Business Applications Suite

Stock Management

Trivaeo Stock Management (or inventory management if you prefer) is all about managing the stock mix of your business whilst understanding the demands placed on that stock.

Functionality

Trivaeo Stock Management allows your company to manage the inventory of goods it needs to conduct its business. It assists your business in keeping track of orders, locations (depots), handling and shelf life of your inventory.  It takes control of the complex task of balancing your requirements across inventory (stock in hand) and the activities, processes and suppliers involved in replenishing your stock levels.  It is capable of notifying and alerting your staff of shelf-life expectancies and expiries so that you always have what you need to ensure business continuinity whilst doing what you can to prevent exessive stock levels.  It may be regarded as a 'Push and Pull' inventory management solution.  Your customers, jobs, projects pull goods out of your stock pool and your company pushes new stock into the process based on demand.

Features

  • Flexible enough to allow your business to show how much stock you have at any time and keep track of it for any product you have defined
  • It may be applied to any item you use to produce a product from the initial raw materials to finished goods
  • It covers stock at every stage of the stock management process including the use of depots or warehouses from initial purchase through to delivery
  • It manages shelf-life expectancies and warns your staff of imminent expiries
  • Define your own delivery chain process, making it as simple or as complex as you need
  • Set limits for your customers as to the amount they can purchase or order at a time
  • Create as many depots as you need if your stock is held centrally before distribution
  • Define your own reasons for stock 'returns' or operational 'reasons' that affect stock status
  • Whilst using your own business 'pricing schema' you are still able to set individual customer prices uniquely for each item including their annual 'forecasts'

Benefits

  • Unified stock and inventory management all draws from the same set of underlying data so your business only has to input the data once
  • Sales order processing and purchase order processing are integrated so statistics and balances are automatically updated as your business runs
  • Automation and Manual Adjustment is supported which improves long term accuracy and validity of data
  • If you use Customer Relationship Management (CRM) then orders may be automated and even linked to the original opportunity and quotations for end to end transparency
  • Bonded to the optional Project Management application suite so that your Projects are able to integrate to Stock Management for client orders on their projects
  • The use of a single products and services catalogue across the Trivaeo Business Applications Suite ensures consistency and accuracy in data in and data out
  • At a glance stock levels management with stock available, stock allocated against orders and stock ordered

The Stock Management application suite is made up of 9 core sub-applications across Stock In, Stock Out, Orders, Back Orders, Delivered Orders, Stock Adjustment, Stock Levels, Customer Pricing Management, In/Out Tracking supported by an extensive range of real-time and historic reports.  It even includes the details necessary to monitor expected quality control overheads as well as being able to define your own delivery processes that include intermediate use of warehousing, distribution points or depots.  The soft integration to CRM, Project Management and your own Products and Services catalogue means the stock management application can work as an integral element across broader use of the Trivaeo Suite or on its own as a standalone application if desired.  If your business already has an extensive portfolio of products (or parts and materials thereof) then a simple batch import process may be used to set up your initial catalogue.

Introduction to the Trivaeo Stock Management solution

What is the main purpose of Stock Management?

Stock Management, also known as Inventory Management, gives your business an instant view of how much stock you have

Stock Management allows your company to monitor and control the goods and stock that it uses.  It allows new stock to be ordered as required and provides details on the numbers, quantities and status of all inventory held at all times.  Whilst behaving as a single application it is actually made up of a number of sub-applications that work together and also across the Trivaeo Suite (where applicable to your business) to provide a seamless stock management capability delivered off a single data framework.  It's capabilities include;

