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.