To access the SharePoint 2013 Inventory Tracking Template, follow these steps: 1. Log in to your SharePoint account. 2. Navigate to the Inventory Tracking site. 3. Open the 'Inventory Tracking Template' document library. 4. Click on the template file to open and view its contents. Accessing this template provides you with a standardized structure for tracking inventory items in SharePoint. It serves as a foundation for creating new inventory records and managing inventory data. Required Resources: - SharePoint account with necessary access permissions Note: If you encounter any issues while accessing the template, please reach out to the IT support team for assistance.
Input new inventory item details
To input new inventory item details, follow these steps: 1. Open the SharePoint 2013 Inventory Tracking Template. 2. Navigate to the 'Input New Item' section. 3. Fill in the following details: - Item Name: Provide a descriptive name for the new inventory item. - Item Description: Briefly describe the item's features, specifications, or any relevant information. - Item Category: Select the category that best represents the item. - Item Quantity: Enter the initial quantity of the item available in stock. - Item Location: Specify the location where the item is stored. By accurately inputting new item details, you ensure the inventory records reflect the current stock and facilitate efficient tracking of stock levels and availability. Relevant form fields: - Item Name (shortText) - Item Description (longText) - Item Category (dropdown) - Item Quantity (numbers) - Item Location (dropdown with sub-lists)
1
Electronics
2
Apparel
3
Furniture
4
Toys
5
Books
1
Warehouse A
2
Warehouse B
3
Store 1
4
Store 2
5
Distribution Center
Check inventory items for errors
Before saving new inventory items, it's essential to check for errors and ensure data accuracy. To check inventory items for errors, follow these steps: 1. Review each filled form field for completeness and correctness. 2. Verify that the Item Name is concise and accurately represents the item. 3. Validate the Item Description, confirming it provides relevant information. 4. Ensure the selected Item Category reflects the item's nature. 5. Double-check the accuracy of the entered Item Quantity. 6. Verify that the selected Item Location is appropriate. By diligent error checking, you prevent inaccuracies and inconsistencies that could impact inventory management and decision-making processes. Required Resources: - Attention to detail
Upload inventory images if available
If you have images of the new inventory item, follow these steps to upload them: 1. Click on the 'Upload Image' button in the 'Input New Item' section. 2. Select the image files from your local device or network. 3. Wait for the upload to complete, and ensure the images appear in the designated area. By uploading inventory images, you enhance the visual representation of items in the inventory tracking system, allowing for easier identification and verification. Relevant form fields: - Image files (fileUpload)
Set the inventory item status
Properly setting the inventory item status ensures accurate tracking. Follow these steps: 1. In the 'Input New Item' section, locate the 'Status' field. 2. Select the current status from the dropdown list options. By setting the inventory item status, you indicate its availability, condition, or any other relevant status category for effective inventory management. Relevant form fields: - Item Status (dropdown)
1
In Stock
2
Out of Stock
3
On Hold
4
Sold
5
Other
Save new inventory item
To save the new inventory item details, follow these steps: 1. Click on the 'Save' button in the 'Input New Item' section. 2. Wait for the confirmation message indicating successful item saving. Saving the new inventory item ensures its inclusion in the inventory tracking system for further management and analysis. Required Resources: - Permission to save data in the inventory tracking system
Approval: Inventory Update
Will be submitted for approval:
Save new inventory item
Will be submitted
Generate inventory report
To generate an inventory report, follow these steps: 1. Navigate to the 'Reports' section in SharePoint 2013 Inventory Tracking Template. 2. Click on the 'Generate Report' button. 3. Select the desired report parameters, such as date range or specific inventory items. 4. Choose the report format (PDF, Excel, etc.) 5. Click 'Generate' to initiate the report generation process. 6. Wait for the report to be generated and made available for download. Generating the inventory report allows you to obtain valuable insights into the overall inventory status, including item quantities, categories, locations, and other relevant metrics for decision-making purposes. Relevant form fields: - Report parameters (shortText, date, dropdown)
1
All items
2
Specific category
3
Specific location
4
Custom selection
Check inventory report for accuracy
Review the generated inventory report to ensure its accuracy before further actions. To check the inventory report for accuracy, follow these steps: 1. Open the downloaded or viewed inventory report. 2. Carefully examine each section, including item details, quantities, categories, and any calculated metrics. 3. Verify that the information correctly reflects the current inventory status. By checking the inventory report for accuracy, you maintain data integrity and minimize the risk of making decisions based on incorrect or outdated information. Required Resources: - Attention to detail
Make needed corrections on the inventory report
If any inaccuracies or errors are identified in the inventory report, follow these steps to make the necessary corrections: 1. Locate the specific section or item in the inventory report requiring correction. 2. Make notes or annotations regarding the necessary changes. 3. Access the SharePoint 2013 Inventory Tracking Template and navigate to the respective inventory item. 4. Update the item details or quantities to align with the required corrections. Making the needed corrections ensures the inventory report reflects the most accurate and up-to-date information, preventing potential confusion or erroneous conclusions. Relevant form fields: - Corrections notes (longText)
Submit inventory report for approval
To submit the inventory report for approval, follow these steps: 1. Compose an email to the concerned approver, attaching the generated inventory report. 2. Include a brief explanation of the report's purpose and importance, emphasizing the need for approval. 3. Address the email to the appropriate individual or group responsible for approving inventory reports. 4. Send the email and await confirmation of approval. By ensuring the inventory report approval, you obtain the necessary authorization to proceed with any required actions, such as stock replenishment or updating inventory status. Relevant form fields: - Approver's email address (email) Special instruction for sendEmail fieldType: Add this to any task that includes the word 'send'. If information from a previous form field is required, refer to it using {{form.label}}, replacing spaces with underscores (like {{form.Corrections_notes}}). You must create the subject line and email body, wrapping paragraphs in
and
tags.
