Knowledgebase

Framing Materials Inventory - Manual vs Automatic

Tracking inventory for custom framing is one of those procedures that either works or it doesn’t, depending on the commitment level of the person in charge. It requires a rigorous discipline of checking inventory in and out. Fortunately, FrameReady can make the task a lot easier. Some of the benefits include: reducing time spent searching for stock, the taking of a physical inventory, and being able to tell the customer with a rush order, “Yes, we have it in stock” while still in the work order screen.

The inventory fields for framing materials are stored in the Price Codes file but can be viewed and/or modified from the Work Order file. Inventory of framing materials can be handled by one of two methods: manual or automatic.

Manual Inventory

The plus side =  This method is totally accurate. Or as accurate as you want it to be. The moulding inventory can show the exact footage for each stick. (E.g. 2 - 10ft lengths, 1 - 8ft length, 1 - 5.5ft length, etc.) When you use a piece or full stick, it is up to you to remove it from inventory. This can be done right from the work order Frame1 - Frame5 detail screens on a back room computer when the cutting is completed. Any changes made here will also change the related record in the Price Codes file. You can chose not to return partial pieces to inventory and only record full lengths or lengths larger than 5 feet, for instance.

The negative side = this method is more time consuming.

Automatic Inventory

The plus side = It is fast and easy. The computer will calculate the moulding footage used on a work order, remove the required footage from inventory, identify from which supplier you have selected to order and enter the amount onto a PO when you create it.

The negative side = the computer doesn’t know if there is a flaw in the material and you actually use more than required. Or if an error is made in cutting and more material needs to be taken from inventory. Also, after removing 8 feet from a 10 foot length of moulding the computer will leave 2 feet in stock while in fact it may have been discarded. Only the total footage is shown on the inventory screen.

You must set up this option using the Main Menu > Work Orders Options screen.

The automatic inventory is calculated and removed from when a work order is created and you click on WORK ORDER DONE. The amount of footage required is deducted from stock. The amount required for matboard is calculated to the nearest quarter sheet, for example, and deducted from stock.

If there is no quantity on hand, then the program will deduct the required amount and show it as a negative. When the order for the stock arrives, the amount received can be entered into inventory by clicking on the Accept button in the Purchase Orders file.

While using the automatic inventory system, you can identify where your lengths of moulding are stored by using the Price Codes file Auto-Inv tab > Location field. Only the first location field will print onto a work order, regardless of which inventory system you use; automatic or manual.

Over a given period of time, the automatic inventory will have accumulated a number of scrap pieces which add together to form the amount of a full length of moulding. It is important to occasionally check your stock and adjust as necessary in the Qty field.

Related Articles

• Price Codes File Manual Inventory Tab
• Removing Moulding Stock Manually
• Inventory List View
• Where do I set up the automatic inventory feature?

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