Inventory Allocation To A Job In The QR Inventory System

Benefits of Inventory and Asset Allocation for Jobs

Inventory allocation to a job involves assigning specific quantities of the supplies and materials to a specific project. This ensures that the necessary materials, tools, and equipment are available when needed, preventing delays and optimizing resource management.

Effective inventory and asset allocation is especially beneficial for businesses in construction, HVAC, electrical, plumbing, landscaping and other contracting businesses. Here are key advantages of inventory allocation and tracking:

Improved Project Efficiency

• Reduced delays and downtime: By ensuring that necessary materials are readily available, you can minimize project delays and downtime.
• Optimized resource utilization: Allocating inventory and assets to specific jobs ensures that resources are used efficiently, and you always have what you need for each project when and where you need it.

Job Cost Control

• Accurate cost tracking: With proper allocation, you can accurately track the costs associated with each project, and make sure that you stay within the project's budget.
• No material waste: By allocating only the required materials, you can minimize waste and reduce overall material costs.

Improved Decision-Making

• Real-time visibility: Real-time tracking of inventory and assets allows you to make informed decisions quickly and respond to changes in project requirements.
• Data-driven insights: Inventory and asset allocation systems provide valuable data that helps you optimize purchasing and inventory stock levels.

Enhanced Accountability

• Clear responsibility: Assigning inventory and assets to specific jobs clarifies responsibility and accountability for their usage and maintenance.
• Improved tracking and reporting: Detailed tracking and reporting capabilities help you identify any discrepancies or issues and take corrective action.

By implementing an inventory allocation and tracking system businesses can ensure that projects are completed on time and within budget, increase customer satisfaction and business reputation.

How Inventory And Assets Allocation Works In The QR Inventory Software

In the QR Inventory system you can allocate assets and inventory for the job when you receive them in the warehouse. You can then track inventory as you store it in the warehouse, load on the service truck, deliver to the job site and use for the project. You can always check availability and location of materials and equipment, and track materials consumption.

How To Allocate Inventory To A Job

In order to be able to allocate inventory to a job, you need to create a fraction level custom field that will hold a job number. You can call this field the way you want: Job Number, Project Number, Work Order Number, etc.

When receiving new materials in the warehouse, an employee will be able to enter or select a job number for the incoming inventory. From this point on, every time the materials is moved: loaded on the service truck, delivered to the job site, used or returned to the warehouse, and employee who records a transaction will be able to specify a project number.

Administrators can always see the full details of inventory for each project: what is ordered, what is fulfilled, what do you have in the warehouse, what is delivered to the job site and what is used.

Questions on inventory allocation for jobs and projects

Frequently asked questions on inventory allocation to a job when you receive materials in the warehouse.

What is the process of allocating inventory to a job when we receive it?

When you receive a new delivery, a company employee who accepts it will process a transaction on a smartphone. He will select a location where inventory is received, scan each received item, enter quantity and specify for which job this inventory is. Once everything is scanned, he will submit a transaction, that immediately updates the central database. From this point received inventory and job allocation info is available in all relevant reports.

If we receive a batch of materials for the same job, do we need to enter a job number for each received item?

You do not need to enter a job number for each item if all items in a batch are for the same project. In this case, you can enter a job number only once, then scan all received items. In order to do this, you need to create a transaction property that will have exactly the same name as your job number custom field. For example, if a custom field is called Job Number, create a transaction property that will have the same name.

How do we allocate non-stock inventory to a job?

QR Inventory makes it easy to track non-stock construction inventory, that is - inventory which is not kept in stock but is ordered for a specific project on demand. When you receive non-stock inventory, you can quickly add it to the system right on the receiving dock, using smartphone and barcode or QR code scanning. When entering inventory, you will be able to specify where you store it in the warehouse, and for which job this inventory is.

Can we select a job number from a drop-down list

Yes, a QR Inventory system allows you to chose how you want company employees to fill out data. They can enter a job number manually, select it from a drop-down list, have a hint list, or scan it in - whatever works best for you.

Can we change inventory job allocation?

Yes, administrators can change inventory job allocation via the web interface. In order to do this, click on the stock breakdown link on the main Assets & Inventory dashboard. You will see all locations where you have this item, and stock level in each location. Click on the Breakdown / Change link next to the location of interest. On this page you will see current job allocation, for example:

Total qty: 20
Job XYZ: 5
Job ABC: 10
Job DEF: 5

You can change numbers on this page, as well as allocate inventory to a different job.