  • Manage a complete Product and Services Catalogue with direct relationships to underlying suppliers who provide elements to you as well as details of how those Products are consumed by your clients and customers
  • Management of Stock IN towards your business with varying statuses and locations in each case. For each new inbound element of stock to manage its order details, dates, supplier, status, location, key contact, expected delivery date and the quality control release dates
  • Manage of Stock OUT leaving your business, also with varying statuses and locations in each case. For each outbound movement you have the ability to define an infinite number of 'reasons' for the stock movement itself
  • Order Management allows your business to track orders placed by clients inbound to your business as well as track orders placed on your suppliers that expect inbound product movements as a result. It also automates your Order Numbering process, the status of each order, delivery dates, responsible person, purchase order numbers and may seamlessly link to Companies, Contacts, Opportunities, Quotations and Project Management if you use those application elements as part of the Business Applications Suite too.  For stock orders you can even maintain records for orders placed by a customer that is to be delivered to a different customer even with variable shipping addresses
  • Intelligent Linking with the sales process in CRM allows for seamless back-order placement and the handling of sales where the product is not currently in stock or held in inventory
  • Careful management of the status of each stock 'order' of any type creates an instant overview of all delivered orders against any recorded location
  • Adjust Stock allows activities like 'stock taking', inventory review or stock reconciliation to occur with manual overrides so that 'actuals' are more accurately reflected over time
  • Stock Level Management allows your business to see at a glance the stock levels of all products on catalogue by their category as well as by their location
  • Customer Price Manager allows you business to override your Manufacturers or Retail Suggested Retail Price of any product on a per customer level.  This may also include customised pricing for your services. It includes the ability to set annual forecasts for product consumption, value or time based services for each customer 
  • In/Out Tracking allows your business to see at a glance all product movements either inbound or outbound including their current status and the location on demand
  • Enhanced Reporting provides granular historic reporting of your entire order histories, customer prices, orders, sales, orders by companies, back orders, inbound product tracking, outbound product tracking, customer forecast reports and reports of your entire current Stock Levels
  • As an administrator of the application you may also set your own terms (dictionaries) for your operational reasons for stock movement, set your customer purchasing limits, set up depots, reasons for stock returns and define your own delivery chain processes.  Furthermore you may setup your own customised notifications and alerts system to alert your teams when stock is nearing the end of its normal shelf life
The Trivaeo Stock Management application Suite is structured identically to all the other business applications across the suite. It uses the same roles and permissions groups and leverages customer relationship management, project management, order management, quotations and even Project Management so your entire business is working off a single data-set.  The ability to define your own catalogue of products and services then expose that catalogue across the Suite whilst maintaining granular stock management control is powerful.  Despite this inherent potential 'complexity' the application is intuitive to use.  You don't need to be a dedicated warehouse manager or stock foreman to make effective use of it.  It easily supports the needs of most small and medium sized businesses and is even used by a European Drugs Manufacturer and Importer to manage their entire supply chain from their source factories in Switzerland through to various distribution depots, then quality control measures and then on through to the High Street retailers across the United Kingdom.  It is powerful, flexible, easy to use and focusses on relevance and accuracy in the data.

 

Stock Management - Main areas of focus

Trivaeo Stock Management Suite - Highlights

  • Complete Integration
    Stock Management works seamlessly with CRM across quotations, orders and opportunities or even alongside Project Management but can also be used standalone without other Trivaeo Suite applications as prerequisites
  • Unlimited Catalogue
    Driven by an underlying products and services catalogue the stock management application is completely freeform in nature. You define exactly what you need and how it is itemised and costed
  • Infinite Statuses
    Set your own dictionaries of terms to be used to track order status both inbound and outbound as well as the various operational 'reasons' for stock movement as well as stock returns from clients and customers
  • Depots Galore
    Define as many depots and warehouses as you want to reflect the locations where your stock resides permanently or temporarily during shipping or movement
Drag and Drop Jobs in Scheduler

