Skip to main content
Icon Bestandsartikel

Inventory

Supplements the function of the item for inventory management of equipment and furniture stocks in the warehouse. If the stock is overbooked, the employee receives a warning and can react. In the event of "breakage", the item can be invoiced directly to the customer at the replacement price.

  • Open a new inventory item

    Inventory itemsM are assets or resources that are not depleted by use. It is vital to ensure their return after every event.

    1. Create a new artikel Item .
    2. Enter the name of the inventory item and Check For Duplicates Check for existing records.
    3. Select a suitable Item group.
      Ex: equipment, tableware
    4. Click on the Bestand Enable Inventory button in the horizontal toolbar.
    5. A new Bestand Inventory tab will appear in the side navigation.
  • Enter and maintain your staff capacity

    In order to keep track of how many staff members are still available or already fully booked, the current staff capacity must be callable at any time. This can be achieved by using either the InventoryM or the Shift and Staff PlanningM module.

    1. Open the Staff role and activate  Shifts in the toolbar. A new Kalkul Capacity tab will appear in the side navigation.
    2. Go to the new Kalkul Capacity tab to input staff capacity.
    3. Click on new Add to add or subtract numbers.
    4. The Valid from date and the count (Plus_Minus) will appear in an input window for the inventory change. Enter additions as positive numbers, reductions as negative numbers.
    5. Enter the number of people who can take on this staff role.
      Note: This field is not updated automatically when a staff member is assigned to a staff role..
    6. Stay on the Kalkul Capacity tab. If you want to be notified of insufficient human resources in good time, enable an alert and set the number of lead days in the Conflict alert (days before deployment) field.
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Add a replacement value for inventory items

    Inventory items are on loan to customers for temporary use. Enter a replacement value for unreturned assets, which can be added to your invoice.M.
    Ex: Tables or tableware supplied and returned

    1. Create an inventory item.
      Example: Stand-up table set with sales price per day
    2. Go to the artikel General tab of the item and find the field Returnable in the middle of the input window.
    3. If this is a single item, click on the dropdown triangle artikelexpand and select the "Item itself" as returnable asset.
      Ex: Coffee machine
    4. Select From components, if parts of the combo item can be returned individually. Enter the replacement value per component.
      Ex: Lighting system with parts that can be returned individually
    5. Enter prices for two price groups: a sales price (SP) and the replacement value (REP) for unreturned assets.
      Ex. Coffee machine with a sales price (SP) of € 500,00, replacement value (REP) 3.000,0
  • Enter set-up and tear-down times

    Some inventory items may not be available before and even some time after an event due to prolonged set-up/tear-down, cleaning or transport times. These times must be planned for.

    1. Go to the Artikelbestand Inventory tab to enter set-up and tear-down times.
    2. The set-up time can be specified with reference to the booked times (event date and time)or to the set-up times (event segment) .
    3. In this case, enter the number of days and hours before or after the reference time.
      Ex: Set-up 1 day and 12 hours before the start of the event or tear-down 6 hours after the end of the set-up time specified in the sub-event.
    4. Select Fixed times for set-up and tear-down and enter the exact times in the input fields if you want to specify the exact time of day.
      Ex: Set-up at 8am, tear-down at 10pm
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enable a time reference

    For inventory itemsM, a time reference is mandatory. Without it, inventory control is basically impossible. The booking times may or may not affect invoicing.

    1. Go to the artikel General tab in the side navigation to enter a time reference in the middle of the input window just below the units.
    2. To book an item either by the hour or per unit, select Optional time reference. The entry of booking times is possible but not obligatory. When the item is booked for an event, the specified hourly price is multiplied in the event segment by the number of hours (count 2 in the segment).
      Ex.: Beamer
    3. To always book an item per hour, select Mandatory time reference. When the item is booked for an event, the times of the event or event segment are automatically copied to the item, but can be changed manually. The specified hourly price is multiplied by the number of hours (count 2 in the segment).
      Example: Service staff per hour
    4. To always book an item per unit, select Time reference flat rate. The entry of booking times is possible, but not obligatory. The number of hours booked is only used for inventory control and will not affect the price.
      Example: A technician is invoiced to the client at a flat rate of € 280.00 per day. The actual work time in hours is only given as information.
  • Check the availability of inventory items in a given period of time

    The availability of inventory itemsMat any given point of time can be checked independently of individual events.

