Stock management
Client Background
The team is privately owned manufacturer specializing in engineering solutions that require precise stock management of various materials. The organization handles multiple stock categories, including raw materials, bought-out stock, work in progress (WIP), and subcontract stock.
Before implementing a new system, the company relied on a manual tracking process that was inefficient and prone to errors. As the business expanded, the need for a structured and automated stock management solution became increasingly critical to maintain operational efficiency.
The company faced several key challenges:
- Inefficient Tracking: The manual process for managing different stock categories led to difficulties in tracking stock levels accurately.
- Data Integrity: Ensuring that all entries were correct and updated was a significant challenge, resulting in inconsistencies.
- Stock Visibility: Limited visibility into stock levels made it challenging to make informed decisions regarding inventory replenishment and resource allocation.
- User Roles Management: There was a need to define and manage different user roles with varying permissions to ensure secure access to stock information.
- No Proper Tracking: The organization struggles with maintaining an effective tracking system for their various activities and initiatives.
- Event Reminders Not Set Up: There is no system in place to send reminders for upcoming events, leading to poor attendance and participation.
- No Updates on Events: The organization lacks a mechanism to provide timely updates on events, resulting in a communication gap with the community and participants.
- No Feedback Collected from Training Sessions: There is no structured process for collecting feedback from training sessions, which hinders the organization’s ability to assess the effectiveness of their programs and make necessary improvements.
- Lack of Location Tracking for Events: The absence of location tracking makes it difficult to manage and monitor where events are held, complicating logistics and follow-up.
- No Proper Reports on Events: The organization does not have a system to generate comprehensive reports on the outcomes and impacts of their events, limiting their ability to evaluate success and areas for improvement.
- Storage of NGO Profiles: There is no organized method for storing and managing profiles of NGOs they collaborate with, leading to inefficiencies in coordination and partnership management.
- Live Capture of Events: The organization lacks the capability to live capture events, which could enhance their outreach and engagement by providing real-time access to their activities.
To address these challenges, Xponential implemented a comprehensive stock management application using Zoho Creator. The solution included the following components:
- Application Structure: Developed distinct forms for each stock category—Raw Material Stock, Bought-Out Stock, WIP Stock, and Sub-Contract Stock—with fields for location, item description, quantity, unit of measure, price per unit, and total amount.
- Automated Calculations: Integrated Deluge scripting to automatically calculate the total amount for each line item based on quantity and price per unit.
- Reporting and Dashboards: Created summary reports and dashboards to provide insights into total stock amounts for each category and a grand total for all stock.
- User Roles and Permissions: Defined roles such as Admin and Stock Manager to control access and modifications to stock information, enhancing data security.
- Data Validation: Implemented validation rules to ensure accuracy in stock entries, such as requiring positive numbers for quantities and prices.
The implementation of the stock management application resulted in several significant benefits:
Increased Efficiency: Automation of stock calculations and tracking reduced manual errors, leading to more reliable stock management.
Enhanced Data Integrity: The validation rules improved data accuracy, ensuring that stock records were up-to-date and consistent.
Improved Visibility: The dashboard and reporting features provided stakeholders with real-time visibility into stock levels, aiding informed decision-making regarding inventory management.
Role-Based Access: The defined user roles allowed for secure and controlled access to stock information, protecting sensitive data while ensuring relevant personnel could perform their tasks efficiently.
