Business management · Inventory & WMS
Products with SKUs and minimum levels, receipts that always come from purchase receiving, reservations by event, third-party custody and consignment with settlement, plus, for those who need it, an addressed warehouse with lots, serial numbers and pallets. From class giveaways to studio supplies, your company's inventory stops being a guess and becomes end-to-end traceability.
The problem and the fix
If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.
The system says it's in stock, the shelf says it isn't, and an emergency purchase happens every month.
Receipts always originate from checked receiving, and issues carry a reason and a recipient: the system balance becomes the real balance, with periodic stocktakes to keep it that way.
Materials set aside for Saturday's event get used at another event first, and the shortage shows up during setup.
Product reservations by event with advance allocation: the available balance already deducts what is committed to each party and each order.
Giveaways and invitations sit with freelancers and the committee, and nobody knows how much each one holds.
Third-party custody with balances by custodian, class and event, documented shipments and consignment reconciliation: sent, sold, returned and still in each person's hands.
Nobody knows how much money is tied up in inventory or what each item really cost.
Average cost and last cost updated on every checked receipt, with inventory valued at average cost visible on the dashboard.
When it's time to find the finished album or the event kit, the warehouse turns into a treasure hunt.
WMS with a warehouse addressed on five levels: warehouse, zone, aisle, level and bin, with a code ready for labels and one-step tracking.
Inventory adjustments made without justification hide losses, damage and even theft.
An immutable inventory ledger: nothing is edited or deleted, a correction is always a reversal with a reason, and every movement records the operator, time and source.
In practice
Everyday situations at graduation companies, from the problem to the result, using the modules on this page.
A company with 20 events in the semester kept discovering shortages of frames, invitations and giveaways in the week of the party.
It set minimum and maximum levels per product and started reserving materials by event in advance. Minimum stock and stockout alerts started arriving weeks ahead.
No event ran short of materials the following semester, and the value tied up in inventory dropped, because replenishment was calculated from actual consumption, not from fear of running out.
Sales kits (T-shirt, mug, keychain) were sent to freelancers to sell on campus, and settlement was done by spreadsheet and trust.
Each shipment became a document with items, quantities and the person responsible. The return recorded sales, leftovers and damage, and the settlement was calculated only on confirmed movements.
The gap between what was sent and what was settled dropped to zero, and the overdue return alert automatically chased whoever kept materials past the deadline.
The company produced hundreds of albums a month and shipping lost hours looking for finished orders in the warehouse.
It turned on the WMS: each album went into a bin with a label code, picking followed the route order, and waves grouped the day's orders.
Picking time plummeted, balances were tracked by bin and not just by product, and lot tracking answered in seconds where each order was.
How it works
Every step is a real module, and what comes out of one goes into the next without anyone typing it again.
Module by module
5 modules and 89 features on this page, all running on the same class, graduate and event records.
An operational queue between the paid order, the picking in stock and the product delivered to the recipient.
Supplier marketplace, material stock and operational chain.
Products, movements, inventories, losses, reserves, locations and third-party custody integrated with purchasing, assets and shipping. Anyone who needs an address, lot and series uses the WMS below, on the same basis.
Ownership and possession are separate: the system shows who owns the product, who it is with and what balance each third party or class maintains.
Stock is no longer a number per product and now has an address, batch, series and pallet. Knowing how much you have becomes knowing where you are.
Compare the modules and choose the setup that fits your operation.