1.0 Introduction

The Stock Portal is an Application designed to help Neolife visualize stock movements in Exigo. It is not a replacement for Sage which manages our stock.

The Application has also created a process around Invoice Releasing in the Warehouse as well as monitor product sales.

1.1 Uses

• Invoice Releasing : After an order has bee processed. The next step is for the Distributor to get his/her products from the warehouse. But how does the warehouse record that the Invoice presented has been issued and the products have been given? - They release it.
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• Product Monitor : Sadly, Exigo does not know when we have products in the warehouse or not. But alas!
  We can tell exigo not to sell a specific product in a warehouse at any time we want. This is exactly what the Product Monitor was made for. You can switch a product on or off depending on its physical avaliablilty.

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• Stock Managment : New products arrived? Some products where moved to other locations? Oh, Some adjustment has to be made on the count of physical products? - Alright call Sage to handle that!
  All adjustments made on Sage stays in Sage. But we need these values to know the cummulative count of products avaliable for sale. Only then can we know when to turn a product on or not.
  With the Stock Adjustment, we upload values gotten from Sage so as to keep track of which product is avaliable and also, have an Eagle eye on Inventory history. Again, this is subject to Sage.

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• Reports : What is the use of all these without a report? - The Stock Portal gives you a detailed report of

  • Opening values of Products
  • Cummulative values of adjustments made in the month.
  • Number of Products Sold
  • Number of Products Executed (i.e. Given out to Distributors)
  • Number of Products Unexecuted
  • Number of Products Unexecuted in the previous months (cummulative)
  • Total Unexecuted (Sum of Previous Unexecuted and current Unexecuted)
  • Number of Products Physically in the warehouse (OnHand)
  • Number of Products Avaliable for sale (Avaliable)

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1.2 How to Login

If you are visiting the Site for the first time or you have previously logged out, you would be required to enter your Exigo Username and Password as well as your warehouse name.

2.0 Releasing Invoices

All invoices printed carry a Barcode at the top and bottom. as illustrated below:

Sometimes a Barcode Scanner might be unavaliable. In this instances, you can carefully type in the Order ID into the Box.
There are two steps in releasing an invoice.

2.1 Step One

The first step is to scan the Invoice into the Order ID field of the home page as illustrated below. This will automatically turn the invoice from Accepted into Pending Inventory. This simply means that The warehouse has acknowledged the invoice but yet to physically hand over the products.

2.2 Step Two

At this point. It is expected that the Products has been handed over. Hence, the warehouse staff needs to acknowledged that the order has been Shipped Again, the Invoice is scanned. But at this point, it is in Pending inventory and hence a Ship Button is displayed. Click on this button to ship the Order and complete the Releasing Process.

3.0 Product Monitor

To effectively manage the sales of products, given that Exigo does not control inventory, it is important to have a mechanism for determining the availability of items in Exigo. The process is currently handled manually. This is not very effective considering the number of stock items to be tracked and the disconnect between the warehouse and the various order taking platforms.

This new system describes an automated process of notification and deactivation to prevent the selling of unavailable stock item. The system is specific to each warehouse.

Procedure

• A threshold level is set for each product.
• An alert is generated when the stock level reaches this threshold, the alert is meant to instigate replenishment where stock is available.
• If the affected item is not replenished and the available quantity value drops to zero (0), the item is turned off in Exigo thereby preventing further processing of such product.

3.1 Threshold

Thresholds are used to set the point at which a notification/alert should be sent. For example, if a threshold of 5 is set for Tre-En-En (2130) in a warehouse, the application will send a notification/alert when the available quantity for Tre-En-En drops to 5. If no adjustment/replenishment is done and the available falls further to 0 (Zero), it would be automatically turned off.

3.2 Uploading Threshold

You set the threshold by uploading a csv file containing product code and threshold value as Illustrated below.

To Upload a Threshold document, click on the Product Monitor Menu and select Set Threshold. This would give you an interface to upload the csv file containing the threshold values. To replace the currently active threshold values, simply reload the new values, this will overwrite the current values.

To see the currently set threshold value, click on the View Active Thresholds.

3.3 Email Alert

When the quantity of available stock item reduced to the threshold level, an email is sent to a group email account that includes the staff responsible for stock replenishment/inventory management. The format of the mail is as shown below:

The email serves as a call to action for the responsible staff. If the stock is not replenished and the availability level drops to zero, the product is ‘turned-off’ and another email is sent notifying the staff of the action.

4.0 Stock Adjustments

Stock adjustments implies updating the Application about Physical Inventory changes such as New Intake.

4.1 Uploading New Adjustment

You can upload either positive or negative quanties of products. Click on the Add new Adjustment button to navigate to the New adjustment Page.

You can upload a csv file containing the product code and quantity as illustrated below.

Put a description and then upload.

4.2 Viewing Adjustment Details

If you would like to see the products involved in an adjustment. click on the View Details on the adjustment as illustrated above.

5.0 Reports

The stock reports has a detailed representation of the Stock level as at the time it is been views. The image below illustrates a sample report.

• Opening The Opening Stock for that Sales Period
• Adj Positive Adjustments made in that Sales Period
• (Adj) Negative Adjustments made in that Sales Period
• Sold Quantity of products sold in that Sales Period
• Ex Quantity of products Executed in that Sales Period
• UnEx Quantity of products Unexecuted in that Sales Period
• Prev UnEx Cummulative sum of products from previous sales period that has not been executed
• OnHand Phyiscal quantity of products on hand Aval quantity avaliable for sale.

5.1 Exporting Report

Report can be exported into Excel PDF * Copied to Clipboard

As Illustrated below, you can click on any of those buttons to export the report.

5.2 Viewing Daily Report

If you would like to know the Sold, Executed and Unexecuted of a specific day, you can click in the date box as illustrated below, then select view report.

6.0 Notifications

You will see notifications popup on the menu if there are notifications for your warehouse. Currently, you will only see notifications as regards products that will soon go out of stock. If no action is taken in this effect, those products would be eventually turned of when the reach zero.

7.0 Frequently Asked Questions

Frequently asked questions

7.1 Warehouse Mismatch

If you try to release an invoice and you get Warehouse Mistmatch This means that the warehouse on the Invoice does not match your warehouse. - You are not allowed to release an invoice that was not processed for your warehouse.

7.2 Cant Release Invoice

Check your internet connection to be sure you are still connected. Also logout and login again to be sure your session is still active.