Last Updated: July 22, 2022

Site Materials Inventory Management

Overview

The Site Inventory Management Solution prioritizes the handling of materials in the warehouse. This solution enables the Warehouse Staff to monitor every inventory transaction that goes in and out of the warehouse.

Workflow Relationships
The Site Materials Inventory has five workflows that proceed as follows:
Materials Request - request the materials needed on site.
Purchase Request - purchase the materials that are requested.
Materials Receiving - receives the materials that are purchased after Purchase Request.
Material Quality Check - reviews the quality of materials after getting received by the Warehouse.
Materials Releasing - receives the materials after Materials Receiving and prepares them to ship to the site. It also receives the materials from Materials Request if the warehouse has available stock in the inventory.
Materials Return - returns the materials from the site to the warehouse inventory.
Stock Count - is an independent workflow that aligns the inventory stock number for standard inventory inspection.

Solution Structure
I. WORKFLOWS
1. Materials Request
The Site Manager will request a material needed on the site and it will be routed to the warehouse validation where the Warehouse Supervisor checks the availability of materials in the warehouse.

Procedure:
Once all records are organized, the request will be routed to the warehouse validation to validate the availability of materials requested by the Site Manager.

If all requested materials are available in the warehouse inventory, the Warehouse can approve the request for the full release of the materials to the site.
If some requested materials are available in the inventory (i.e. 3 bags of cement are requested but only 2 bags in the inventory are available), the Warehouse can approve the request for partial releasing by advancing the available materials for releasing and creating a purchase request for the remaining unavailable quantity.
If all requested materials are unavailable in the warehouse inventory, the Warehouse creates a purchase request for the materials.

Usage: Materials Request: Creating a Request
Usage: Materials Request: Checking the Inventory

2. Purchase Request
Once the Purchasing receives a notification on Steer of the materials that need to be purchased, they will create a Purchase Order for the requested materials using the Purchase Request form.

Procedure:
After the Purchasing received the material needed to purchase, the Purchasing will encode the Vendor, PO Number, PO Unit Cost, PO Line Total and Delivery Date in the Purchase Request form.

Purchasing Material List View

Usage: Purchase Request: Creating a Purchase Order
Usage: Purchase Request: Encoding PO Details to Steer
Usage: Purchase Order: Approving and Generating PO Details

3. Materials Receiving
The Material Receiving workflow allows seeing the materials tagged for receiving and detects pending materials after purchase. This workflow is a one-step process followed by Materials Releasing once the Warehouse has confirmed receipt of the purchased materials.

Procedure:
When the materials arrive, they are received by the Warehouse to confirm receipt and conduct an initial inspection of the materials. The receiver can manually select the corresponding PO Number, and Delivery Receipt, and fill out the list of materials that are expected from the delivery.

Material Receiving Material List View

Once the For Receiving Quantity field receives a value greater than 0, the Materials Receiving form automatically loads the material into the form for Receiving.
The For Receiving Quantity field is updated after the Purchasing Officer approves the Purchase Request.
The value will be transferred from For Receiving Quantity to For Releasing Quantity after the Warehouse Staff files the Materials Receiving form.

Usage: Submitting a Materials Receiving form

4. Material Quality Check

Procedure:
Once the is tagged as For Quality Check under the PO Line Item Status field, the material will be processed in the Material Quality Check workflow. From the Material Quality Check form, the Warehouse Supervisor can reject the material and state the reason. Once done, the material will be recorded into the Inventory Transaction.

Usage: Submitting a Material Quality Check form

5. Materials Releasing
The Materials Releasing allows the Warehouse Supervisor to file a request to release materials from the warehouse.
This automatically detects which materials are ready for release, either when the warehouse confirmed the receipt of the purchase materials, or when the warehouse confirmed an available stock in the inventory for use.

Procedure:
Once the material has been requested for release or has passed through Receiving, this will detect the status of the material’s work order number and adds all materials pending for releasing into the Materials Releasing form. The Warehouse Supervisor checks the received materials and goes to the Materials Releasing form to approve their release. They declare the number of materials

Work Order Material record view
The Materials Releasing form loads the data from the Work Order Material record when the For Releasing Quantity field is greater than 0.
Once the form is submitted with the released materials, the quantity of all released materials are added to the Released Quantity field.

Usage: Submitting a Materials Releasing form

6. Site Materials Return
The Site Materials Return allows filing a request to return a certain quantity of materials after going through the receiving or releasing process. This usually happens when an Inspector or the Foreman has found defects or incorrect specifications with the material on site.

Procedure:
After the materials have gone through the Receiving and Releasing stage, some oversight may still occur regarding quality checking. These instances can occur from incorrect material specifications to factory defects. In this case, the Site Supervisor creates a Materials Return request to the Warehouse by declaring which materials are needed for the return and stating the reason for the return request. Once the Warehouse Supervisor has reviewed the Materials Return request, the materials will be transferred back to the inventory.

Project Materials Master record view

The Stock field in the request updates the Project Materials Master record. The Materials Return form subtracts the amount in the Stock field from the Actual Quantity Used.

Usage: Submitting a Materials Return Form
Usage: Approving a Return Request

7. Stock Count
The Stock Count updates the stock of each material in the inventory. This allows regular stock corrections and keeps the record updated for any quantity errors.

Procedure:
During inventory inspections, the Warehouse Supervisor checks the quantity of each inventory item. They simply log the material and its current quantity to the Stock Count form on Steer. The data in this form updates the logged material’s quantity in the Inventory Master Record.

Once the form is submitted, the system routes the data into the Inventory Transaction Record to log to track if each material is in its expected quantity based on the stock and actual quantity used in the project. If the difference between expected and actual stock quantity arises, this can be immediately addressed by the Inspector and/or the Site Supervisor.

Inventory Transaction record view

Usage: Submitting a Form
Usage: Approving a Request

II. RECORDS
1. Work Order Material
Steer’s construction solution suite provides the data template for all ongoing work orders. This record tracks all materials that are being requested, for purchasing, receiving, and releasing. A line of data about the material will be added to this record per the requested material. Each material is automatically updated by each workflow included in the Site Materials Management Solution from Materials Request to Materials Releasing.

2. Materials Return History
The Materials Return History records all return transactions of materials. These materials may come from material quality checking and overstocking returns.

3. Inventory Transaction
The Steer Inventory Transaction record captures and lists down every update made to the Inventory Master record. This update is triggered when the Warehouse Staff or Inspector logs a new inventory update using the Stock Count form. The Inventory Transaction record logs all variance entries upon each inspection, ensuring that all inventory count is aligned with the BOM. Doing so allows for immediate stock check-ups and project materials assessment.

4. Project Materials Master
Steer’s construction solution suite provides the data template for project-specific materials. It can be used as a database for all materials that are allocated for a specific project and task. This includes information such as actual and planned material quantity that get automatically updated with each request, purchase, and return transaction. This record can be used as a reference for the BOM, keeping your materials aligned with specific projects on the Project Record.

This record functions as a project materials tracker, which can also be updated manually or via case/ticket submissions from inventory transfers or material requests. The Steer Project Materials Master shows how each material is allotted for use across different tasks in all projects, allowing for a better task and material monitoring.

5. Inventory Master
The Steer Inventory Master record lists down all materials in the inventory, including their respective stocks, and vendor information.

6. Vendor Items
The Steer Vendor Items record contains vendor-specific items that can be used as a reference for purchasing the requested materials.

Next Article: Materials Request: Creating a Request
Previous Category: Steer Quality and Safety for Developers


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