Approval: Inventory Report
Will be submitted for approval:
Generate inventory report
Will be submitted
Archive approved inventory report
To archive the approved inventory report, follow these steps: 1. Create a folder in the 'Reports' section of the SharePoint 2013 Inventory Tracking Template. 2. Name the folder 'Approved Reports'. 3. Move the approved inventory report into the 'Approved Reports' folder. Archiving approved inventory reports facilitates easy access to historical data for future reference and analysis. Required Resources: - Permission to create folders and move files in the SharePoint system
Update inventory status in SharePoint
To update the inventory status in SharePoint, follow these steps: 1. Access the SharePoint 2013 Inventory Tracking Template. 2. Locate the respective inventory item by searching or browsing through the inventory list. 3. Locate the 'Item Status' field, indicating the current status of the item. 4. Select the updated status from the available options. Updating the inventory status allows for real-time tracking of changes, ensuring accurate information representation and management. Relevant form fields: - Updated Item Status (dropdown)
1
In Stock
2
Out of Stock
3
On Hold
4
Sold
5
Other
Notify team of inventory update through SharePoint Notification
To notify the team of an inventory update through SharePoint Notification, follow these steps: 1. Access the SharePoint 2013 Inventory Tracking Template. 2. Navigate to the 'Notifications' section. 3. Compose a notification message to inform the team about the specific inventory update. 4. Include relevant details such as the updated item, its new status, and any additional instructions or information. 5. Send the notification to the designated team members. By notifying the team of the inventory update, you ensure everyone involved is aware of the latest changes and can act accordingly. Required Resources: - Access to the SharePoint system - Permission to send notifications to team members
Check for out of stock items
To check for out of stock items, follow these steps: 1. Open the SharePoint 2013 Inventory Tracking Template. 2. Navigate to the 'Inventory Status' section. 3. Review the list of inventory items and compare their quantities against a predefined threshold. 4. Identify any items with quantities equal to or below the threshold. By regularly checking for out of stock items, you can promptly take necessary actions, such as reordering or restocking, to avoid stockouts and maintain operational efficiency. Required Resources: - Predefined threshold for determining out of stock
Replenish out of stock items
To replenish out of stock items, follow these steps: 1. Identify the out of stock items by checking the inventory status in SharePoint. 2. Review available procurement options, such as contacting suppliers or placing orders with approved vendors. 3. Initiate the procurement process for each out of stock item, ensuring timely delivery or restocking. 4. Update the inventory item details in SharePoint with the expected restock dates and quantities. By replenishing out of stock items, you restore inventory availability, supporting uninterrupted operations and customer satisfaction. Required Resources: - Supplier or vendor information - Procurement authorization and resources
Start count for physical inventory
To start the count for physical inventory, follow these steps: 1. Gather necessary supplies, such as inventory count sheets, pens, and mobile devices or clipboard. 2. Coordinate with team members involved in the physical inventory count. 3. Assign designated areas or sections to each team member for systematic counting. 4. Start counting the inventory items according to the established process, ensuring accuracy and attention to detail. By initiating the physical inventory count, you establish a reliable foundation for reconciling physical quantities with the records in SharePoint, identifying any discrepancies that may require resolution. Relevant form fields: - Team members (members)
Compare physical count with SharePoint records
To compare the physical count with SharePoint records, follow these steps: 1. Obtain the completed physical inventory count sheets. 2. Access the SharePoint 2013 Inventory Tracking Template. 3. Locate the respective inventory items and their recorded quantities. 4. Cross-reference the physical counts with the recorded quantities in SharePoint, item by item. 5. Identify any discrepancies or variations between the physical counts and the recorded quantities. By comparing the physical count with SharePoint records, you ensure data accuracy and identify any inconsistencies that may require further investigation or correction. Required Resources: - Completed physical inventory count sheets - Access to the SharePoint system
