Inventory Management

The Manage Inventory Workspace in Kespry Cloud will help you monitor and reconcile your current inventory. You can monitor your inventory levels to avoid write-offs by accurately accounting for what’s on site, identifying potential errors by monitoring your inventory against set targets, and performing month end reconciliations. The Manage inventory workspace is located right above reports in your global navigation panel. 

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Setting Up Inventory Management

Kespry Inventory Management allows you to go beyond measuring stockpiles and build a consolidated view of inventory across all of your sites.

Why Enter Inventory Items?

It takes a few minutes to enter your inventory items into Kespry Cloud, and that time pays big dividends. Once your inventory is entered:

• It will be faster and easier to manage product information at each site, since you'll be able to choose the material from a drop-down or edit SKU, density, or product names in the workspace.

• Your data will be more accurate, since there's less opportunity for data-entry mistakes.

• You'll get access to advanced multi-site and multi-date inventory reports that are only possible when using inventory management.

Getting Started

The first step to using inventory management is to enter your inventory items for each site where you have data stored. Here's how:

1. Select the site you would like to enter inventory items for, then open the "Manage Inventory" workspace.

2. In the "Manage Inventory" workspace, you can add as many inventory items as you have at that site. If you've already entered inventory at a similar site, you can copy those items to get you started.

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3. To add an inventory item, click the "Add Product" button. 

4. Enter details and click save.

 5. Repeat to add all the inventory items you have on site - you'll choose from these when assigning a material type in the measure tool rather than entering the information separately for each pile.

Inventories are done per site, so you can add a unique inventory list for each of your sites. When you're finished, return to the measure workspace to calculate volumes with your new inventory items.

Manage Inventory - Add a Product in Measure Workspace

Add or Edit Product via Volume Card

You can add or edit a product from the Measure Workspace too. Select the Pile you wish to edit and choose the “Edit” button on the top right of the volume card.

While under the edit form of your polygon, make sure “Inventory” is chosen under “Volume Type.” Under “Inventory Details” scroll through the list of products and choose accordingly. If you would like to add a product, scroll all the way to the bottom and click the link “Add Product.”

Add your product details, and then click “Save”.

Your product will be saved and added to your Inventory list.

Additionally, you can edit the product in the measure workspace as well. Pile IDs can be edited in the Inventory Details section. Pile name, density, and SKU can be edited by selecting the pencil icon next to the material when sorting in Inventory Details.

While in the edit interface, enter in your changes and select “Save.” When you are happy with all changes, select “Save” on the Polygon edit interface to complete.

You will then be able to view the product in the Manage Inventory Workspace. 

The Manage Inventory Workspace is divided into 3 tabs - Manage, Reconcile and Monitor.

Manage

Add products, set their densities and minimum or maximum targets. This is your primary space to manage your inventory list, enabling you to centralize all your inventory categorization and organization needs.

The Manage space is where you will upload and manage your products. Only people with “Admin” access can add, edit or delete inventory items. Any changes made to products will take place for future missions, your current missions and inventory piles will not be affected.

The SKU, or product number, is used as the unique identifier within the Manage Inventory Workspace. If your company does not use SKUs, you can disable this setting and use the product name as the unique identifier instead. You can disable this option by going to “Settings” and clicking on “Inventory Settings”.

Then toggle off the option to “No”.

Searching for a Product

The Manage space lets you filter products by product name or site so you can easily view your data.

To find products by site, click on the dropdown labeled “Sites”.

To filter your view by products, click on the dropdown labeled “Products”.

Adding Products (not via “Import Products”)

To add a product individually and not through importing, click the button “Add Product”.

Enter your product details and click the button “Save” to update your product.

Importing Products via CSV

You can upload a CSV file of your products into Kespry Cloud instead of manually entering them, you can also make changes to existing products here. To upload your product list, select “Import Products”.

The product list will need to follow a template in order to be uploaded, click the link “Product Template” to download the template.

Once you have a product list in the required template, it can be uploaded by clicking on the box labeled “Choose file”.

Then select “Import Products”. The number of products being imported will be displayed on this button.

The next screen will allow you to assign products to sites, add notes, make changes to densities if needed and assign minimum targets to your products.

You will be able to save your products once every product has a site associated with it. If you would like to remove an item from the import list, hover over the product you would like to delete and click the trash icon to left of the product name.

If you would like the same product to be applied to multiple sites, you can select the “+ Site” symbol next to the product.

You will need to enter values for density, minimum target, and notes if necessary.

To save the uploaded products, click the button “Save & View Inventory List”. To edit an existing product, click the product name.

Once the edits have been made, click the button “Save” to update your changes.

Monitor

See how close you are to what is planned, based on the targets entered in the manage tab and the polygons drawn in the measure workspace. This will ensure you do not under produce any product while also preventing over production of excess material.

The Monitor page outlines all your products across all sites for the latest mission flown. You can see the inventory values per product from Kespry compared to the target quantities and the difference between the two. The differences are shown by value and percentage.

You can filter by site to view all of your products for a particular site.

You can filter by product to monitor your products across multiple sites.

You can also use the date dropdown to filter across a specific date range of missions flown. This will provide results for the latest mission in the specified date range.

This view can be downloaded as a CSV file by selecting the button labeled “Export CSV”.

Reconcile

Upload your system of record data and reconcile it against the piles drawn in the measure workspace. You can just upload your system of record data and get a reconciliation report automatically.

The Reconcile space is where you will compare Kespry inventory with the respective inventory in your system of record for a specific mission. To import your inventory numbers from your system of record, select the button labeled “Import New”.

You will be able to upload your inventory list in a specific format. The format can be downloaded by clicking on the “Data Template” hyperlink.

You can then upload your system of record data for a specific site and mission. This will allow you to see the values you imported per product, the values obtained through Kespry, and the percentage and tonnage difference.

This report can be exported into a CSV file by clicking the button labeled “Export CSV”.