You can automate the process of reserving inventory-tracked items for projects and checking them out from inventory. The automation option automatically reserves an inventory-tracked item for a project and checks it out of inventory when you change the item's Install status. The option also works when you change the Install status of multiple items, saving considerable effort and time in reserving and checking out inventory-tracked items.
This automation is available only with the Basic Inventory mode. In the Advanced Inventory mode, you will need to manually reserve items in projects.
Check out this article for more details.
Enable the automation
The automation to reserve inventory-tracked items for projects and check them out of inventory is a result of two inventory settings working in tandem. These settings are listed under "Settings > Inventory" in the left navigation menu.
#1 Automatically mark items as out of inventory when status changes to
This setting is used to specify the Install status of the item for it to be checked out of inventory.
#2 Marking items as <Item Status> automatically reserves if sufficient stock is available and checks out when item exists in a single warehouse location
This setting, when set to ON, uses the Install status of the first setting as the basis to reserve the required quantity of the inventory-tracked item for the project and check out that quantity from inventory.
The automation is completely automated when the required quantity of an item is available in only one inventory location and semi-automated when the required quantity is available in multiple locations.
Example
You select "Planned" as the Install status for the "Automatically mark items as out of inventory when status changes to" setting.
You set the "Marking items as <Item Status> automatically reserves if sufficient stock is available and checks out when the item exists in a single warehouse location" to ON.
Now, when in the Project Details view, if you change the Install status of an item with a required quantity of "4" from "Not Scheduled" to "Planned," Cloud will reserve 4 from the inventory for the project.
Cloud will check out the item from the inventory if it exists in only one location; there is no need to check it out manually.
Ensure that you choose the most feasible Install status for this automation based on your business requirements.
The automation triggers two scenarios when you change the Install status of an item.
#1 Required quantity available in a single location
In this scenario, Cloud auto-reserves the required quantity and also automatically checks out the item quantity from the location.
#2 Required quantity available in multiple locations
In this scenario, Cloud auto-reserves the required quantity.
After you change the Install status of an item, you will see a pop-up prompting you to check out the quantity from inventory. Click "Check out."
You will see a modal to select the location from which you would like to check out the item quantity. Add the item quantity at one or more locations, then click "Check out."
#3 Required quantity unavailable in a single location
In this scenario, Cloud cannot auto-reserve the required quantity.
After you change the Install status of an item, you will see a pop-up prompting you to order the required quantity, after which you can proceed to checkout.
Changing the Install status of multiple items
If you are changing the Install status of multiple items simultaneously, the following happens:
All items that can be reserved will be reserved.
All items that can be checked out will be checked out.
Cloud will display prompts for items that do not have sufficient quantity to reserve and for items located in multiple warehouse locations.