The StockFlow Add-On Module streamlines inventory management by allowing you to set up and track stock levels, warehouses, and stock conversions within your business. It helps you manage product details, categorize items, link remarks for automatic stock allocation to job cards, and ensures accurate stock usage through conversion rates.
The module also enables easy integration with Sage, allowing for efficient stock updates and a smoother workflow. Comprehensive setup and training support are provided to ensure seamless implementation and use.
1. Set Up Warehouses for Your Branch
Access the Warehouse Tab:
Navigate to the Items tab on the left-hand side and click on the “Warehouse” tab.
Select your branch.
Add Warehouses:
Under the Add Warehouse section, create the required warehouses.
Note: Warehouses for Technicians or Staff are automatically set up by the system, so you don’t need to manually create them.
Ensure that your Main Warehouse is set as both the Default Warehouse and the Requisition Warehouse.
Requisition Warehouse: This type of warehouse will allow the system to automatically pull stock and allocate it to a job card if stock is required for that job.
Non-Requisition Warehouse: Use this if you want to reserve stock for a specific project to ensure it isn't used elsewhere.
2. Create or Edit Stock Items
Set Up Products:
All items you wish to manage in StockFlow should be added to the system.
To create a new item, search for it to confirm it's not already in the system.
If the item isn't found, click Add to create a new entry.
Follow this help file to add new items: View here
Item Details:
Fill in the following fields:
Item Description
Item Code (suggest using your supplier's code for easier stock ordering)
Item Type:
Select Physical if you want the system to track stock quantities.
Select Service if you want the system to ignore stock quantities for this item.
Item Cost: The price you pay for the product (excluding VAT).
Item Price: The price you charge your clients if you sell the item directly. If not selling directly, leave this field empty.
Ignore the Item Unit Cost and Item Unit Price for now – these can be filled out later.
Leave the NON-VAT checkbox unchecked.
Item Category: Select the appropriate category. The category selection will affect your Franchise Fees Weekly Report.
Once complete, click Save. The next step will be to link a Remark to the item.
Linking Remarks:
Remarks help auto-populate the Remedy or Consumable Used on a site.
If a technician selects the Remedy, the stock will automatically be added to the job card.
To link a remark, click the Remarks Link button at the top of the screen and search for the correct remark.
Note: If you mistakenly loaded an item with the wrong type (e.g., a service item as a physical item), please contact us so we can correct it on the backend.
3. Set Up Stock Quantity Conversion
Conversion Rate:
After saving the item, the system will open the Stock Quantity Conversion section.
This section is critical for managing how stock is recorded and used in the system, especially when items are purchased in bulk (e.g., liters or units) but used in smaller quantities (e.g., milliliters or individual items).
Single Item Value:
Enter the number of units you are purchasing (e.g., if you buy a 5-liter container, enter 5).
For items like wax blocks (800 in a bucket), the value would be 800.
Input Unit:
Enter the unit you use when purchasing the item (e.g., Liter for a 5-liter container or Block for wax blocks).
Usage Unit:
Enter the unit in which the product will be used (e.g., Milliliters for a pesticide).
The system will automatically calculate conversions, cost per usage unit, and sales price per usage unit.
4. Perform a Detailed Stock Take
Complete Stock Take:
After setting up your items with conversion rates and remarks, please email [email protected] to request a stock take spreadsheet.
Once the stock take is completed, return the filled spreadsheet to us, and we’ll import the data into Sage and BriskFlow.
Once the stock has been updated in BriskFlow, the stock module will be ready for use.
5. Training and Support
Training:
A detailed walkthrough of the setup and stock module will be provided during your training session.
Further Assistance:
Don’t hesitate to contact us if you need any additional help or clarification.