How To Allocate Assets And Equipment To A Job

Allocating assets and equipment to a job is very similar to allocating inventory. The only difference is that since assets are unique, and each asset can be allocated for a single job at a time, you can make Job Number an item level custom field instead of the fraction level. This way you won't need to specify for which job this asset is each time you move it.

Once you allocated an asset or equipment to a job it will stay this way until you change the allocation.

Questions on assets allocation for jobs and projects

Frequently asked questions on allocating assets and equipment to a job.

How do we check to which job equipment is allocated?

You can quickly and easily check job allocation for the assets and equipment both on the office computer via the web interface, and in the QR Inventory mobile app.

Checking asset allocation via the web interface

You can review all details about each asset, including job allocation, specs, associated images, pdf documents, current asset location and recent transactions, using Item Details link on the main Assets & Inventory dashboard.

Checking asset allocation in the mobile app

Select Item Details button on the QR Inventory mobile app home page. Scan a QR code to review asset details, including job allocation, specs, images and documents.

How can we see all assets and equipment allocated for a specific job?

Use report with the title Items Count By Custom Field in the Assets / Inventory Counts And Locations section. There you can see all assets' allocations in one place, assets allocated for the specific job, and further filter results by the asset type or description.

How do we change equipment job allocation

You can re-allocate an asset or equipment to a different job via the web interface or in the mobile app.

• Web Interface. Go to the main Assets & Inventory dashboard, click the Update Custom Fields link and change info on this asset, including job allocation.
• A QR Inventory mobile app. Select Item Details button on the QR Inventory mobile app home page. Scan a QR code to review equipment details, including job allocation, specs, images and pdf documents. Users with the correct permissions can click Update button on this page to update asset data.

Can we review job allocation history for equipment?

Rather than reviewing job allocation history, you can review an actual equipment usage history. In order to do this, use Assets Historic Locations report in the Historic Assets Location And Stock Level Changes section. See more details in How To Bill Equipment To The Job section below.

Making Sure That Materials And Equipment Are Used For The Right Project

When you allocate equipment and inventory to a job you want to make sure that allocated assets and materials are not used for the incorrect project. In the QR Inventory software you can do it, whether you are using a mobile app and QR codes for tracking, or opt for an automated IoT asset tracking system with the BLE tags and IoT gateways.

Using QR Codes And A Mobile App For Inventory Tracking

If you created a fraction level custom field to hold a job number, and made it a required field, a user will have to fill out or select a job number for which he is taking or using materials. If there are not enough materials allocated to the job, a user will receive an error message, and transaction will not go through.

If you are typically moving large inventory volumes for the same project, you do not need to enter a job number for each inventory or asset in the transaction. Create a transaction property with the same name, and you will enter or select a job number only once for the entire batch.

IoT Asset And Inventory Tracking

When you are using a BLE asset tracking system with IoT gateways, you can set a job number that is currently being processed for each gateway. If by mistake materials or equipment are moved to the incorrect job, a gateway logs an error and alerts you, so that a person could rectify a problem.

How To Track Inventory Fulfillment For The Custom Jobs

Using an accounting module of the QR Inventory system you can create purchase orders for the project, and keep track of inventory fulfillment. When you receive inventory on the purchase order, whether via the web interface or in the mobile app, a purchase order is updated. You can check what is ordered, what is fulfilled, and what is outstanding at any time.

To make sure that nothing falls through the cracks, and you do not have to stop the project due to the lack or materials, you can set a due date for each purchase order. If the purchase order is not completely fulfilled by the due date you receive an immediate alert, and can follow up with the vendor to make sure that delivery happens in the shortest time.

How To Make A Report Of Used Inventory For Each Job

Transactions history reports will show you all transactions that were done for a selected job, each transaction individually. Usage statistics reports will show you conbined total usage during the specified time frame.

How To Bill Equipment To The Job

Use Historic Assets Location report to see on which job sites the equipment has been used during any selected timeframe in the past. Filter report by equipment type or a specific job site.

The report shows the date range when equipment was in use, total number of days, and calculates the total dollar amount to bill based on your specified rent price.