Draft Stock
The Draft Stock section is where all the products from processed invoices and received systematic orders are temporarily stored before being officially added to the stock. This section provides three key functions for managing products effectively:
▶️ You can also refer to the video attached at the end of article.
Adding New Products
Read from Invoice History
Smart Check
Once you have successfully uploaded the invoice or received products through the Systematic Order Option in Denven, those products are moved to Draft Stock. In Draft Stock, you can confirm important details such as prices, unit values, and other relevant information, ensuring that the products added to your stock are accurate and up-to-date.
Add New Product
By selecting the ‘Add New Product’ function on the Draft Stock page, you can manually add products to Denven without needing to upload invoice or place orders.
Select a Supplier: After clicking on the Add New Product button, the first step is to choose the supplier from whom the product will be added. If you cannot find the supplier in the drop box, please contact Denven Team.
Search for Product Details: Once the supplier is selected, you can search for the product by entering its name, product code, or manufacturer details. Denven will search for the product and show you the matching product.
Review the Product on the Supplier’s Website: If you want to cross-check the product, you can click on the window and arrow icon, which will take you directly to the supplier’s website. This ensures that the product you’re about to add matches the correct supplier and description.
Manual Product Addition: If Denven cannot locate the product you’re searching for, you have the option to add it manually. To do this, click on ‘Add Your Product’ at the bottom of the search window.
Enter details of manual product entry:
Enter the product name and manufacturer details.
Set the minimum stock level for the product.
Assign an order date, which helps track when the product was added.
Choose the appropriate storage location.
Add a product image if desired.
Enter the unit price and quantity of the product.
If you have a supplier code, enter it. If not, check the box indicating that there is no supplier code, and Denven will automatically generate a unique supplier code for the product.
Select Supplier’s Product: Enter the details of the product searched by Denven:
Select the product from the search results.
Assign the minimum stock level.
Select the correct storage location.
Add an order date and an image (if desired).
Enter the unit price and quantity of the product.
Optionally, add an expiry date.
Create and Send to Draft Stock: Once all relevant details have been entered, click Create to add the product to the system. The product will now be moved to the Draft Stock section, awaiting further actions before being released into the main stock.
Read from Invoice History
When uploading an invoice, if you save the invoice without fully processing it, you can retrieve the invoice details later from the Read from Invoice History section. Here’s how you can load and process products from a saved invoice:
Go to the Read from Invoice History section, where you can locate any previously saved invoices that are yet to be fully processed.
From the drop-down menu, you will see a list of invoices that you have saved for later processing. Select the specific invoice you wish to process.
Once you have selected the invoice from the list, click Submit. This will load the details of the uploaded invoice, including product information that was saved earlier.
After loading the invoice, assign the appropriate storage location to the products listed in the invoice. This ensures that the products are stored correctly within your inventory system. Once storage has been assigned to the products, click on Confirm and Store. This will finalize the invoice processing and move the products into the DraftStock section.
By following these steps, you can efficiently manage and process products from saved invoices, ensuring they are properly stored and recorded within your inventory system.
Smart Check
Smart Check is a crucial process in Denven that ensures the accuracy and completeness of product information before transferring items from Draft Stock to the main inventory. This process verifies details such as product specifications, unit prices, quantities, and expiry dates to confirm that all information is correct before the stock is officially updated. Essentially, Smart Check acts as a quality assurance step, making sure that every product detail is accurate before release.
To process the products from DraftStock into stock, click on the Smart Check button in the top-right corner.
Here’s how Smart Check works:
Identifying Missing Information
The system first identifies products that require attention. These are items with incomplete information, such as missing unit prices or quantities. Smart Check flags these products so that the necessary details can be filled in before they are transferred to stock.
For example, in the image below, you can see that the unit price of a product is missing. Denven has flagged this product, indicating that it requires your attention. Occasionally, suppliers may send promotional or marketing items such as catalogs or samples. Denven provides the option to either store these promotional products in your inventory or discard them.
If important information, such as the price or quantity, is missing, Denven allows you to decide whether to keep or delete the product. If you choose to retain the item, Denven will process it and move it to your stock. However, if you opt to delete it, the product will be removed from the Smart Check process and will not be added to the inventory. This feature gives you control over whether promotional items are integrated into your stock management system.
Merging Duplicates
When merging products during the Smart Check process, several scenarios can arise based on the details previously entered in Denven and the new information from the stock you’re trying to release. Each scenario has its own considerations, and it’s important to handle them carefully to ensure accurate stock management. Below are detailed explanations of each scenario:
Scenario 1: Updating the Quantity
When merging stock, one of the most common situations involves updating the quantity. It may happen that the quantity of the previous stock differs from the quantity of the new stock. In such cases, it’s crucial to verify the actual quantity on hand before proceeding.
Denven recommends confirming the on-hand quantity to avoid errors, as staff members sometimes forget to update the current stock levels before merging with the new inventory. During the merge, Denven allows you to edit the product details, including the quantity. You can also update the minimum stock level and decide where the new products will be stored.
By ensuring the accurate current quantity on hand and selecting the correct storage location, you can avoid stock discrepancies. Once the merge is completed, both the previous and new quantities will be reflected in your inventory system.
Scenario 2: Updating the Unit Price
Another common scenario occurs when there is a change in the unit price of a product. Prices can fluctuate over time, and it’s essential to update the unit price accordingly. However, Denven strongly recommends using the most recent or latest unit price during the merge.
When the unit price is updated, the system will automatically record the price difference in the Price History Report. This report helps you track any changes in pricing over time and provides a clear audit trail of price variations. By following this process, you can maintain an accurate record of your stock’s financial data and ensure you are paying the most recent price for each product.
Scenario 3: Managing Expiry Dates
In some cases, the stock you are merging may have an expiry date, which needs careful consideration. If the current stock on hand is close to expiry or has already expired, you can choose to merge the new stock with it. However, it is important to ensure that the older stock (near or past expiry) is used first.
Denven enables you to manage this by allowing you to monitor the expiry dates of both the current and new stock. If the stock has expired, you can take the necessary actions, such as removing it from the system or merging it but ensuring that the stock nearing expiry is consumed before the newly added stock. This process helps to minimize waste and maintain product safety.
Scenario 4: Skipping the Product for Later Confirmation
There may be instances where you are unsure of certain details required during the SmartCheck process. In such cases, Denven provides the option to skip the product for now.
If you are uncertain about information such as quantity, unit price, or expiry date, you can choose to delay the Smart Check process for that particular product. The product will be returned to the stock, and when you have the necessary details confirmed, you can re-run the Smart Check process to merge and release the product into the system.
If you have all the information needed during the merging process and are clear on the details, you can simply proceed by selecting the Confirm option. Denven will then merge the products seamlessly. The Smart Check process will also display a success message, indicating that the merge was successful, and will allow you to release the product into the stock immediately.
Here is the tutorial video for how to manage draft stock in Denven System :-
Step-by-step video guide...