    1. On the Home tab, click on VA Events > suche Search > VA  Events oder Vorgaenge Event segments.
    2. Select the time period you want and click on suche  Search.
    3. Go to the drop-down menu Aktion Auf Liste Mass action on list in the horizontal toolbar above the list of results.
    4. Click on Inventory - show all booked to call a list of all inventory items and/or staff items booked in this period.
    5. Click on Inventory - verify availability to call up a list of overbooked inventory items and/or staff items.
    6. The list shows the number of required items (demand), the existing items (inventory) and the items already rented (rented) as well as the remaining inventory (remaining).
    7. Filter the results for personal Staff or Bestand Inventory items by activating the respective button in the horizontal toolbar.
    8. Right-click an item and, in the context menu, select Bestand  Details to open either a list of segments for which the item has been booked, a single Bestellung  segment, or the artikel  item itself.

  • Create an internal planning segment

    In dem externen Kundevorgang geben Sie die gewünschten Bestandsartikel mit Anzahl an. Im internen Planungsvorgang weisen Sie entweder eigene Ressourcen oder Mietfirmen zu.

    1. Create a Bestellung order with inventory items.
    2. Right-click on the order to select Bestellung Intern New internal order.
    3. Assign one of the available suppliers in the column role/supplier .
      Note: The role must be active in advance in the item at Zusaetze Additional info  einkauf For purchasing and have assigned a Adresse Supplier item that is also activated for purchasing
  • Create a purchase order from within the internal event segment
    1. Click on einkauf Purchasingin the upper toolbar of the input window to directly trigger new orders or add to existing orders.
      Note: The event date must be in the future. Orders with different suppliers must be created one after the other.
      a) Wenn kein Lieferant zugewiesen ist, gehen Sie auf einkauf Einkauf > EinkaufsMonitor Mietartikel und legen Sie eine neue Bestellung an ().
      b) If a supplier is assigned, select einkauf Purchasing > neu Supplier > Create order.
      c) Wenn schon eine Bestellung vorhanden ist, die Sie ergänzen wollen, wählen Sie einkauf Einkauf > Lieferservice Lieferant > einkauf Einkauf > Bestellung Bestellung und ergänzen Sie die Einkaufsbestellung.
    2. If you want to purchase for all events of an event at the same time, click on VA event > VA base, before you open the orders or the purchasing Summary.
    3. Bestellen Sie wie bei den Verbrauchsartikeln. Geben Sie aber für Bestandsartikel immer einen Retourenzeitpunkt an ().
  • Create a new purchase order for a rental item from within the purchase overview

    In the purchasing overview for rental items, you can see all personnel and stock items that are required on the specified date. The prerequisite is that supplier items exist for the items, the items and the processes for purchasing have been activated and the required number of items has been specified.

    1. Click on einkauf Purchasing > EinkaufsMonitor Rental itemsin the upper toolbar of the segment to open the purchasing Summary for rental items. Alternatively, open the Summary via the tab Basis Base > einkauf Purchase > EinkaufsMonitor Rental items, if necessary with company details and period.
      Note: The supplier selected in the internal personnel planning process is not automatically preset in the order, but must be selected again via the purchasing overview when ordering.
    2. Filtern Sie in der Liste der Bestellungen in der Mitte der Seite auf personal Personalartikel und markieren Sie in der Liste der Artikelgruppen rechts die Gruppe Personal.
    3. Click on the desired supplier in the list of suppliers at the bottom right to be able to place an order. The list of items displayed will then only show those items that the selected supplier has in its range.
    4. Click on ok Take over valuesto take over the requirement quantities as order quantities.
    5. Click on neu Orderto create a new purchase order.