5.Tracking and Unit Association:Every part allocated for a particular production unit or sales order is tagged with a unique receiving ID. This ensures comprehensive tracking, linking each part to the exact unit it is intended for.
- 6.Error Prevention and Correctness:The system is designed to prevent errors by ensuring that only the right parts are allocated to the correct units or production stages. If an incorrect part is selected, the system raises alerts or flags the error for rectification.
- 7.Continuous Tracking and History:Each part's journey is meticulously tracked from the moment of its allocation to its final deployment, ensuring a complete historical log for traceability and accountability.
- 8.Reduction of Manual Errors and Labor Time:By automating part allocation and tracking, the system significantly reduces manual errors, minimizes instances of misplaced parts, and optimizes labor time by streamlining part-related tasks.
The Part Flow section functions as the backbone of efficient part distribution within the company, ensuring accurate, timely, and error-free movement of components to support production and sales activities. It emphasizes automation, accuracy, and real-time tracking to facilitate seamless operations and enhance productivity.
List
Details
Details / Overview
- Key Details: Request number, request date, type of request, requester's name, related task/project, related sales order, related unit, status, and notes
- Status Management: Allows authorized personnel to modify request status and add comments/notes