Creating an Inventory

To create a new inventory, first open the Inventory module. If the module doesn't appear, you may not have the correct permissions. In the module, you'll find the Inventory tab on the left side with the submenu Inventories.

Click the + button to create a new inventory.

You now have the option to create the inventory based on a previously created template or to create it without a template. Click Use to select the desired option. You can either completely adopt the template settings or customize them individually. The inventory is then created using the Add button.

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You can learn how to create an inventory template and find explanations about inventory scope, repetitions, and inspection characteristics here.

After creating an inventory, you'll land in the inventory detail view. Here you can see all relevant inventory information at a glance. From here, you can return to the overview of all existing inventories at any time via the ← button.

Inventory Detail View

In the inventory detail view, you'll see the inventory's Status in the General section along with basic information. This status changes depending on the processing state of the inventory and can have the following values:

• New: The inventory has been created but not yet started.
• In Progress: The objects to be checked are currently being inspected.
• Finalized: The inventory has been completed.
• Cancelled: The inventory was terminated prematurely.

In the detail view, you'll also see the Scope and History sections. The Scope section shows whether the objects to be checked are fabric rolls or components, as well as the warehouses included in the inventory. The History section shows all relevant information about the inventory's history. It lists when and by which user the inventory was created, started, finalized, or cancelled.

Below are the Check Objects and Check Progress sections. The Check Objects section shows all objects that need to be controlled as part of the inventory. If the inventory has the status New, this list is still empty. It will be populated once the inventory is started. If you're not satisfied with the system-generated selection of check objects, you can also add more check objects using the Add Mandatory Check Object button. The Check Progress section shows you how many objects have already been checked during the inventory and their inspection results.

WARNING

Note that when manually adding check objects, you can only add rolls or components to the inventory check that aren't blocked by other already started inventories. If you try to add an already blocked object, you'll receive an appropriate error message.

Starting an Inventory

Basically, an inventory can be started in three ways:

• By starting the inventory in the detail view
• By scanning the first check object
• By starting the inventory in the scan view of the check objects

Starting Inventory via Detail View

In the top right hamburger menu, you'll find the Start Inventory option. Once the inventory is started, its status changes to In Progress. Now you'll also see all system-selected check objects listed in the lower section of the detail view.

Starting Inventory by Scanning the First Check Object

Alternatively, an inventory is also started as soon as the first check object is scanned. Immediately after an inventory is created, it appears not only in the overall view of all inventories but also in the Warehouse module under the Inventories tab. Here, the checking person scans the objects to be checked, notes deviations, and confirms the inspection.

Starting Inventory in the Scan View of Check Objects

If you still want to start the inventory without scanning a check object, or if you don't know at that moment which check object can be scanned, there's also a Start button in the same scan view that starts the inventory and then lists the check objects to be scanned.

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Once the inventory is started and as long as it's in the In Progress status, you can manually add any number of additional check objects at any time by scanning rolls or components.

Partial Inventory vs. Full Inventory

In partial inventories, after a check object is scanned and deviations are entered, the bookings for this object are carried out directly. For example, a fabric roll that was checked as Not Ok is immediately updated accordingly in the system after this check. In full inventories, the bookings are only carried out when all check objects have been controlled and the finalization of the inventory has been manually initiated (see Finalizing Inventory).

Cancelling Inventory

Generally, an inventory can be cancelled at any time as long as it hasn't been finalized. To do this, click on the hamburger menu in the top right of the detail view and then select the Cancel Inventory option. Cancelling the inventory will abort all check objects that haven't been completed yet. Ongoing checks will be interrupted. For full inventories, no data is changed, but for partial inventories, the bookings already made are not reversed.

Finalizing Inventory

When finalizing an inventory, the inventory is completed and the pending bookings are carried out. The finalization of an inventory depends on the inventory type.

Partial Inventory

The inventory is automatically finalized as soon as all check objects have been controlled.

Full Inventory

Once all check objects have been controlled, you can manually finalize the inventory. To do this, click on the hamburger menu in the top right of the inventory detail view again and select the Finalize Inventory option. If there are still open check objects, the inventory cannot be completed. When finalizing the full inventory, all pending bookings are carried out. This means that all check objects that were checked as Not Ok are updated accordingly in the system.

After an inventory has been finalized, it cannot be modified anymore. Following the finalization, the PDF documents of the inventory overview and the individual check objects are also available for printing. Depending on which PDF you want to download, you can get it either via the Download Inventory Report button in the General section at the top of the inventory detail view or next to each controlled object in the list of Check Objects via the Download button.

When an inventory has been finalized, a Checksum also appears in the General section, which serves data integrity and security. It enables the detection of subsequent changes in the database. If a record is modified after the checksum is created, it no longer matches the current state.