FieldOne Sky for Microsoft Dynamics CRM includes the ability to adjust inventory based on work orders. In this post I will explain this concept, building on my previous posts on both work orders and inventory management in FieldOne Sky.
I will attempt to show this concept by following a scenario and demonstrate the impact on the stock figures along the way. (Both in terms of quantity on hand and quantity allocated.)
When a product is added to a work order the allocated value on the inventory will be adjusted but the quantity on hand will not be effected. As products are used on work orders the physical stock on hand is adjusted. To illustrate this, consider this, below is my starting stock position for three products which are held in my warehouse. Notice that no stock is allocated and stock is available for all three items.
If I now create a work order with an estimated amount for three items, the quantity allocated will be increased. It is important to understand that the quantity allocated will not be adjusted until the field “allocated” is changed from “No” to “Yes. Below you can see the detail for one of the items I selected.
It is also important to note that on the work order product line the warehouse that will have its inventory updated will need to be recorded. In my case I have a warehouse called “East Midland Garden Parts Warehouse”, I am using this for all of my inventory.
In total I added three products to my work order. Including 5 terracotta pots, 1 shed and importantly 1 water feature. The water feature was a deliberate “mistake” as in my starting position no water features were recorded in my warehouse. Having allocated all of the stock for these items my product inventory showed as below. Notice that my inventory now includes as extra product for a water feature and that it has a negative quantity available, suggesting this item cannot be met from the current stock.
Now, once the work order is scheduled the field engineer can record that products that are used by changing the line status to used. The quantity to bill is then changed to the estimated quantity. And if required this can be manually adjusted.
This logic is fine but what about the water feature? As the engineer can’t consume this part as it doesn’t exist. Assuming the part isn’t going to be used the engineer can the allocated field to “No” therefore releasing the amount of stock allocated to this work order.
Now what-if during the job the engineer explained to the customer that the water feature wasn’t available but managed to upsell as garden bench. Here he can still add additional product lines from the mobile application that weren’t on the original work order.
After all of these changes by the field agent my closing stock position looked like below. We can now see the quantity allocated has reduced to zero as the work order has been completed. And the quantity available / on hand has reduced as the products have been sold. Some of the items are now below their reorder point, so I guess this would then trigger someone to raise a purchase order to replenish the stock.
It might be worth understanding that the stock levels are adjusted as soon as the engineer states that the part has been used. This is done prior to the work order being completed.
Hopefully seeing this slight convoluted process has shown you that products can be allocated to work orders, that the physical stock is impacted as the work order items are used and that when needed the engineer can add or substitute items whilst out in the field. I hope I have managed to give you an flavour of how inventory is impacted by processing work orders.