Stock Management Application Suite

  • Delivery Chains
    Define your own typical delivery chain processes across inbound as well as outbound stock movements.  You may include depots and chain dependencies such that the time to move products through the process from start to finish is automated.  This can be very powerful with things like border controls, typical handling delays, loading and unloading, indeed, anything you like.  Set an infinite number of stages that accurately reflects how your products move logistically
  • Alarms and Notifications
    Set up your own notifications workflows so that each product you 'manage' under stock control may have its minimum stock levels tracked as well as its expected shelf-life and induce an alarm or an alert to users if a breach is imminent
  • Strong Reporting
    An extensive suite of prebuilt reports give your business quick access to mission critical data allowing for better 'actuals',  planning and forecasting
  • Customer Specific Pricing
    Easily handle customer specific pricing so that pricing is automated for any purchase, order, quotation or project based on the rules your business has already defined
Stock Management - Highlights

Power features to make your teams shine

Rich Reports

Critical Data - NOW

Prebuilt suite of reports provides instant snapshots of how your stock management activities are performing across the business

Infinite Catalogue

Define all your products or sub-products with ease

Your business relies on its products and services to make money. Use the powerful Product Catalogue to import or input your own product and service information. Manage your providers, costs, units and categories with freedom.  Include pictures of the items and define their relationship to each other, including sub-products that make up bigger things.  The products catalogue is also directly integrated with XERO if you use it and may be 'in control' or 'controlled by' XERO. You decide.

Smart Automation

You do some of the inputs, we do the rest

You manage your products, stock in, stock out, orders (adjustments too) and your customer prices.  Use these bits routinely and we automate your back orders, your delivered orders, your stock levels and your in/out tracking.  Rely on our alerting and notifications to warn your staff if a product shelf life nears its end or if its total quantity is at its minimum stock level.

Automate your Product Catalogue easily so that your business always knows what it has got available, where it is and its status. It's so smart even a simple order placed in the CRM solution is tied to its opportunity, its quotation and any subsequent project. All of this flows naturally straight into your warehouse, logistics and stock management activity with zero user manipulation required.
Stock Management - Power Features

Stock Management at a glance

Quick Navigation

Get to what you need, fast
The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly but all the while the users remain in the team room. They hit Leave on this menu to return to the main business applications dashboard

Stock In

Review current stock or add new stock inbound
See a total top down biew of stock movements inbound, their status and their location or add new inbound stock movements using the simple form entry system

Stock out

Review Outbound or add new outbound stock movement
Move stock outbound from your business here by adding a new movement or review those already completed or in progress

Stock Order Management

Review client originated or your own stock orders
Review active or archived client orders and your own stock orders here.

Back Orders

Monitor your back orders
Back orders are created automatically when stock levels do not allow an order to be fulfilled at any time.  Here you may review back orders by their originating location or office.

Delivered Orders

Monitor your deliveries
As orders are placed they may be both inbound or outbound tracked.  As the delivery process proceeds these orders mature into delivered orders.  You review them here

Adjust Stock

Adjust your Stock levels
If your company undertakes a stock or inventory assessment, stock-take or other validation of stock held versus the totals shown in stock management you may make alterations to the available quantities here.  It autoomatically calculates the OLD automated quantity allowing a manual override to set the new quantity levels plus the reason for the change, e.g. damaged in transit, warehouse damage, (you set your own operational reasons in each case of course!)

Stock Level

See your stock levels here
The solution derives your current stock levels as a function of the initial stock held (via adjust stock) minus stock in and stock out totals and statuses over time.  You may review the current stock holding of any product in your inventory here at any time.

Customer Price Manager

Set individual pricing per company here
For each product, service and customer across your business application suite you have the ability to set their customised discount level or the individual price in each case.  You may also set the annual purchasing forecast by projected economic value or the number of units too

In/Out Tracking

Automated Order Tracking
For each order placed on behalf of a client or to a supplier you may initiate an order tracking process that allows the various stages of shipping, customs clearance, quality control or other measures to be recorded.  This provides a gated in and out tracking capability so that your business always knows where a current order is in its process

Reports

Access predefined Stock Management Reports
Access the library of predefined Stock Management Reports here. They include;
  • Order History Report
  • Customer Prices Report
  • Orders List Report
  • Sales Report
  • Orders in Companies Report
  • Back Orders Report
  • Inbound Tracking Report
  • Outbound Tracking Report
  • Customer Forecast Report
  • Stock Level Report
Each of these reports may be exported in a variety of formats for easy onward distribution or sharing

