Inventory Management

Inventory Management Settings

What this is about

This page manages the basic settings of Vektor's inventory management. You can define general inventory rules that apply to the entire system, set automatic alerts for low stock products, create new warehouses, and specify reasons for inventory loss for tracking purposes. Here's how to get started

1. Go to Settings in the main menu on the left side.
2. Select Inventory Management from the settings menu.
3. You will see a settings menu divided into three sections: General, Loss Reasons, and Warehouses. Click the heading of the desired section to open it.

What you can do on this page

1. General

Here you define the general operating methods and alerts for the inventory.

• Defaults: Select the system's Default Warehouse from the dropdown menu. This warehouse is used by default, for example, with new orders.
• Standard Texts: You can enter a standard text that will be automatically printed on all Packing Lists.
• Low Stock Alert: Enter the email address where you want the system to send an automatic summary report. The report is sent at 6:00 AM and contains information about products whose stock balance has fallen below the alert threshold.
• Features: You can enable Batch Tracking if your company requires more detailed tracking of product batches (e.g. food expiry dates or medicine batch numbers).
• Remember to press Update at the end to save changes.

2. Loss Reasons

Here you define the reasons why products are removed from inventory without a sale (e.g. "Broken", "Expired", "Own Use").

• Creating a new reason: Click + Create at the top right. Enter a descriptive Name for the reason and press Save.
• Edit and delete: Click the pencil icon on the left side of the row in the list and select "Edit" or "Delete".

3. Warehouses

Here you manage all physical or logical warehouses where your products are stored. At the top of the view, you will also conveniently see summary boxes of the current product quantity and warehouse value for the selected warehouses.

• Creating a new warehouse: Click + New Warehouse at the top right.
  • Give the warehouse a mandatory Name.
  • Optionally, you can link the warehouse to a specific Location from the dropdown menu.
  • Press Save.
• View management: In the Filters panel on the right, you can search warehouses, for example, by creation date or location. You can modify the columns of the list (e.g. whether to show creation date or value) from the settings icon at the top left of the table. Editing and deleting are done as usual from the pencil icon on the left side of the row.

Tips and notes

• Utilise the alert: The low stock alert is an excellent tool for the purchasing manager. By adding an email to the settings, you reduce the risk of running out of important products, as you will receive timely information about replenishment needs.
• Use precise loss reasons: The more precisely you list loss reasons (e.g. instead of just "Other reason", specify "Lost", "Stolen", "Contaminated"), the easier it will be later to analyse from reports where the inventory value is actually disappearing and address problem areas.
• Linking locations: If your company has several stores or warehouses in different cities, always remember to link the created warehouse to the correct Location. This keeps the system and reporting logical.