Creating Job Actions as Part of an Inventory Process

Streamline communication between the inventory management team and the job management team by creating follow-up actions or notifications that get assigned to the job project manager as part of the inventory process. For example, a sales person may be waiting for a slab to arrive to finalize their sales process or a project manager may need to inform dealers when slabs arrive for their jobs.

Contents

• Review creating an order for a job
• 3 ways to add actions to the job as part of an inventory process

1. Create job actions after Ordering inventory:

• • "Comment" with the note, "Stone Ordered, Order #"
  • "Receive Stone" with the note, "Order #" and the "Start Date" is set to a day after the "Delivery Date".

2. After Receiving inventory:

• • Create a "Comment" in the Job with the note, "Stone Received"
  • Set the location for the inventory items
  • Complete the "Receive Stone" action in the Job if it is still uncompleted.

3.  Create generic actions that are assigned to the job management team as part of your inventory process

• Setup

Here is a video guide or check out the step by step guide below.

 

Review of Ordering Inventory for a Job

To demonstrate these features, we have a job that has slabs that need to be ordered.

1. The sales team adds slabs in the Area Module that will need to be ordered.

2. During the job process, someone indicates the slabs need to be ordered; in this example, the action is called "Confirm Inventory." ActionFlow creates a new order and assigns Inventory Item #s to the slabs.

3. In the "Inventory" tab, ActionFlow created an "Order" action which is assigned to the "Inventory Manager"

If you are not familiar with ordering inventory in ActionFlow, check out this resource.

Adding Actions after Ordering Inventory

When it is time to complete the order:

1. Complete your standard steps for ordering (ie. send PO)
2. Add the estimated "Delivery Date" to the "Date" column
3. Click "Done" on the "Order" action

The estimated Delivery Date is stored and the status on the inventory items becomes "Ordered"

On the job(s) associated with those inventory item(s), there is now a "Comment" action and a "Receive Stone" action (this one is set for the day after the delivery date).

Adding Actions after Inventory is Received

After completing the "Received" action, ActionFlow:

1. Creates a "Comment" in the Job with the note, "Stone Received"
2. Sets the location for the inventory items
3. Completes the "Receive Stone" action in the Job if it is still uncompleted.

Adding Generic/Customizable Job Actions

You can also define your own actions that will get added to the job after an action happens in the inventory process.

In this example, after inventory is ordered, the job project managers is assigned an action to notify the dealers.

Setup

• Order Inventory
• Receive Inventory
• Generic/Customizable Actions

Order Inventory

To create job actions after ordering, go to the Processes tab and the inventory order process(es). In the Action Definition grid, find the action after an order is complete, in this example, it is simply called, "Order"

Fill out the:

• DateLabel = "Delivery Date"
• PreActionMethod = "OrderInventory"
  • This function is what generates the following two job actions: 
    • "Comment" with the note, "Stone Ordered, Order #"
    • "Receive Stone" with the note, "Order #" and the "Start Date" is set to a day after the "Delivery Date".

• DfltUser = your inventory role or whoever you would like confirming the inventory has been ordered
• ProjectedStatusColumn = "Ordered"

Finally, go to the Job process. Ensure there is a "Comment" and "Receive Stone" action in the Action Definitions section. If not, add new actions with those action Names.

Receive Inventory

To create job actions after the inventory has arrived, go to the Processes tab and the inventory order process(es). In the Action Definition grid, find the action after receiving inventory, in this example, it is simply called, "Received"

Fill out the:

• PreActionMethod = "ReceiveInventory"
  • This function does the following: 
    • Creates a "Comment" in the Job with the note, "Stone Received"
    • Sets the location for the inventory items
    • Completes the "Receive Stone" action in the Job if it is still uncompleted.

• Method = "InventOrderReceived" (this ensures the location is updated for inventory items)

Customizable Actions

You can also define your own actions that will get added to the job after an action happens in the inventory order process.

For example, the shop may want to notify the dealers associated with jobs after their slabs have been ordered.

Add the action to the Inventory Order process. Click the action and in the "Action Details" section in the bottom right, check "8-Add Action Name to Job."