Zoho FSM | Inventory tracking using Zoho Inventory

Inventory tracking using Zoho Inventory

Inventory management is an integral part of any field services. Real-time information about the inventory in warehouses is crucial for work order management and the agents in the field. Inventory management is incorporated into Zoho FSM by leveraging the features of Zoho Inventory.

Info
Prerequisite
- Free edition or above of Zoho FSM
- Premium plan or above of Zoho Books
- Professional plan or above of Zoho Inventory

In Zoho FSM, the Inventory integration offers the following:
  1. Serial number tracking of parts: While adding parts to a work order, you can select the serial number of the parts, enabling you to identify the exact part used for a work order. Serial number tracking for an item can be only enabled from Zoho Inventory.
  2. Choosing warehouse (location) for a part: When adding parts to a work order, you can select the warehouse (location) defined in Zoho Inventory from which to source the part. In Zoho Inventory, locations are of two types: Business and Warehouse.
    As parts are used in Zoho FSM, the stock levels in the selected warehouse (location) are automatically updated in Inventory. These changes in part quantities can help maintain the Reorder Point in Inventory.
The above two features can be used only if Zoho FSM is integrated with Zoho Books.

Serial Number tracking powered by Inventory

For the serial number tracking to work, ensure that the following settings are in place:
  1. In Zoho Books, Enable Zoho Inventory modules in Zoho Books is enabled.
    This option can be enabled only in a Zoho Books account that is in the Premium plan or above and it should have a paid Zoho Inventory account associated with it which is in the Professional plan or above.



  2. In Zoho Inventory, Enable Serial Number Tracking is enabled.
    This option can be enabled only in a Zoho Inventory account that is in the Professional plan or above.


  3. In Zoho Inventory, Enable Locations is enabled.



  4. Serial numbers are added to the items in Zoho Inventory.


Enabling Serial Number for Parts

You will be able to do the following while creating a work order:
  1. Determine the availability of the parts in various warehouses (locations)
  2. Identify parts using their Serial Number


To select the warehouse (location) and the serial number for an item while creating a work order:
  1. On the Create Work Order page, click the warehouse (location) name displayed above the Services section. (This will be the Primary Location set in Zoho Inventory.) In the Location popup, you’ll find all Business Locations listed in the Location dropdown. Select one and click Save.

    For each part line item, you can then choose the warehouse from which to pick the part. The warehouses listed here will be the child warehouses of the Business Location you selected earlier.



  2. Click Select Serial Numbers. Select the desired serial numbers and click Save.
    You can only add as many serial numbers as the quantity of parts selected.



  3. Click Save to create the work order.
Create an appointment for the work order and process it. Once the Invoice is generated for a work order, the serial number of the parts used in the work order will be removed from under Available Serial Numbers in Zoho Inventory.



Once the invoice is sent for a work order, the stock of the part used in the work order will be reduced in Inventory. These changes will be reflected in Zoho FSM as well; the next time a work order is created. 



The details of the warehouse (location) and part serial number can be viewed in the Work Order Details page.


Enabling Serial Number Tracking in Mobile

In the mobile app, to choose the warehouse (location) and the serial number of the part, do the following:
  1. From the left menu, select Work Orders.
  2. In the Work Orders List screen, tap the add [+] icon.
  3. Enter the details required for the work order.
  4. Click the add icon [+] for Part Line Items.
  5. In the Add Part Line Item screen, select a Part.
    The fields Serial Numbers, and Warehouse Id will be displayed. 



  6. Click the Serial Numbers field.
  7. In the Select Serial Number(s) screen, add serial numbers and click Save.
    You can only add as many serial numbers as the quantity of parts selected.



  8. Click on the Warehouse Id field to select the warehouse from which to get the part.
    The Warehouse Id will get updated based on the warehouse (location) selected under Choose Warehouse ID. By default, the primary warehouse (location) will be selected.