Dashboard and Widgets

Real-Time Dashboard
This main widget area highlights current asset management entries, workflows and tasks that relate to the currently logged in user with a selection of real-time reports and summaries
  • Quick Navigation

    Get to what you need, fast
    The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly but all the while the users remain in the team room. They hit Leave on this menu to return to the main business applications dashboard
  • Stock In

    Review current stock or add new stock inbound
    See a total top down biew of stock movements inbound, their status and their location or add new inbound stock movements using the simple form entry system
  • Stock out

    Review Outbound or add new outbound stock movement
    Move stock outbound from your business here by adding a new movement or review those already completed or in progress
  • Stock Order Management

    Review client originated or your own stock orders
    Review active or archived client orders and your own stock orders here.
  • Back Orders

    Monitor your back orders
    Back orders are created automatically when stock levels do not allow an order to be fulfilled at any time.  Here you may review back orders by their originating location or office.
  • Delivered Orders

    Monitor your deliveries
    As orders are placed they may be both inbound or outbound tracked.  As the delivery process proceeds these orders mature into delivered orders.  You review them here
  • Adjust Stock

    Adjust your Stock levels
    If your company undertakes a stock or inventory assessment, stock-take or other validation of stock held versus the totals shown in stock management you may make alterations to the available quantities here.  It autoomatically calculates the OLD automated quantity allowing a manual override to set the new quantity levels plus the reason for the change, e.g. damaged in transit, warehouse damage, (you set your own operational reasons in each case of course!)
  • Stock Level

    See your stock levels here
    The solution derives your current stock levels as a function of the initial stock held (via adjust stock) minus stock in and stock out totals and statuses over time.  You may review the current stock holding of any product in your inventory here at any time.
  • Customer Price Manager

    Set individual pricing per company here
    For each product, service and customer across your business application suite you have the ability to set their customised discount level or the individual price in each case.  You may also set the annual purchasing forecast by projected economic value or the number of units too
  • In/Out Tracking

    Automated Order Tracking
    For each order placed on behalf of a client or to a supplier you may initiate an order tracking process that allows the various stages of shipping, customs clearance, quality control or other measures to be recorded.  This provides a gated in and out tracking capability so that your business always knows where a current order is in its process
  • Reports

    Access predefined Stock Management Reports
    Access the library of predefined Stock Management Reports here. They include;
    • Order History Report
    • Customer Prices Report
    • Orders List Report
    • Sales Report
    • Orders in Companies Report
    • Back Orders Report
    • Inbound Tracking Report
    • Outbound Tracking Report
    • Customer Forecast Report
    • Stock Level Report
    Each of these reports may be exported in a variety of formats for easy onward distribution or sharing
  • Dashboard and Widgets

    Real-Time Dashboard
    This main widget area highlights current asset management entries, workflows and tasks that relate to the currently logged in user with a selection of real-time reports and summaries

Hints and Tips

 

Hover your mouse over the black dots for access to a quick description or video about each application element.


The Stock Management application is robust yet easy to use. It was designed absolutely with the stock management and inventory management needs of small and medium sized businesses in mind. That said it has been widely adopted even by larger multinational organisation due to its ease of use and the fact that it is so well tied into the overall customer relationship managment and project management framework in other areas of the business applications suite.  The rapid importing of existing product and services makes it easy to adopt even for companies with extensive products and services portfolios and the fact that automation prevails through the solution means that its outputs are always accurate.  It is designed to prevent errors and allow manual overrides of pricing and stock levels so it retains long term relevance and usability for any business.  It can be used as a stock control system, an inventory management system or simply as a method to track the delivery of orders made up up both product and service elements to your customer with customer specific pricing, discounts and forecasting enabled throughout.
Dave Tidwell, Chief Operating Officer
Stock Management Main Window
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