Learn how to confirm inventory for a specific job, which could involve tagging existing slabs to a job or creating a new order.

Downloadable guide (see bottom of the article).

Step 1 - View the "Confirm Inventory" Action

The Assigned User will get an Action to Confirm Inventory.  There will be four decisions to choose from.

• Tagged - Stock Slabs that have been tagged for the job
• Next Available - Any available stock slab can be used for the job
• Order - Order Inventory
• Override - Special Circumstance that would not fall into the other decision types
  

There may be slight differences in the process at your shop for confirming inventory. Work with your administrator or account manager to determine how your shop handles this process.

Step 2 - Determine the Number of Slabs Needed for the Job

Edit the Area

Edit Area

To determine or confirm how many slabs are needed for the job. Click the "Edit" button on the area.

Open Inventory Items

Open Inventory Items

Open the "Inventory Items" section at the bottom of the Area Module.

Add Slabs

Add Slabs

Add the number of slabs needed by clicking the green plus.

Fabrication Layout

Determine the Number of Slabs

To determine the number of slabs, you can place your tops on the slab(s) in the "Fabrication Layout" tab where you can try different seam placements.

In this example, after completing the fabrication layout, only 1 slab is needed.

For fabrication layout and slab imaging instruction: Fabrication Layout and Slab Imaging

Tag Existing Slabs (Option 1)

Tag Existing Slabs and Complete Action

Select a slab of that color using the "Item#" dropdown - the slabs here are not tagged to other jobs but check the status because the slab may only be ordered and not yet available.

Complete the “Confirm Inventory” action with the “Tagged” decision.

If you are not tagging existing slabs to this job, you can continue these steps to order new inventory items for this specific job.

Step 3 (Option 2) - Assign a Vendor to begin Creating Order

1. Inventory Item Section of the Area Module
   

2. Fabrication Tab
   

Inventory Item Section

Fabrication Tab

Inventory Item Section

In the Inventory Items section of the Area Module, select the Vendor from the Vendor drop down box to indicate who to order the material from.

Uncheck the "Show Slabs Only" checkbox to ensure there are no other inventory items that need to be ordered. If there are, ensure the Vendor is assigned for those items as well.

 

Fabrication Tab

Depending on your role, you may use the Fabrication Tab more often than the Area Module to assign vendors.

 

 Step 4 - Create Order

After the vendor has been assigned, you can create a new order for the inventory items or add the inventory items to an existing order with the same vendor. There are multiple ways to Create an Order. 

1. Create Order Using the PO Button in the Area

2. Create Order Using the Job Actions
   

3. Create Order Using the PO Button in the Fabrication Tab
   

The "Order" job action will order for the entire job and check every area to determine if inventory items need to be ordered. The PO buttons will consider the inventory items for each separate area and even more specifically, only the selected inventory items for that area.

Area Module PO Button

Job Action

Fabrication Tab PO Button

Area Module PO Button

Select the inventory item(s) and click the PO button to create a new order or to add the inventory items to an existing order with the same vendor.

• Click the "PO" button in the Area Module Inventory Items section and confirm you would like to create an order.
  

• A Pop-up Box will indicate an Inventory Order has been created. The Item # will indicate the inventory item number.

 

Job Action

• Select the Order Decision and Click Done.
  

• A Pop-up Box will indicate an Inventory Order has been created. The Item # will indicate the inventory item number.
  

Fabrication Tab PO Button

Select the inventory item(s) and click the PO button in the fabrication tab to create a new order or to add the inventory items to an existing order with the same vendor.

• Click the "PO" button in the Fabrication Tab and confirm you would like to create an order.
  

• A Pop-up Box will indicate an Inventory Order has been created. The Item # will indicate the inventory item number.

 

 

Step 5 - Complete the Order

Access the Order

Access from Area Module

One way to access the Inventory Order is by clicking the “Goto” button in the Inventory Items section of the Area Module.

If you clicked the “Goto” button, the Inventory Order will already be pulled up. If not, you can search for the Order by number or use the dropdown.

View Tagged Job

 On the Inventory Item, you can see the slab is tagged to your job. You can hover over the “Go to Job” button to see the job number or scroll to the right.

Access from Do Now List

The Do Now list is designed to keep you on track each day! When it is time to order materials, the "Order" action will be in the Do Now list for the person responsible for ordering inventory. When that user clicks the action, it will take them to the Inventory Order.

Track the Order with Actions

Track the Order with Actions

Click on the Actions Drop down to start your order.

 

 If you do not see an “Order” action, click the green plus to create a new action.

If you order through a vendor portal, complete the necessary steps in the vendor portal to determine the delivery date.

Enter the Delivery Date

Enter Delivery Date

Use the scroll bar to scroll over to enter a Delivery Date in the Date column.

• Enter the delivery date
  

• Click Save

Complete Order Action

Complete Order Action

Click the Done button

• You will see a Pop-Up box indicating that the order has been completed.
  

• The status for both the order and the inventory items will change to Ordered.
• The Received Action will be added as the next Action.
  

Run and Email the Purchase Order

Run and Email the Purchase Order

Send PO to the Vendor. (Optional if needed to send PO to Vendor. Sometimes you may order through a vendor portal)

• Task Menu >Reports>Purchase Order or Purchase Order with Price
  

Once the purchase order is generated, click the email button to open the email window which will include the PO as an attachment and where you can edit the email addresses, subject, and body. Click OK to send the email.

 

When you email the purchase order, ActionFlow automatically saves it to the Inventory Order files for future reference.

Inventory Item now Tagged to the Job

Inventory Items and Ordered Linked by Item # and Job #

The inventory items are linked between the order and the job.

Job Actions related to the Order

Job Actions Added after Order

You can add actions to the job after the inventory order is complete if there are steps the project manager needs to take. These are optional and can be turned on or off. Work with your account manager to configure this process.

• If you navigate to the Customer tab and then the Job Actions, you may see 3 new actions:
  
  • Comment - this indicates to the project manager that the stone has been ordered with the order #
  • Notify Dealers - this action is relevant if there is a dealer who needs to be informed
  • Receive Stone - this action is assigned to the project manager on the day after the delivery date set on the "Order" action
    

Step 6 - Receive the Order

Print the Receiving Worksheet

Complete the "Received" Action

• The status for the order will change to Received. The status for the inventory items will change to Available.
• The Invoice Entry will be added as the next Action if you would like to track when you've received your Invoice from the Vendor.

Print Barcodes

If you have a barcode printer set up, print out barcodes using the "Barcode" reports which can be found in the Inventory Order Task Menu.

Check out this resource for barcode troubleshooting and recommended equipment. 

Check out these resources for printing remnant barcodes.