How to Get Inventory for Automotive and Reduce Errors
Inventory for Automotive Parts. It may seem like an easy task to receive inventory of automotive part. But it is possible when done correctly.
However, inventory errors can also occur when miscounts, mistakes in entering data or staff members are not trained. Proper inventory processes and training is essential for any business.
Three easy steps can be taken to help ensure accurate inventory records and proper receipt.
Get organized in your receiving space
To avoid misplacing a part, make sure you have enough space before you start receiving any parts. You should start by clearing out clutter from the receiving area. You should also designate areas to receive and unreceive shipments, and an area for opening and counting items.
Count the inventory
After cleaning and preparing your space, you can count your inventory. For this purpose, you will need the packing slip provided with all orders. If you don’t have a packing slip, you can contact the vendor to get one (or the invoice).
After you have your packing slip, you can compare the parts received with the quantities and parts listed on the packing slip. Make sure to pay close attention to the part numbers and descriptions so that you are certain there weren’t any mistakes in packing.
You should note any missing or extra parts. It is also important to note any items that have been damaged so that another member of your team can investigate.
Be sure to get what you ordered
Once everything on the packing slip is received, make sure it matches your purchase order. This is important for several reasons:
- Only what can be picked and placed in the boxes is shown on packing slips. Anything not available at the time shipment was made (i.e. Backorders won’t be included.
- Large orders might be divided into multiple deliveries. This means that not everything could have arrived in the current shipment.
- Sometimes, vendors also make mistakes. Parts may have been added or removed by mistake. You may have transposition errors or the wrong parts were picked up and delivered.
- Mark the order that you received only a part of if you do not receive all of it. This will make it easier for you to remember what you still haven’t received.
- If you have any questions or if the packing slip and purchase order are not compatible, please contact the vendor.
- If the items on your purchase order match the packing slip, you’re ready to move on to the next step.
You can input inventory into your software
Once you know how many inventory was received, and have resolved any discrepancies or issues, it is time for inventory entry into your computer software. This could be done by having an employee create an electronic receipt. In smaller organizations, it may also mean entering the invoice along with the confirmed quantities.
Make sure to label your inventory before you put it away
Once everything is in place, it’s time to tag your parts and store them. You should include at the minimum the price and the number of the parts in your inventory. If you create your own system, it is a good idea also to include a short description and the barcode.
If products are too small to be labeled, place them in a container so they can be kept separated from the rest of the product and label it.
It’s time for the products to be stored once they have been labeled. You can minimize errors by labeling parts shelves and bins correctly to reduce mistakes. It is also a good idea to keep track in inventory management software of the locations you place parts to make it easy to find them.
Audit all processes
To ensure quality control, it is a good idea to have your parts manager inspect the receiving process at different points in the month. This will ensure that every step has been completed. It may be necessary to count the inventory prior to it being received, or to recall received inventory before it is stored. This will ensure that it has been properly recorded and counted. Also, random inventory checks can be done to verify that the parts are properly labeled and placed in the correct locations.