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Smart360 Inventory Management - FAQs

Getting Started & Access

Q1: How do I access the Inventory Management module in Smart360?

A: To access the inventory system:

  • Log into the Smart360 system using your credentials
  • Navigate to the "Meters"Meter data" section from the main menu
  • Select the "Inventory" tab to viewfrom the meter inventorydevice management dashboarddropdown in the side navigation
  • You will see the inventory overview with summary metrics and tabs for "In Stock" and "Disposed"

Q2: What are the different inventory categories and what do they represent?

A: The system categorizes meters into two main groups:

  • In Stock: Meters currently available in warehouses and ready for deployment
  • Disposed: Meters that have been permanently removed from service due to damage, end-of-life, or decommissioning
  • Each category shows the total count and can be accessed through separate tabs

Q3: Who can access the Inventory Management system and what permissions are required? A: Access is typically granted to:

  • Meter Supervisor/Device Manager: Full access including add, dispose, and transfer operations
  • Warehouse Staff: Limited access for location updates and basic inventory viewing
  • Procurement Team: Read-only access for planning and reporting
  • System Administrators: Full configuration access and user management
  • Field Technicians: Read-only access to check meter availability

Inventory Overview & Dashboard

Q4: How do I interpret the inventory dashboard metrics?

A: The dashboard displays key inventory information:

  • Total meters available in stock: Current count of deployable meters across all warehouses
  • Tab indicators: "In Stock" and "Disposed" tabs with counts for each category
  • Summary metrics: Real-time data showing inventory levels and distribution
  • Quick access buttons: "Bulk Add Meters" for efficient inventory updates

Q5: How often is the inventory data updated?

A: Inventory data updates occur:

  • Real-time: When meters are added, moved, or disposed through the system
  • Work order integration: Automatic status updates when service orders are completed
  • Manual refresh: Users can refresh the page to see the latest data
  • Bulk operations: Immediate updates after successful bulk additions or transfers

Q6: What information is displayed for each meter in the inventory list?

A: The inventory list shows:

  • Device Number: Unique identifier for the meter (e.g., DM1234)
  • Model: Specific meter model (e.g., FlowMaster 3000)
  • Type: Meter category (SMART, PHOTO, MANUAL, ULTRASONIC, AMR)
  • Manufacturer: Brand/company that produced the meter
  • Location: Current warehouse or storage position
  • Specifications: Technical details accessible through specifications icon

Search & Filter Functionality

Q7: How do I search for specific meters in the inventory?

A: To search for meters:

  • Use the search bar at the top of the inventory page
  • Enter search criteria such as device number, model, or serial number
  • The system supports partial matching for flexible searches
  • View filteredfilters - device type & manufacturer results showing only matching meters
  • Search results are limited to 50 items per page for optimal performance

Q8: What advanced filtering options are available? A: Advanced filtering includes:

  • Click the "Filters" button to access multiple filter options
  • Type filter: SMART, PHOTO, MANUAL, ULTRASONIC, AMR
  • Manufacturer filter: Select specific brands or manufacturers
  • Location filter: Filter by warehouse or storage area
  • Status filter: Available, assigned, or maintenance status
  • Combine filters: Use multiple criteria simultaneously for precise results

Q9: How do I export filtered inventory data?

A: To export inventory information:

Adding Meters to Inventory

Q10: How do I add new meters to the inventory using bulk addition?

A: To bulk add meters:

  • Click the "Bulk Add Meters" button in the top-right corner
  • Choose between manual entry or CSV upload
  • For manual entry: Fill in the form with meter details for each meter
  • For CSV upload: Prepare file with required columns and upload
  • Required fields include: Device Number, Type, Manufacturer, Model, Initial Warehouse
  • Submit the form to add all meters to inventory
  • Receive confirmation showing count of successfully added meters

Q11: What are the required fields when adding meters to inventory?

A: Mandatory fields for meter addition:

  • Device Number: Unique identifier (system validates for duplicates)
  • Type: Classification (SMART, PHOTO, MANUAL, ULTRASONIC, AMR)
  • Manufacturer: Selected from configured dropdown options
  • Model: Selected based on manufacturer choice
  • Initial Warehouse: Storage location assignment
  • All fields must be completed for successful addition

Q12: What file format should I use for bulk CSV uploads?

A: CSV file requirements:

  • Headers: Device Number, Type, Manufacturer, Model, Initial Warehouse
  • Format: Standard CSV with comma separators
  • Maximum records: 500 meters per upload batch
  • Validation: All records validated before processing
  • Error handling: Invalid records will be flagged with specific error messages
  • Template: Download sample CSV template from the system for proper formatting

Q13: How does the system handle duplicate device numbers during addition?

A: Duplicate prevention process:

  • System automatically validates device numbers during entry
  • Real-time validation: Immediate feedback if duplicate detected
  • Batch validation: All records checked before processing CSV uploads
  • Error messages: Clear indication of which device numbers are duplicated
  • Resolution: Must use unique device numbers or update existing records
  • No partial processing: Entire batch rejected if any duplicates found

Meter Specifications & Technical Details

Q14: How do I view detailed specifications for a specific meter?meter in inventory?

A: To access meter specifications:

  • From the inventory list, locate the desired meter
  • Click the specifications icon next to the meter entry
  • View detailed technical information including:
    • Max Flow rate (e.g., 25 m³/s)
    • Accuracy rating (e.g., 99.5%)
    • Pressure rating (e.g., 16 bar)
    • Manufacture date and calibration date
    • Dial length and dial count
  • Use this information to determine appropriate applications

Q15: What technical specifications are tracked for different meter types?

A: Specifications vary by meter type:

  • SMART meters: Flow range, battery life, communication frequency, AMI compatibility
  • PHOTO meters: Optical reading range, handheld reader compatibility, accuracy rating
  • MANUAL meters: Mechanical register details, visual reading specifications
  • ULTRASONIC meters: Ultrasonic technology specs, RF communication, high accuracy ratings
  • AMR meters: AMR compatibility, drive-by system support, communication protocols

Q16: How do I compare specifications across different meter models?

A: To compare meter specifications:

  • Use filters to narrow down to specific meter types or manufacturers
  • Open specifications for multiple meters in separate browser tabs
  • Export filtered data to spreadsheet for side-by-side comparison
  • Review key metrics like flow range, accuracy, and compatibility
  • Use comparison data for procurement decisions and application matching

Disposal Management

Q17: How do I dispose of meters that have reached end-of-life?

A: Meter disposal process:

  • Ensure meter is not currently assigned to active work orders
  • Navigate to the meter in the inventory system
  • Select "Dispose" from available actions
  • Required information:
    • Disposal date (automatically filled with current date)
    • Disposal reason (Damaged, Decommissioned, Lost, Defective, End of Life)
    • Authorization details (supervisor approval required)
  • Submit disposal request with proper documentation
  • Meter automatically moves to "Disposed" tab

Q18: What are the valid disposal reasons and when should each be used?

A: Disposal reason guidelines:

  • Damaged: Physical damage making meter unusable or inaccurate
  • Decommissioned: Planned removal due to system upgrades or policy changes
  • Lost: Meter cannot be located or was stolen
  • Defective: Manufacturing defects or chronic performance issues
  • End of Life: Meter has reached maximum service life expectancy
  • Each reason requires appropriate documentation and supervisor authorization

Q19: What information is preserved when a meter is disposed?

A: Disposal records maintain:

  • Complete service history: All readings, maintenance, and assignments
  • Last consumer assignment: Final customer and location information
  • Technical specifications: Original manufacturer and model details
  • Lifespan calculation: Total time in service from installation to disposal
  • Performance data: Historical accuracy and maintenance records
  • Disposal documentation: Date, reason, and authorization details

Warehouse & Location Management

Q20: How do I track meter locations across multiple warehouses?

A: Location tracking includes:

  • Real-time location data: Current warehouse assignment for each meter
  • Location filtering: Search by specific warehouse or storage area
  • Transfer tracking: History of movements between locations
  • Inventory distribution: View meter counts by location
  • Location-based reports: Generate inventory reports by warehouse

Q21: How do I transfer meters between warehouse locations?

A: Transfer process:

  • Select meters to be transferred from current location
  • Specify destination warehouse or storage area
  • Document transfer reason and authorization
  • Update location records in the system
  • Automatic updates: Inventory counts adjust immediately
  • Transfer history: Complete record of all location changes maintained

Q22: Can I set up alerts for low inventory levels at specific warehouses? A: Inventory alert configuration:

  • Threshold settings: Define minimum stock levels per location
  • Automated notifications: Alerts when inventory falls below thresholds
  • Procurement planning: Early warning for reorder requirements
  • Location-specific: Different thresholds for different warehouses
  • Report integration: Include alert status in inventory reports

Work Order Integration

Q23: How does the inventory system integrate with work orders?

A: Work order integration provides:

  • Automatic status updates: Meter status changes when work orders complete
  • Installation tracking: Meters move from inventory to deployed status
  • Return processing: Meters return to inventory after uninstallation
  • Assignment prevention: Cannot dispose meters with active work orders
  • Real-time synchronization: Immediate updates across all system modules

Q24: What happens to inventory when meters are installed through work orders?

A: Installation process:

  • Work order completion: Triggers automatic inventory update
  • Status change: Meter moves from "Available" to "Assigned" status
  • Location update: Meter location changes from warehouse to customer premise
  • Inventory reduction: Available count decreases automatically
  • History tracking: Complete record of deployment maintained

Q25: How are disposed meters handled in work order processing?

A: Disposal work order integration:

  • Service order creation: Disposal work orders can be created for faulty meters
  • Automatic transfer: Approved disposal orders move meters to "Disposed" tab
  • Documentation link: Work order details connected to disposal records
  • Audit trail: Complete history from service issue to final disposal
  • Reporting: Disposal trends trackable through work order data

Reporting & Analytics

Q26: What types of inventory reports can I generate? A: Available report types include:

  • Current inventory: Real-time stock levels by location and type
  • Disposal analysis: Trends in meter failures and disposal reasons
  • Lifecycle reports: Average lifespan by manufacturer and model
  • Procurement planning: Forecasting based on historical usage patterns
  • Performance analysis: Meter reliability and maintenance requirements
  • Compliance reports: Regulatory documentation and audit trails

Q27: How do I generate reports for procurement planning? A: Procurement reporting process:

  • Apply filters: Select date range, meter types, and locations
  • Historical analysis: Review disposal patterns and replacement cycles
  • Usage trends: Analyze deployment rates and inventory turnover
  • Export data: Generate reports in CSV or PDF format
  • Forecasting: Use historical data to predict future inventory needs
  • Budget planning: Include cost analysis based on meter specifications

Q28: How can I analyze meter performance using inventory data? A: Performance analysis includes:

  • Lifespan analysis: Compare average service life by manufacturer and model
  • Failure patterns: Review disposal reasons to identify quality issues
  • Maintenance requirements: Track meters requiring frequent service
  • Cost effectiveness: Analyze total cost of ownership for different meter types
  • Reliability metrics: Calculate failure rates and performance benchmarks

Troubleshooting & Best Practices

Q29: What should I do if the inventory count doesn't match physical warehouse stock?

A: Inventory reconciliation steps:

  • System audit: Review recent transactions and work order completions
  • Physical count: Conduct warehouse inventory verification
  • Transaction review: Check for unprocessed work orders or transfers
  • Error identification: Look for data entry errors or missing updates
  • Correction process: Document discrepancies and adjust system records
  • Process improvement: Implement regular reconciliation procedures

Q30: How do I handle errors during bulk meter addition? A: Error resolution process:

  • Validation errors: Review error messages for specific field issues
  • Duplicate detection: Verify device numbers are unique
  • Format issues: Check CSV file format and column headers
  • Partial success: If some records fail, fix errors and resubmit failed records only
  • Data verification: Confirm all required fields are complete and accurate
  • System limits: Ensure batch size doesn't exceed 500-meter limit

Q31: What are the best practices for maintaining accurate inventory data? A: Best practices include:

  • Regular reconciliation: Compare system data with physical inventory monthly
  • Immediate updates: Process work order completions promptly
  • Proper documentation: Maintain detailed disposal and transfer records
  • Data validation: Verify accuracy during meter addition and updates
  • Access control: Ensure only authorized personnel can modify inventory
  • Backup procedures: Regular data backups and recovery testing
  • Training: Keep staff updated on proper inventory management procedures

Q32: How do I optimize inventory levels across multiple warehouses? A: Inventory optimization strategies:

  • Usage analysis: Review deployment patterns by location and season
  • Demand forecasting: Use historical data to predict future requirements
  • Reorder points: Set appropriate minimum stock levels for each location
  • Transfer efficiency: Move excess inventory from overstocked to understocked locations
  • Supplier coordination: Align procurement with actual usage patterns
  • Cost management: Balance inventory carrying costs with service level requirements
  • Performance monitoring: Track key metrics like turnover rates and stockout frequency
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