Non-Stock Item Workflows - Warehouse Inventory

Non-Stock Item Workflows - Warehouse Inventory

NEXGEN offers multiple options for setting up a warehouse workflow for non-stock items. Non-stock items (different from stock items in NEXGEN) are items you do not normally keep in stock in your warehouse or items that are not held in your warehouse and are bought on a case-by-case basis. See below for information about non-stock item workflows within NEXGEN.

Workflow Option Complexity

When determining which workflow you would like for your warehouse, it's important to consider how much control and oversight you would like over your warehouse. Depending on how you would like NEXGEN to reflect your inventory process, you might also want to consider who will be involved in the inventory workflow and how simple you would like your workflow to be. Below is a list of possible workflow setups available within NEXGEN. The options are organized from least complex to most complex.
Non-stock Warehouse Workflow Options Non-stock Warehouse Workflow Options

Open Warehouse

When it comes to managing your warehouse inventory, an  open warehouse is the easiest to setup and involves the least involvement from staff. With the open warehouse workflow, individual users operate autonomously when it comes to adding items to work orders.

Open Warehouse Workflow

Set Up an Open Warehouse for Non-Stock Items

To set up an open warehouse for non-stock items, you must first configure your company options. To do this, follow the steps below.
Note: In order to configure company options, you must have the necessary permissions. For more information, contact your system administrator.
  1. From your NEXGEN dashboard, click on "Settings" from the sidebar.
  2. Click "Setup".
  3. Click "Company Options".
  4. Click "Inventory" from the sidebar.
    1. Make sure you are under the correct domain for your organization. If you cannot see the company options click your domain name from the left hand side.
  5. Ensure that "Non Stock Controlled Inventory", "Non Stock Approval by hierarchy", and "Use PO for Inventory Update" are not selected.
    1. If any of those options are selected click on the "Edit" icon and make sure to uncheck those items. Click "Save" when you are done.
  6. The open warehouse non-stock workflow should be ready to implement.

Purchase Order for Inventory Update

If you are interested in having more control over non-stock items, the purchase order for inventory update warehouse workflow is a great option. With this workflow, users have the option of creating a purchase order when adding non-stock items to a work order. This can be helpful if your user intends on having the item ordered. Users also have the option to refuse the creation of a purchase order. If a user chooses not to create a purchase order for the non-stock item, they can add that item to the work order after the fact.

Purchase Order Workflow (User Rejects PO)



Purchase Order Workflow (User Creates PO)

Set Up a Purchase Order Inventory Update Workflow for Non-Stock Items

To adjust your company options in order to have a PO workflow, please look at the steps below.
  1. From your NEXGEN dashboard, click on "Settings" from the sidebar.
  2. Click "Setup".
  3. Click "Company Options".
  4. Click "Inventory" from the sidebar.
    1. Make sure you are under the correct domain for your organization. If you cannot see the company options click your domain name from the left hand side.
  5. Turn "Use PO for Inventory Update" on.
    1. To turn on the feature, click the pencil "Edit" button and check the "Use PO for Inventory Update" box.
    2. Click "Save".
  6. Ensure that "Non Stock Controlled Inventory", "Non Stock Approval by hierarchy", and are not selected.
  7. Users will now be asked if they would like to create a purchase order for every item added to a work order.

Non-Stock Controlled Inventory

Much like the purchase inventory workflow, non-stock controlled inventory gives certain users the ability to create purchase orders. However, with the non-stock controlled inventory workflow, when non-stock controlled inventory is selected and "Use PO for Inventory Update" is also selected, end users will not be asked if they would like to create a purchase order. Instead, the warehouse manager or other authorized user will have the option of creating purchase orders through item requisitions. When non-stock controlled inventory is turned on, item requisitions are created for all non-stock items that are added to work orders. From there, a warehouse manager or administrator must issue the items or create a purchase order for the item.




Set Up a Non-Stock Controlled Inventory

Before the NEXGEN system can create purchase orders for every non-stock item that is added to a work order, you must adjust your company options. To do this:
  1. From your NEXGEN dashboard, click on "Settings" from the sidebar.
  2. Click "Setup".
  3. Click "Company Options".
  4. Click "Inventory" from the sidebar.
    1. Make sure you are under the correct domain for your organization. If you cannot see the company options click your domain name from the left hand side.
  5. Turn "Use PO for Inventory Update" and "Non-Stock Controlled" Inventory on.
    1. To turn on the feature, click the pencil "Edit" button and check the boxes for each option.
    2. Click "Save".
  6. Ensure that "Non Stock Approval by hierarchy" is not selected.
  7. Purchase orders will now be created after every non-stock item is added to a work order.

Non-Stock Controlled Inventory with Approvals

The last workflow available for non-stock items is the non-stock controlled inventory with approvals workflow. With this workflow, all employees adding items to a work order must be assigned a Max Requisition Amount and a supervisor. When users add non-stock items to work orders, an item requisition is generated, much like when "Non-Stock Controlled" is on. Unlike the non-stock controlled inventory workflow, however, if a user requests non-stock items with a total higher than their max requisition amount, their order must first be approved before they can be issued their items. Otherwise, a user's request will follow the same workflow as a "Non-Stock Controlled Inventory" workflow.

Non-Stock Controlled Inventory with Approvals Workflow

(User DOES NOT Exceed Max Requisition Amount)


Non-Stock Controlled Inventory with Approvals Workflow

(User DOES Exceed Max Requisition Amount)



Set Up a Non-Stock Controlled Inventory with Approvals

Before having approvals for item requisitions, all employees involved in the approval process must have max requisition amounts and supervisors assigned to them. To assign max requisition amounts and supervisors to a user, see below.

Assign Max Requisitions and Supervisors to Employees

  1. From your NEXGEN dashboard, hover over "Resource" on the sidebar.
  2. Click "Employee".
  3. Open your employee record by clicking on their name.
    1. You can use the sidebar to search by first name, last name, number, comments, etc.
  4. Click on the pencil "Edit" button for the top zone with your employee details.
  5. Edit your Max Requisition Amount.
  6. Select a supervisor for your employee.
    1. If you cannot see an employee under the supervisor dropdown make sure that employee's record has the "WO Supervisor" and "WO Resource" flags checked.
  7. Click "Save."

Turn On Controlled Inventory With Approvals

  1. From your NEXGEN dashboard, click on "Settings" from the sidebar.
  2. Click "Setup".
  3. Click "Company Options".
  4. Click "Inventory" from the sidebar.
    1. Make sure you are under the correct domain for your organization. If you cannot see the company options click your domain name from the left hand side.
  5. Turn "Use PO for Inventory Update", "Non-Stock Controlled Inventory", and "Non-Stock Approval by hierarchy" on.
    1. To turn on the feature, click the pencil "Edit" button and check the boxes for each option.
    2. Click "Save".
  6. Every non-stock item that is added to a work order will go through the approval process.

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