Inventory Manager
The system is designed for small to mid-size companies, not wishing to invest in high cost logistic
programs, enjoying the flexibility of designing tools for their personal need, and integrate into their
actual system. Inventory Manager is integrated between an order management tool and the
Invoicing software, to ensure that all orders are delivered and invoiced.
The system intent to deliver the following metrics:
- Tracking of Product movements from Suppliers to Storage locations and Customers
- Daily updated Stock reports based on the administrated Product Movements
- Paid orders delivery assignment from available warehouse, based on actual availability.
- Automatic Delivery Notice generation based on Product movement assignment.
- Integrate the internal production system stocking process in the Storage update process
User Rights:
The system differentiates 3 main user type:
Owner: is developers user right, which provide full access to all databases Members: is the Management Team right. This team has editing rights for all database, they are
able also to change views and create pages. This group could approve new Suppliers, and storage
locations. Their approval could be requested for internal, or high-volume movements.
Administrator: Has the right to add and modify Product movement request, and approve mid and
low volume movements, or Customer deliveries.
Service Requirements:
The system is based on following service foundations which are criteria to set up the system at the
company:
- Microsoft Office 365 Enterprise Subscription for all users
- PowerAutomate PowerBI and PowerApp default package
- Microsoft Sharepoint Service for Businesses
- Power Automate AI builder monthly subscription
Data Structure
The system contains the following core tables and relations. The tables column structure is optimized
for the company request.
Foundational Database:
- Country_List: List of Countries with basic information of that country to arrange Lookup
connections by country origin.
- DeliveryAddress_List: Delivery Address of direct customers. This list store the full
address, VAT number of the address and the Account name of the partner assigned to
the location. This list is owned by the Agent team at order finalization therefore it’s
considered as foundational.
- Product_List: Is the list owned by the Product manager which contains all products from
the company portfolio. The list store all information required by the company processes,
and legel right of resell. Minimum details are Product Name, unit of measure, package
size, stock keeping unit size, price per stock keeping unit size. All products could be set
to Active or inactive status by the product manager.
- ActivePrice_List: Is the list of active, priced products from the Product list.
- Document Folders for File storage:
- SupplierNotices: All documents provided by Suppliers
- DeliveryNotices: All PDF file generated by the Administrator
Functional Database for Members:
- Supplier_List: This list store details of all suppliers whom delivering products to the
company. The list contains the supplier name VAT number official address for invoicing,
and contact e-mail. Suppliers could be set to Active or inactive status by members.
- Storage_List: This list is the collection of all physical storage location where the company
store products. All location is assigned by a unique name for identification, company
info, address,, VAT number for delivery purposes. All Storage location could be set to
Active or inactive status by members. Storage mark for External goods storage as a
differentiation.
- Distributor_List: This list store details of all distributors whom could purchase batch of
products for their own needs without customer need. The list contains the distributor
name VAT number official address for invoicing, and contact e-mail. Distributors could
be set to Active or inactive status by members.
- Supplier_List: Is storing all requested Orders to the Suppliers. Structure is similar to
SupplierNotices_List described below, with the addition, of the column of Expected
Delivery date, SupplierAcceptance, and SupplierAcceptanceDate.
Executive Lists for Agents edited through UI
- Approved_OrederBank | Archive_List: Is the summary list of all closed order, which is
assigned to delivery. This list stores information of the Account or Partner who
purchased the product, the delivery address of the partner, the product name, the
purchased volume in stock keeping unit.
- ProductMovements: Is a tracking list of product movements for incoming delivery of
purchased goods, executed deliveries to customers, and internal storage movements.
This list stores the deliver From and To information which is defined by the type of
movment source. The list also store the product name and the volume of movement in
it’s package size.
- DeliveryNotices_List: Is the list which log all product movement to customers. This log
stores the Customer details whom purchased the products, the delivery location
information defined by the customer, all information is stored as text, for logging and
related IDs for source lists. Store the Product details and product ID form product list.
Calculates the Unite number for delivery and the total Net and Brut weight. – This list is
the source of all HTML design hard copy of Delivery Notices.
- SupplierNotices_List: Is the list which log all product purchased delivery. This log stores
the Supplier details whom delivering the products, the delivery location information, all
information is stored as text, for logging and related IDs for source lists. Store the
Product details and product ID form product list. Calculates the Unite number for
delivery and the total Net and Brut weight. – This list is the outcome of the invoices
Automations
- DeliveryNotice generation: When the Administrator finished Allocation and Reviewed the
Delivery Notice preview the generation could be selected. That triggers the Power
Automation flow which is filtering in the defined DeliveryNotice Identifier and generate the
document.
- Daily delivery Report: The system archive end of day all daily assigned deliveries and store
it in a csv file which could be used for invoicing import.
- Daily Stock Report: A csv based HTML file which is indicating all Unique_ProductName with
available stock of Physical, Allocated, and Non Allocated, and Ordered.
User Interface:
The UI is defined in PowerApp for mobile hand held device screens. Could be used from iOS Android
app store through the dedicated PowerApps app, or at the web by the link provided to the users. The
look of the UI could be adjusted by the branding guideline of the purchasing company.
The system has a backside user authentication by the Microsoft account, which get verified very time
the system is opened by the user. All data is queried to the user access in terms of Accounts Account
details.
The UI has the following main pages defined for the users: UI Architecture: Left panel is functional area for start new processes, top area is main navigation buttons
– back refresh, home. Color splits the customer facing and internal functions
Top right area is the administrative working area. Search option, Cancel and Save work.
Right mid and bottom area is the main working area, where the lists and forms will load
data could be selected, or loaded.
Pop Up Panel for Item editing.
Main Pages for User: Allocation: This page allow the user to allocate from the Storage availabilities – physical,
ordered - to the customer Orders. The system would be integrated in the Company Order
collection system.
Delivery: The assigned delivery Notices could be Previewed and Approved for delivery at
the panel. All approved Delivery Notice get finalized, and generate the PDF copy.
Billing: All delivered items are listed and could be marked for billing. Marked Items can be
exported at the end of the day or week which could be integrated in the company invoicing
program.
Stocking: All orders and requested deliveries should be updated into this list, the invoice
and delivery notice number could be stored, and the list support the COGS and stock
value calculation. After delivery Notice Number is updated, a storage should be assigned.
Suppliers List: is the list where all suppliers should be recorded, with their financial details.
Storages: is the list of all Storage locations with address and financial details. These could
be physical or virtual storages, to stock products.
Distributors: is a panel available for non direct sales. This list can be connected with the
OrderList and ensure that the correct invoicing and details are considered for financing
contracts.
Products List enable the user to add new products in the App. It also enables the edition
of the product details needed for Delivery (weight, ADR…) and invoicing (if it’s not
managed in an other module)
Reports:
Left side, there is a comprehensive list of products, detailing attributes such as product names, available quantities, measurement units, and storage locations. The total quantities for both "Free Stock" and "Physical Stock" are presented at the bottom, summing up.
On the right side, a pie chart visually represents the "Total Stock Value by Product Line." Each segment is color-coded to represent different categories. The chart indicates the value distribution across these product lines.
This report serves as a valuable tool for inventory tracking, helping stakeholders assess stock levels and financial distribution across different product categories.
Generated Documents:
