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Part 3 - Using Quantrac 2005
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37 -
The Parts Inventory Process
Quantrac 2005 (Standard and Professional versions) includes a parts inventory process that enables the user to create
Purchase Orders, fill Receiving Reports, check items into parts inventory, automatically decrease inventory via
sales/invoicing, and view or print inventory reports. The system also includes processes for adjusting the virtual
inventory to match physical inventory.
A word about inventory systems:
It should be understood that any inventory system (whether manual or computerized) requires human operation and
intervention; and in the best of cases will vary in accuracy in degrees depending on how much attention and devotion is
given to the system. An example of inventory inaccuracies is as close as your HVAC parts and equipment vendors.
How many times has the counterperson stated, “Our computer shows six of these in stock, but I just came from the
warehouse and there are none!” Because of the likelihood of errors and inaccuracies, companies do a physical
inventory adjustment as often as every three months (quarterly) to try to get the virtual inventory synchronized with the
physical count. Of course, while the physical count is in progress, it’s business as usual for the company; with
inaccuracies being introduced even during the adjustment process. A successful HVAC dealership needs an inventory
system, though; and the included Quantrac inventory processes satisfy most requirements.
It is recommended that one individual in your company be assigned the task of Inventory Manager. Large companies
may already have this position, performing manual inventory calculations and reporting. Computerization of the
inventory process does not eliminate a human position. Actually, medium-sized companies may be required to create a
new position and hire an Inventory Manager if total parts inventory is a goal. Smaller companies may find that the cost
of accomplishing a total inventory accounting exceeds any benefits from such a process.
After a poll of several Quantrac Corporation clients, we decided to support a single-location inventory system (instead
of a much more complex base and rolling stock system). There are many factors that led to this decision. For
instance, every time a technician or installation crewmember removes an item from the home office for their
service/installation truck, it must be also moved in the virtual inventory system. If technicians meet in the field and
swap parts between service vans, someone must also exchange parts within the virtual inventory system. If two
technicians are assigned to one service call, it will be impracticable to determine which service vehicle actually
supplied the individual repair parts. If any parts or materials are returned to home office stock, a manual duplicate
operation needs to be accomplished in the virtual system. All of these circumstances (and numerous other every day
occurrences) require even more complexity and human intervention than the vast majority of dealerships wish to
undertake .
Quantrac 2005’s inventory system basis and theory:
Understanding the task of total inventory, Quantrac 2005 gives users the ability to include or exclude items from virtual
inventory accounting as you may see fit. For instance, you may decide that some parts are “expendable” and can be
best controlled using a manual process. Other parts and supplies that have higher costs/values may require extremely
accurate inventory accounting. The result is an inventory package in which all items or only selected items that you
sell can be included or excluded from the inventory process.
Another requirement is that the inventory process must operate seamlessly with the rest of HVAC Office. All normal
operations of Quantrac 2005 must operate as usual, not adversely affected by the ongoing background inventory
operations. The parts inventory must be easy to use, employing the same user practices and conventions as the rest of
the system to minimize training. The package must be an time and effort-saving improvement over a totally manual
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