Managing Inventory Incidents

Managing Inventory Incidents

This document explains the process for managing "Inventory" scenario incidents in the SIMA software (e.g., Absence, Broken, Surplus). The process covers incident creation and its subsequent processing and stock adjustment.

1. Creating the Inventory Incident

An incident can be created automatically (e.g., during entry scanning) or manually.

Method A: Automatic Generation (From the Scanning APP)

This is the most common method whenperforming checks (entry, location, collection, or delivery) or from an inventory.

• Process: When you finish an entry scanning process on the mobile APP, the system compares the parts you scanned against the ones listed on the purchase invoice or delivery note.
• Logic: If a part from the invoice is not scanned, or fewer units are scanned than expected, SIMA automatically generates an "Absence" incident for the missing quantity.

Practical Example:

• Invoice 55 (Order):
• Reference A - 4 units
• Reference B - 3 units
• Reference C - 1 unit
• Actual Scan (APP):
• Reference A - 3 units (Correct)
• Reference B - 2 units (Correct)
• Reference B - 1 unit (Broken)
• Reference C - 1 unit (Correct)
• Incidents automatically generated upon completion:
• Reference A: 1 "Absence" incident is created (Invoice: 4, Scanned: 3).
• Reference B: 1 "Broken" incident is created (Total scanned: 3, but 1 was damaged).

Method B: Manual Creation (Inventory Scenario)

This method is used if a stock absence is detected outside the receiving process (e.g., a part that simply cannot be found).

• Access the Module:
• Path: Spare Parts > Stock Management > Issues > Own.
• Start Creation:
• Click the "New Incident" command (requires Permission).
• Use the Wizard: In the "Assistant for manual Incident creation", select the scenario parameters:
• Incident Scenario: Select "Inventory".
• Incident Type: Select "Absence"
• Warehouse: Indicate the warehouse where the incident occurred.
• Provide Data: Enter the mandatory data for the reference:
• Brand and Reference: The part's code and its brand.
• Quantity : The number of missing units.
• Save:
• Upon finishing the wizard, the incident is created in "Initial" status.
• The new incident will appear in the "Incident Tracking" table.

2. Inident Management and Processing

Once created (by Method A or B), the incident must be evaluated and processed to adjust the inventory.

Phase 1: Incident Verification and Processing

• Verification (Accept/Cancel): Verifying the incident means studying the case (e.g., ensuring the absence is real) to determine if it should proceed.
• Go to Incident Tracking and select the incident line in "Pending To Process" status.
• If the absence is confirmed to be correct (e.g., the part wasn't misplaced, it's truly missing), click the "Accept Issue"command.
• The incident's status changes to "Confirmed". (Only incidents in "Confirmed" or "Cancelled" status will be processed).
• Processing the Incident:
• With the "Confirmed" incident selected, use the "Processing Issue"command (requires Permission).
• Processing Result (Inventory Scenario): Because the "Absence" incident was confirmed, the system automatically generates a stock adjustment document.
• The incident's status changes to "Processed (Confirmed)".

Phase 2: Stock Adjustment (Claim)

Processing the incident results in a stock adjustment document in "Initial" status. A "Claim" is the process used to modify stock levels (increase or decrease) without a sale or purchase.

• Locate the Stock Adjustment:
• Go to "Claim"
• The generated adjustment document will be in "Initial" status.
• Open the document to review it. The reason for the adjustment will be "Absence"
• Review and Edit:
• If necessary, in the "Claim Maintenance"module (while it's in "Initial" status), you could remove references, although for an automatically generated absence, this should just be a review.
• Confirmation and Issuance:
• To process and accept the adjustment, click the "Confirm" button inside the document.
• The document's status changes to "Issued"
• The document's status changes to "Answered"
• The document's status changes to "Finished"
• Stock Impact:
• Confirming the adjustment updates the stock. In the case of an adjustment for "Absence", it decreases the real stock of the part to match the theoretical stock with the physical reality, accounting for the lost units.
• This movement is valued at the part's average cost and is recorded in the movement history.